_rfp dps1411 ocr
TRANSCRIPT
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001
v
E.
N
D
0
R
LINE
IGNATURE
TLE
State
of
West Virginia olicitation
NUMBER .
DPS1411
Department of Administration
Purchasing Division
2019 Washington Street East
Post Office Box 50130
Charleston, WV 25305 0130
RFQ COPY
TY
PE
NAM
E/ADDRESS HERE
QUANTITY
1
OFTWARE
FOR
THE
REQ EST
HE WEST
VIR
INIA
GENCY
W S ATE
0 REPLACE T E
UN
OFTWARE
FOR
THE
TTACHED
SPE
IFIC
TTACHMENTS NCLU
DPS1411 EQUE
ATTACHME T A
ATTACHME T B
ATTACHME
T
c
CAT.
. No . ·
IFO
OR
P
PURC
OLIC
DA
. AD.
DRESSCORf'lESPONDENCt7 0ATtENTiONOF
: ·
..
. .
s
H
I
~ A R A LYLE
04-558-2544
WEST VIRGINIA STATE PO
LICE
P
4124 KANAWHA
TURNPIKE
6
SOUTH
CHARLESTON W
25309 304-746-2141
BID
OPENING TIME
1:30PM
. .
.
. . .
. ITEM NUMBER
UNIT PRICE .
M O U ~ T .
99 -00-01
-001
CRIME REP
OR
TI
G REPOSITORY
SING DIVISION OR
THE
I
IS SOLICITING
PROPOSALS
CRIME
RE
PORTING REPOSITORY
TE
POLICE,
PER HE
PRO POSAL
RESPONSE SHEET
ORY SPECIFICATI N CHECKLIST
THIS
IS
T E EN
OF
RFQ
DPSl
11
TOTAL:
-
ADDRESS CHANGES
TO
BE NOTED ABOVE
WH
EN RESPONDING TO SOLICITATION, INSERT NAME AND ADDRESS IN SPACE ABOVE LABELED VENDOR
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REQUEST FOR PROPOS L
West Virginia State Police DPS 1411
TABLE
OF
CONTENTS
1.
Table
of
Contents
2
3.
4
5
6
7
8
Section
1:
Section 2:
Section
:
Section 4:
Section 5:
Section 6:
General Information
and
Instructions
Instructions to
Vendors
Submitting Bids
General Terms
and
Conditions
Project Specifications
Vendor Proposal
Evaluation and Award
Certification and Signature Page
SECTION ONE: GENERAL INFORMATION
2
1
Purpose: The West Virginia Department of Administration, Purchasing Division (hereinafter
referred to as the Purchasing Division ) is.soliciting proposals pursuant to West Virginia
Code
§5A-3-lOb for the Department of Military Affairs, State Police, (hereinafter referred to as the
Agency ) to provide the replacement and continuing support
of
a West Virginia specific National
Incident Based Reporting System (NIBRS) Repository
of
receiving crime data from state and local
agencies and creating monthly exports for the FBI. The new Repository must include the
additional required WV IBR data with options to add additional fields over time.
2
By signing and submitting its proposal, the successful Vendor agrees to be bound by all the terms
contained in this Request for
Proposal ( RFP ).
n RFP is generally used for the procurement of services in situations where price is not the sole
determining factor and the award will
be
based on a combination
of
cost and technical factors
(Best Value). Through its proposal, the bidder offers a solution to the objectives, problem, or need
specified in the RFP, and defines how
it
intends to meet (or exceed) the RFP requirements.
3. Schedule
of
Events:
Vendor's Written Questions Submission Deadline ................................... 10/21 /2013
Mandatory Pre-bid Conference ....
..
.................................... 10/17/2013 at 9:30 am
Addendum Issued.............. .
............ ............. .... ......... ....
....
.... .
....
.....
.
.
.. TBD
Bid Opening Date ...... ... .... ...... . .......... ....... .... .... .......................... I 0/30/2013
Oral Presentation
Agency Option)
........
........
.......................... .......... ....
TBD
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REQUEST FOR PROPOSAL
West Virginia State Police DPS 1411
SECTION TWO: INSTRUCTIONS
TO
VENDORS SUBMITTING BIDS
Instruc ons begin on next page
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INSTRUCTIONS TO YENDORS SUBMITTING BIDS
1.
REVIEW DOCUMENTS THOROUGHLY The attached documents contain a solicitation for bids.
Please read these instructions and all documents attached in their entirety. These instructions provid
critical information about requirements that
if
overlooked could lead to disqualification
of
a Vendor
bid. All bids must be submitted in accordance with the provisions contained in these instructions an
the Solicitation. Failure to o so may result in disqualification
of
Vendor' s bid.
2. MANDATORY TERMS The Solicitation may contain mandatory provisions identified
by
the use o
the words must, will, and shall. Failure to comply with a mandatory term in the Solicitation will
result in bid disqualification.
3. PREBID MEETING: The item identified below shall applyto this Solicitation.
0
A pre-bid meeting will not be held prior to bid opening.
0 A NON-MANDATORY PRE-BID meeting will be held at the following place and time:
/ A MANDATORY PRE-BID meeting will be held at the following place and time:
October 17 2013 at 9:30 am
W
State Police Academy
Professional Development Center
123 Academy Drive
Dunbar WV25064
All Vendors submitting a bid must attend the mandatory pre-bid meeting. Failure to attend th
mandatory pre-bid meeting shall result in disqualification of the Vendor' s bid. No one person attendin
the pre-bid meeting may represent more than one Vendor.
An attendance sheet provided at the pre-bid meeting shall serve as the official document verifyin
attendance. The State will not accept any other form
of
proof
or
documentation to verify attendanc
Any person attending the pre-bid meeting on behalf of a Vendor must list on the attendance sheet h
or her name and the name
of
the Vendor he or she is representing. Additionally, the person attendin
the pre-bid meeting should include the Vendor' s E-Mail address, phone number, and Fax number o
the attendance sheet.
It
is the Vendor' s responsibility to locate the attendance sheet and provide th
required information. Failure to complete the attendance sheet as required may result i
disqualification
ofVendor' s bid.
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All Vendors should arrive prior to the starting time for the pre-bid. Vendors who arrive after th
starting time but prior to the end of the pre-bid will be permitted to sign in but are charged wi
knowing all matters discussed
at
the pre-bid.
Questions submitted at least five business day.; prior to a scheduled pre-bid will be discussed at the pr
bid meeting
if
possible.
Any
discussions
or
answers to questions at the pre-bid meeting are preliminar
in nature and are non-binding. Official and binding answers
to
questions will be published in a writte
addendum to the Solicitation prior
to
bid opening.
4. VENDOR
QUESTION
DEADLINE: Vendors may submit questions relating to this Solicitation to th
Purchasing Division. Questions must
be
submitted in writing. All questions must be submitted on
before the
date
listed below and to the address listed below in order to be considered. A writte
response will be published in a So licitation addendum if a response is possible and appropriate. Non
written discussions conversations or questions and answers regarding this Solicitation are preliminar
in nature and are non-binding.
Question Submission Deadline:
October 21 2013 at 5:00 pm
Submit Questions to:
Tara Lyle File
32
2019 Washington Street East
Charleston WV 25305
Fax: 30 4-
558-4115
Email:
Tara
5.
VERBAL COMMUNICATION: Any
verbal communication between the Vendor and
any
Sta
personnel is
not
binding including that
made
at the mandatory pre-bid conference.
Only
informatio
issued in writing
and
added to the Solicitation
by
an official written addendwn
by
the Purchasin
Division
is
binding.
6. BID SUBMISSION: All bids must be signed and delivered by the
Vendor
to the Purchasing Divisio
at the address listed below on or before the date and time of the bid opening.
Any
bid received by th
Purchasing Division staff is considered to
be
in the possession of the Purchasing Division a
nd
will n
be returned for
any
reason. The bid delivery address is:
Revised I0/02/2 3
Department of Administration Purchasing Division
2019 Washington Street East
Char
leston WV 25305-0130
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The bid should contain the information listed below on the face
of
the envelope or the bid may not be
considered:
SE IBD BID
BUYER: ~ ~
SOLICITATION NO.:
BID OPENING DATE:
BID
OPENING TIME:
FAX NUMBER:
In the event that Vendor is responding to a request for proposal the Vendor shall submit one original
technical and one original cost proposal plus 5 convenience copies
of
each
to
the Purchasing
Division at the address shown above. Additionally the Vendor should identify the bid type as either a
technical or cost proposal on the face
of
each bid envelope submitted in response to a request for
proposal as follows:
BID TYPE:
8
echnical
Cost
7
BID OPENING: Bids submitted in response to this Solicitation will be opened at the locatio
identified below on the date and time listed below. Delivery of a bid after the bid opening date and tim
will result in bid disqualification. For purposes
of
this Solicitation a bid is considered delivered whe
time stamped by the official Purchasing Division time clock.
Bid Opening Date and Time:
October
30 2013 at 30 pm
Bid Opening Location: Department of Administration Purchasing Division
2019
Washington Street East
Charleston WV
25305-0130
8 ADDENDUM ACKNOWLEDGEMENT: Changes
or
revisions to this Solicitation will be made b
an official Wiitten addendum issued by the Purchasing Division. Vendor should acknowledge receipt
o
all addenda issued with this Solicitation by completing an Addendum Acknowledgment Form a copy o
which is included herewith. Failure to acknowledge addenda may result in bid disqualification. Th
addendum acknowledgement should be submitted with the bid to expedite document processing.
9 BID FORMATTING: Vendor should type or electronically enter the information onto its bid to
prevent e1Tors in the evaluation. Failure to type or electronically enter the information may result
in bid disqualification.
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REQUEST FOR PROPOS L
West Virginia State Police DPS 1411
SECTION THREE: GENERAL TERMS AND CONDITIONS
Terms and conditions begin
on
next
pa
ge
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GENERAL
TERMS
AND CONDITIONSi
1.
CONTRACTUAL AGREEMENT: Issuance of a Purchase Order signed
by
the Purchasing Divisio
Director, or his designee, and approved as
to
form
by
the Attorney General' s office constitute
acceptance of this Contract made
by
and between the State of West Virginia and the Vendor. Vendor
signature on its bid signifies Vendor 's agreement to be bound
by
and accept the terms and condition
contained in this Contract.
2. DEFINITIONS: As used in this Solicitation/Contract, the following terms shall have the meaning
attributed to them below. Additional definitions may be found in the specifications included with this
Solicitation/Contract.
2.1 Agency or Agencies means the agency, board, commission, or other entity
of the State o
West Virginia that is identified on the first page of the Solicitation or any other public entit
seeking to procure goods or services under this Contract.
2.2
Contract
means the binding agreement that is entered into between the State and the Vendo
to provide the goods
and
services requested in the Solicitation.
2.3 Director means the Director of the West Virginia Department of Administration, Purchasing
Division.
2.4
Purchasing
Division means the West Virginia Department of Administration, Purchasing
Division.
2.5 Purchase Order means the document signed
by
the Agency and the Purchasing Division, an
approved as to form by the Attorney General, that identifies the Vendor as the successful bidd
and Contract holder.
2.6
Solicitation means the official solicitation published
by
the Purchasing Division and identifie
by
number on the first page thereof.
2.7
State
means the State of West Virginia and/or any of its agencies, commissions, boards,
et
as context requires.
2.8
Vendor
or Vendors means any entity submitting a bid in response to the Solicitation, th
entity that has been selected as the lowest responsible bidder, or the entity that has been awarde
the Contract as context requires.
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9
3. CONTRACT
TERM;
RENEWAL; EXTENSION:
The
term
of
this Contract shall
be
determined in
accordance with the category that has been identified as applicable to thisContract below:
I /I Term
Contract
D
Revised I 0/02/2013
Initial
Contract Term:
This
Contract becomes effective
on
award
and extends for a period of on 1)
year(s).
Renewal
Term:
This Contract may
be
renewed upon the mutual written consent of th
Agency, and
the
Vendor, with approval of
the
Purchasing Division and the Attorne
General s office (Attorney General approval is as
to
form only).
Any
request for renew
must be submitted to the Purchasing Division Director thirty (30) days prior to the expiratio
date of the initial contract tenn or appropriate renewal te1m . A Contract renewal shall be
accordance with the terms and conditions of the original contract. Renewal of this Contra
is limited to
two
(2) successive one (1) year periods. Automatic renewal
o
this Contract is prohibited. Notwithstanding the foregoing, Purchasing Division approval
not required on agency delegated or exempt purchases. Attorney General approval may
b
required for vendor te1ms and conditions.
Reasonable
Time Extension : At the sole discretion of the Purchasing Division Directo
and with approval from
the
Attorney General s office (Attorney General approval is as
form only), this Contract ma y
be
extended for a reasonable time after the initial Contra
term or after any renewal te1m as may be necessary to obtain a new contract or renew th
Contract. Any reasonable time extension shall not exceed twelve (12) months Vendor ma
avoid a reasonable time extension by providing the Purchasing Division Director with writte
notice
of
Vendor
s
desire to te1minate this Contract 30 days prior to the expiration
of
the the
current term. During any reasonable time extension period, the Vendor m
ay
terminate th
Contract for any reason upon giving the Purchasing Division Director 30 days written notic
Automatic extension of this Contract is prohibited. Notwithstanding the foregoin
Purchasing Division approval is not required on agency delegated or exempt purchases, b
Attorney General approval may be required.
Release
Order Limitations: In
the event that this contract permits release orders, a relea
order
may only be
issued during the time this Contract is in effect.
Any
release order issue
within one year of
the
expiration of this Contract shall
be
effective for one year from the da
the release order
is
issued.
No
release order
may
be extended beyond one year after th
Contract has expired.
Fixed
Period
Contract: This Contract
be
comes effective upon Vendor s receipt of the notice to
proceed and must be completed within days.
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One Time Purchase: The term of this Contract shall run from the issuance of the Purchase
Order until all of the goods contracted for have been delivered, but in no event shall this Contrac
ex
tend for more than one fiscal year.
0
Other: See attached.
4. NOTICE TO PROCEED: Vendor shall begin
performance
of this
Contract immediately
upo
receiving notice to proceed unless otherwise instructed by the Agency. Unless otherwise specified, th
fully executed Purchase Order will be considered notice to proceed
5. QUANTITIES: The quantities required under this Contract shall be determined in accordance wit
the categorythat has been identified as applicable to this Contract below.
0
0
Open End Contract: Quantities listed in this Solicitation are approximations only, based on
estimates supplied
by
the Agency.
It
is understood and agreed that the Contract shall cover the
quantities actually ordered for delivery during the term
of
the Contract, whether more or less
than the quantities shown.
Service: The scope
of
the service
to
be provided will be more clearly defined m the
specifications included herewith.
Combined Service and Goods: The scope of the service and deliverable goods to be provided
will be more clearly defined in the specifications included herewith.
One Time Purchase: This Contract is for the purchase of a set quantity of goods that ar
identified in the specifications included herewith. Once those items have been delivered, n
additional goods
may
be procured under this Contract without an appropriate change orde
approved by the Vendor, Agency, Purchasing Division, and Attorney General s office.
6 PRICING: The pricing set forth herein is firm for the life of the Contract, unless specified elsewher
within this Solicitation/Contract
by
the State. A Vendor s inclusion of price adjustment provisions in i
bid, without an express authorization from the State in the Solicitation to
do so
, may result in bi
disqualification.
7 EMERGENCY PURCHASES: The Purchasing Division Director may authorize the Agency
t
purchase goods or services in the open market that Vendor would otherwise provide under this Contrac
if those goods
or
services are for immediate or expedited delivery in an emergency. Emergencies sha
include, but are not limited to, delays in transportation or an unanticipated increase in the volume
o
work. n emergency purchase in the open market, approved
by
the Purchasing Division Director, sha
not constitute of breach of this Contract and shall not entitle the Vendor to any form of compensation o
damages. This provision does not excuse the State from fulfilling its obligations under a One Tim
Purchase contract.
8
REQUIRED DOCUMENTS: All
of
the items checked below must be provided to the Purchasing
Division bythe Vendor as specified below.
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00001 1
BID BOND:
All Vendors shall furnish a bid bond in the amount of five percent (5%)
of
th
total amount of the bid protecting the State of West Virginia. The bid bond must be submitted
with the bid.
PERFORMANCE BOND:
The apparent successful Vendor shall provide a performance bond
in the amount of . The performance bond must be
issued and received
by
the Purchasing Division prior to Contract award. On construction
contracts, the performance bond must be 100%
of
the Contract value.
LABOR/MATERIAL PAYMENT BOND: The apparent successful Vendor shall provide
labor/material payment bond in the amount of 100% of the Contract value. The labor/materi
payment bond must be issued and delivered to the Purchasing Division prior to Contract award.
fu lieu of the Bid Bond, Performance Bond, and Labor/Material Payment Bond, the Vendor may provid
certified checks, cashier s checks, or irrevocable letters of credit. Any certified check, cashier's chec
or irrevocable letter of credit provided in lieu of a bond must be of the same amount and delivered on th
same schedule as the bond it replaces. A letter of credit submitted in lieu of a performance an
labor/material payment bond will only be allowed for projects under 100,000. Personal or busine
checks are not acceptable.
0
R visoo I
3
MAINTENANCE BOND: The apparent successful Vendor shall provide a two (2) ye
maintenance bond covering the roofing system. The maintenance bond must be issued an
delivered to the Purchasing Division prior to Contract award.
WORKERS COMPENSATION INSURANCE: The apparent successful Vendor shall have
appropriate workers' compensation insurance and shall provide
proof
thereof upon request.
INSURANCE: The apparent successful Vendor shall furnish proofof the following insurance
prior to Contract award and shall list the state as a certificate holder:
0
D
D
D
D
D
Commercial General Liability Insurance:
1,000,000.00
or more.
Builders Risk Insurance: builders risk - all 1isk insurance in an amount equal to
100% of the amount of the Contract.
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00001 2
The apparent successful Vendor shall also furnish proof of any additional insurance requiremen
contained in the specifications prior to Contract award regardless of whether
or
not th
insurance requirement is listed above.
LICENSE S) CERTIFICATIONS PERMITS: In addition to anything required under th
Section entitled licensing,
of
the General Terms and Conditions, the apparent successful Vend
shall furnish proof
of
the following licenses, certifications, and/or permits prior to Contra
award, in a form acceptable to the Purchasing Division.
D
The apparent successful Vendor shall also furnish proof of any additional licenses or certificatio
contained in the specifications prior to Contract award regardless of whether or not th
requirement is listed above.
9 LITIGATION BOND: The Director reserves the right to require any Vendor that files a protest
of
a
award to submit a litigation bond in the amount equal to one percent of the lowest bid submitted or
5 ,000, whichever is greater. The entire amount
of
the bond shall be forfeited
if
the hearing offic
determines that the protest was filed for frivolous or improper purpose, including but not limited to, th
purpose
of
harassing, causing unnecessary delay, or needless expense
for
the Agency. All litigatio
bonds shall be made payable to the Purchasing Division. n lieu
of
a bond, the protester may submit
cashier s check or certified check payable to the Purchasing Division. Cashier s or certified checks w
be deposited with and held by the State Treasurer s office. f it is dete1mined that the protest has n
been filed for frivolous or improper purpose, the bond or deposit shall be returned in its entirety.
10. ALTERNATES: Any model, brand,
or
specification listed herein establishes the acceptable level
quality only and is not intended to reflect a preference for, or in any way favor, a particular brand
vendor. Vendors may bid alternates to a listed model or brand provided that the alternate is at lea
equal to the model
or
brand and complies with the required specifications. The equality of any alterna
being bid shall be determined
by
the State at its sole discretion. Any Vendor bidding an alternate mod
or brand should clearly identify the alternate items in its bid and should include manufacturer
specifications, industry literature, and/or an y other relevant documentation demonstrating the equality o
the alternate items. Failure to provide information for alternate items may be grounds for rejection of
Vendor s bid.
11. EXCEPTIONS AND CLARIFICATIONS:
The Solicitation contains the specifications that shall form
the basis
of
a contractual agreement. Vendor shall clearly mark any exceptions, clruifications, or
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00001 3
other proposed modifications in its bid. Exceptions to, clarifications of,
or
modifications
of
a requirement
or term and condition of the Solicitation may result in bid disqualification.
12 LIQUIDATED DAMAGES: Vendor shall
pay
liquidated damages in the amount
for
This clause shall
in
no way be considered exclusive and shall not limit the State or Agency's right to
pursue any other available remedy.
13 ACCEPTANCE/REJECTION: The State may accept or reject any bid in whole, or in pa1t Vendor's
signature on its bid signifies acceptance
of
the terms and conditions contained in the Solicitation and
Vendor agrees to be bound by the terms of the Contract, as reflected in the Purchase Order, upon receipt.
14 REGISTRATION: Prior to Contract award, the apparent successful Vendor must be proper
registered with the West Virginia Purchasing Division and must have paid the $125 fee if applicable.
15 COMMUNICATION LIMITATIONS: In accordance with West Virginia Code of State Rules §148-
1-6.6, communication with the State of West Virginia or
any
of its employees regarding this Solicitatio
dming the solicitation, bid, evaluation or award periods, except through the Purchasing Division,
strictly prohibited without prior Purchasing Division approval. Purchasing Division approval for suc
communication is implied for all agency delegated and exempt purchases.
16 FUNDING: This Contract shall continue for the term stated herein, contingent upon funds bein
appropriated by the Legislature or otherwise being made available. In the event funds are not appropriate
or
otherwise made available, this Contract becomes void and of no effect beginning on uly of the fisc
year for which funding has not been appropriated
or
otherwise made available.
17 PAYMENT: Payment in advance is prohibited under this Contract. Payment may only be made aft
the delivery and acceptance of goods
or
services. The Vendor shall submit invoices, in arrears, to th
Agency at the address on the face of the purchase order labeled Invoice To.
18 UNIT PRICE: Unit prices shall prevail in cases
of
a discrepancy in the Vendor' s bid.
19
DELIVERY:
All quotations are considered freight
on
board destination ( F.O.B. destination ) unles
alternate shipping terms are clearly identified in the bid. Vendor's listing of shipping terms th
contradict the shipping terms expresslyrequired by this Solicitation may result in bid disqualification.
20 INTEREST: Interest attributable to late payment will only be permitted if authorized by the West
Virginia Code. Presently, there is no provisi
on
in the law for interest on late payments.
21 PREFERENCE: Vendor Preference may only be granted upon written request and only in accordanc
with the West Virginia Code § 5A-3-37 and the West Virginia Code of State Rules. A Resident Vendo
Certification fo1m has been attached hereto to allow Vendor to apply for the preference. Vendor's
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4
failme to submit the Resident Vendor Certification form with its bid will result in denial of Vendor
Preference. Vendor Preference does not applyto construction projects.
22. SMALL WOMEN-OWNED
OR
MINORITY-OWNED BUSINESSES: For any solicitation
publicly advertised for bid on or after July
1
2012, in accordance with West Virginia Code §5A-3-
37 a) 7) and
W.
Va. CSR § 148-22-9, any non-resident vendor certified as a small, women-owned, or
minority-owned business under W. Va. CSR § 148-22-9 shall be provided the same preference made
available to any resident vendor. Any non-resident small, women-owned, or minority-owned business
must identify itself as such in writing, must submit that writing to the Pmchasing Division with its bid,
and must be properly certified under W. Va.
CSR§
148-22-9 prior to submission of its bid to receive the
preferences made available to resident vendors. Preference for a non-resident small, women-owned, or
minorityowned business shall be applied in accordance with
W. Va.
CSR§ 148-22-9.
23. TAXES:
The Vendor shall pay any applicable sales, use, personal property or any other taxes arisin
out
of
this Contract and the transactions contemplated thereb
y.
The State
of
West Virginia
is
exemp
from federal and state taxes and will not pay or reimburse such taxes.
24. CANCELLATION: The Purchasing Division Director reserves the right to cancel this Contra
immediately upon written notice to the vendor if the materials or workmanship supplied do not conform
to the specifications contained in the Contract. The Purchasing Division Director may cancel an
purchase or Contract upon 30 days written notice to the Vendor in accordance with West Virginia Cod
of State
Rules§
148-1-7.16.2.
25. WAIVER
OF
MINOR
IRREGULARITIES:
The Director reserves the tight
to
waive mino
irregularities in bids
or
specifications in accordance with West Virginia Code of State Rules § 148-1-4.6.
26. TIME:
Time is
of
the essence with regard to all matters
of
time and performance in this Contract.
27. APPLICABLE LAW:
This Contract is governed by and interpreted under West Virginia law withou
giving effect to its choice of l
aw
principles. Any information provided in specification manuals, or an
other source, verbal or written, which contradicts or violates the West Virginia Constitution, We
Virginia Code or West Virginia Code of State Rules is void and of
no
effect.
28. COMPLIANCE:
Vendor shall comply with all applicable federal, state, and local laws, regulations an
ordinances.
y
submitting a bid, Vendors acknowledge that they have reviewed, understand, and wi
comply with all applicable law.
29. PREVAILING WAGE: On any contract for the construction of a public improvement, Vendor and an
subcontractors utilized by Vendor shall pay a rate
or
rates of wages which shall not be less than the fa
minimum rate or rates of wages prevailing wage), as established
by
the West Virginia Division o
Labor under West Virginia Code§§ 21-5A-1 et seq. and available at http://www.sos.wv.gov/administrative
law/wagerates/Pages/default.aspx. Vendor shall be responsible for ensuring compliance with prevailin
wage requirements and determining when prevailing wage
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00001 5
requirements are applicable. The required contract provisions contained in West Virginia Code of State
Rules§ 42-7-3 are specificallyincorporated herein by reference.
30. ARBITRATION: Any references made to arbitration contained in this Contract, Vendor s bid, or
any American Institute of Architects documents pertaining to this Contract are hereby deleted, void, an
of no effect.
31. MODIFICATIONS: This writing is the parties final expression of intent. Notwithstanding anythin
contained in this Contract to the contrary, no modification of this Contract shall be binding witho
mutual written consent of the Agency, and the Vendor, with approval of the Purchasing Division and th
Attorney General s office (Attorney General approval is as to form only). No Change shall
b
implemented
by the
Vendor
unt l
such time as the Vendor receives an approved written chang
order from the Purchasing Division.
32. WAIVER: The failure of either party to insist upon a strict performance of any of the terms
provision
of
this Contract, or to exercise any option, 1ight, or remedy herein contained, shall not b
construed as a waiver or a relinquishment for the future of such term, provision, option, right, or remed
but the same shall continue in full force and effect. Any waiver must be expressly stated in writing an
signed by the waiving party.
33. SUBSEQUENT FORMS: The terms and conditions contained in this Contract shall supersede any an
all subsequent terms and conditions which may appear on any form documents submitted
by
Vendor
the Agency or Purchasing Division such as price lists, order forms, invoices, sales agreements,
maintenance agreements, and includes internet websites or other electronic documents . Acceptance
use of Vendor s forms does not constitute acceptance of the terms and conditions contained thereon.
34. ASSIGNMENT: Neither this Contract nor any monies due, or to become due hereunder, may b
assigned by the Vendor without the express written consent of the Agency, the Purchasing Division, th
Attorney General s office (as to form only), and any other government agency
or
office that may b
required to approve such assignments. Notwithstanding the foregoing, Purchasing Division approv
may or may not be required on certain agency delegated or exempt purchases.
35. WARRANTY: The Vendor expressly wa1rnnts that the goods and/or services covered
by
this Contra
will : (a) conform to the specifications, drawings, samples, or other description furnished or specified
b
the Agency; (b) be merchantable and fit for the purpose intended; and (c) be free from defect in materi
and workmanship.
36.
ST TE EMPLOYEES
: State employees are not permitted to utilize this Contract for personal use an
the Vendor is prohibited from permitting or facilitating the same.
37. BANKRUPTCY:
n
the event the Vendor files for bankruptcy protection, the State of West Virgin
may deem this Contract null and void, and terminate this Contract without notice.
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38. [RESERVED]
39. CONFIDENTIALITY: The Vendor agrees that it will not disclose
to
anyone, directly or indirectly, an
such personally identifiable information or other confidential information gained from the Agency
unless the individual who is the subject
of
the information consents
to
the disclosure
in
writing or th
disclosure
is
made pursuant
to
the Agency's policies, procedures, and rules. Vendor further agrees t
comply with the Confidentiality Policies and Information Security Accountability Requirements, set
forth in http://www.state.wv.us/admin/purchase/privacy/default.html.
40 DISCLOSURE: Vendor s response to the Solicitation and the resulting Contract are considered publi
documents and will be disclosed to the public in accordance with the laws, rules, and policies governin
the West Virginia Purchasing Division. Those laws include, but are not limited to, the Freedom o
Information Act found
in
West Virginia Code§ 29B-l-l et seq.
f a Vendor considers any part of its bid to be exempt from public disclosure, Vendor must so indicat
by specifically identifying the exempt information, identifying the exemption that applies, providing
detailed justification
for
the exemption, segregating the exempt information from the general bi
information, and submitting the exempt information as part of its bid but in a segregated and clearl
identifiable format. Failure to comply with the foregoing requirements will result in public disclosur
of
the Vendor's bid without further notice. A Vendor s act
of
marking all or nearly all
of
its bid a
exempt is not sufficient to avoid disclosure and WILL NOT BE HONORED. Vendor's act of marking
bid or any part thereof as confidential or proprietary'' is not sufficient to avoid disclosure and WIL
NOT
BE
HONORED. In addition, a legend or other statement indicating that all or substantially all
o
the bid is exempt from
di
sclosure is not sufficient
to
avoid disclosure and WILL NOT BE HONORED
Vendor will be required to defend any claimed exemption for nondisclosure in the event
of
a
administrative or judicial challenge to the State s nondisclosure. Vendor must indemnify the State fo
any costs incurred related to any exemptions claimed
by
Vendor. Any questions regarding th
applicability
of
the various public records laws should
be
addressed to your own legal counsel prior
t
bid submission.
41 LICENSING: In accordance with West Virginia Code of State Rules §148-1-6.1.7, Vendor must b
licensed and in good standing in accordance with any and all state and local laws and requirements b
any state or local agency
of
West Virginia, including, but not limited to, the West Virginia Secretary o
State's Office, the West Virginia Tax Department, West Virginia Insurance Commission, or any othe
state agency or political subdivision. Upon request, the Vendor must provide all necessary releases t
obtain information to enable the Purchasing Division Director or the Agency to verify that the Vendor i
licensed and in good standing with the above entities.
42 ANTITRUST: In submitting a bid to, signing a contract with, or accepting a Purchase Order from an
agency of the State of West Virgini
a
the Vendor agrees to convey, sell, assign, or transfer to the State o
West Virginia all rights, title, and interest in and to all causes of action it may now
or
hereafter acquir
under the antitmst laws of the United States and the State of West Virginia for price fixing and/o
unreasonable restraints of trade relating to the particular commodities or services purchased or acquired
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by
the State of West Virginia. Such assignment shall
be
made and become effective at the time th
purchasing agency tenders the initial payment to Vendor.
43 VENDOR CERTIFICATIONS: By signing its bid
or
ente1ing into this Contract, Vendor certifies (1
that its bid was made without prior understanding, agreement, or connection with any corporation, firm
limited liability company, partnership, person or entity submitting a bid for the same material, supplie
equipment or services; (2) that its bid is in all respects fair and without collusion
or
fraud; (3) that th
Contract is accepted or entered into without any prior understanding, agreement, or connection to an
other entity that could be considered a violation
of
law; and (4) that it has reviewed this RFQ in i
entirety; understands the requirements, terms and conditions, and other information contained herein
Vendor s signature
on
its bid also affinns that neither it nor its representatives have any interest, no
shall acquire any interest, direct
or
indirect, which would compromise the performance of its servic
hereunder. ny such interests shall be promptly presented in detail to the Agency.
The individual signing this bid on behalf
of
Vendor certifies that he
or
she is authorized
by
the Vendo
to execute this bid or any documents related thereto on Vendor s behalf; that he or she is authorized t
bind the Vendor in a contractual relationship; and that, to the best
of
his or her knowledge, the Vendo
has properly registered with any State agency that may require registration.
44 PURCHASING CARD ACCEPTANCE:
The State of West Virginia currently utilizes a Purchasin
Card program, administered under contract
by
a banking institution, to process payment for goods an
services. The Vendor must accept the State
of
West Virginia s Purchasing Card for payment
of
a
orders under this Contract unless the box below is checked.
Vendor is not required to accept the State ofWest Virginia s Purchasing Card as payment for all
goods and services.
45 VENDOR RELATIONSHIP: The relationship
of
the Vendor to the State shall
be
that
of
a
independent contractor and no principal-agent relationship or employer-employee relationship
contemplated or created by this Contract. The Vendor as an independent contractor is solely liable fo
the acts and omissions of its employees and agents. Vendor shall be responsible
fo
r selecting . supervising
and compensating
any
and all individuals employed pursuant to the
te ms
of this Solicitatio
and resulting contract. Neither the Vendor, nor any employees
or
subcontractors of the Vendor, sha
be deemed to be employees of the State for any purpose whatsoever. Vendor shall be exclusivel
responsible for payment of employees and contractors for all wages and salaries, taxes, withholdin
payments, penalties, fees, fringe benefits, professional liability insurance premiums, contributions t
insurance and pension, or other deferred compensation plans, including but not limited to, Worker
Compensation and Social Security obligations, licensing fees,
etc
and the filing
of
all necessar
documents, forms and returns pertinent to all of the foregoing. Vendor shall hold harmless the State, an
shall provide the State and Agency with a defense against any and all claims including, but not limite
to, the foregoing payments, withholdings, contributions, taxes, Social Security taxes, and employe
income tax returns.
46 INDEMNIFICATION:
The Vendor agrees to indemnify, defend, and hold harmless the State and the
Agency, their officers, and employees from and against:
(1)
Any claims or losses for services rendered
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by any subcontractor, person,
or
firm perfo1ming or supplying services, materials,
or
supplies in
connection with the performance of the Contract; (2) Any claims
or
losses resulting to
any
person
or
entity injured or damaged by the Vendor, its officers, employees, or subcontractors by the publication,
translation, reproduction, delivery, performance, use, or disposition of any data used under the
Contract in a manner not authorized by the Contract, or by Federal or State statutes or regulations;
and (3) Any failure
of
the Vendor, its officers, employees,
or
subcontractors to observe State and
Federal laws including, but not limited to, labor and wage and hour laws.
47 PURCHASING AFFIDAVIT:
n accordance with West Virginia ode§ 5A-3-10a, all Vendors
are required to sign, notarize, and submit the Purchasing Affidavit stating that neither the Vendor nor
a related party owe a debt to the State in excess of$1 ,000. The affidavit must
be
submitted prior to
award, but should be submitted with the Vendor' s bid. A copyof the Purchasing Affidavit is
included herewith.
48 ADDITIONAL AGENCY AND LOCAL GOVERNMENT USE: This Contract may be utilized
by and extends to other agencies, spending units, and political subdivisions of the State of West
Virginia; county, municipal, and other local government bodies; and school districts ("Other
Government Entities"). This Contract shall be extended to the aforementioned Other Government
Entities on the same prices, terms, and conditions as those offered and agreed to in this Contract. If
the Vendor does not wish to extend the prices,
te1ms
, and conditions
of
its bid and subsequent contract
to the Other Government Entities, the Vendor must clearly indicate such refusal in its bid. A refusal
to extend this Contract
to
the Other Government Entities shall not impact or influence the award of
this Contract in any manner.
49 CONFLICT OF INTEREST:
Vendor, its officers or members or employees, shall not presently
have or acquire any interest, direct or indirect, which would conflict with or compromise the
performance
of
its obligations hereunder. Vendor shall periodically inquire
of
its officers, members
and employees to ensure that a conflict
of
interest does not arise. Any conflict of interest discovered
shall be promptly presented in detail to the Agency.
50 REPORTS: Vendor shall provide the Agency and/or the Purchasing Division with the
following reports identified by a checked box below:
0 Such reports as the Agency and/or the Purchasing Division may request. Requested reports ma
include, but are not limited to, quantities purchased, agencies utilizing the contract, total contra
expenditures by agency, etc.
Quarterly reports detailing the total quantity
of
purchases in units and dollars, along with a listing
of
purchases by agency. Quruterly reports should be delivered to the Purchasing Division via
email at purchasing.reguisitions@w
v
gov.
51 BACKGROUND CHECK:
n
accordance with W Va. Code § 15-2D-3, the Director of the
Division of Protective Services shall require any service provider whose employees are regular y
employed
on
the grounds
or
in the buildings of the Capitol complex
or
who have access to sensitive or
critical information
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to submit to a fingerprint-based state and federal background inquiry through the state repository.
The service provider is responsible for any costs associated with the fingerprint-based state and federal
background inquiry.
After the contract for such services has been approved, but before any such employees are permitted t
be on the grounds or in the buildings of the Capitol complex or have access to sensitive or critica
information, the service provider shall submit a list of all persons who will be p h ~ i c l l y present an
working at the Capitol complex to the Director of the Division
of
Protective Services for purposes o
verifying compliance with this provision.
The State reserves the right to prohibit a service provider's employees from accessing sensitive
o
critical information or to be present at the Capitol complex based upon results addressed from a crimina
background check.
Service providers should contact the West Virginia Division
of
Protective Services by phone at
(304)558-9911 for more information.
52 PREFERENCE FOR USE OF DOMESTIC STEEL PRODUCTS:
Except when authorized
by
th
Director of the Purchasing Division pursuant to W Va. Code § 5A-3-56, no contractor may use o
supply steel products for a State Contract Project other than those steel products made in the Unite
States. A contractor who uses steel products in violation of this section may be subject to civil penaltie
pursuant to W. Va. ode§ 5A-3-56. As used in this section:
a
State Contract Project means any erection or construction
of
, or any addition to, alteration
o
or other improvement to any building or structure, including, but not limited to, roads
or
i g h w ~
or
the installation
of
any heating
or
cooling or ventilating plants or other equipment,
or
th
supply
of
and materials for such projects, pursuant to a contract with the State
of
Wes
Virginia for which bids were solicited on or after
June
6, 2001 .
b
Steel Products means products rolled, formed, shaped, drawn, extruded, forged, cast, fabricate
or otherwise similarly processed, or processed by a combination of two or more or
such operations, from steel made by the open heath, basic oxygen, electric furnace, Bessemer or
other steel making process.
The Purchasing Division Director may, in writing, authorize the use of foreign steel products if:
a. The cost for each contract item used does not exceed one tenth
of
one percent
.1
%)
of
the total
contract cost or two thousand five hundred dollars ($2,500.00), whichever is greater. For the
purposes
of
this section, the cost is the value
of
the steel product as delivered to the project; or
b The Director of the Purchasing Division determines that specified steel materials are no
produced in the United States in sufficient quantity or otherwise are not reasonably available t
meet contract requirements.
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53. PREFERENCE FOR USE OF DOMESTIC ALUMINUM GLASS AND STEEL:
n
Accordance
with W. Va.
Code§
5-19-1 et seq., and W. Va.
CSR§
148-10-1
et
seq., for every contract or subcontract,
subject to the limitations contained herein, for the construction, reconstruction, alteration, repai
improvement or maintenance of public works or for the purchase of any item of machinery o
equipment to
be
used at sites
of
public works, only domestic aluminum, glass or steel products shall
b
supplied unless the spending officer determines, in writing, after the receipt
of
offers or bids, (1) that th
cost of domestic aluminum, glass or steel products is unreasonable or inconsistent with the publi
interest of the State of West Virginia, (2) that domestic aluminum, glass or steel products are no
produced
in
sufficient quantities to meet the contract requirements, or (3) the available domest
aluminum, glass, or steel do not meet
the
contract specifications. This provision only applies to publ
works contracts awarded in an amount more than fifty thousand dollars ($50,000) or public work
contracts that require more than
ten
thousand pounds
of
steel products.
The cost
of
domestic aluminum, glass,
or
steel products
may
be
unreasonable
if
the cost is more tha
twe
nt
y percent (20%)
of
the bid
or
offered price for foreign made aluminum, glass,
or
steel products.
the domestic aluminum, glass or steel products to be supplied or produced in a substantial labor surplu
area , as defined
by
the United States Department
of
Labor, the cost
of
domestic aluminum, glass,
o
steel products may
be
unreasonable if
the
cost is more than thirty percent (30%) of the bid or offere
price for foreign made aluminum, glass, or steel products.
This
pr
eference shall
be
applied to an item
of
machinery
or
equipment, as indicated above, when th
item is a single
unit of
equipment or machinery manufactured primarily
of
aluminum, glass or steel,
pai1
of
a public works contract and
ha
s the so
l
purpose
or of
being a permanent part
of
a single publi
works project. This provision does not apply to equipment or machinery purchased
by
a spending un
for use by that spending unit and not as part
of
a single public works project.
All bids and offers including domestic aluminum, glass
or
steel products
th
at exceed bid
or
offer price
including foreign aluminum, glass or steel products after application of the
pr
eferences provided in thi
provision may
be
reduced to a price equal to or lower than the lowest bid or offer price for foreig
aluminum, glass or steel products plus
the
applicable preference.
f
the reduced bid or offer prices ar
made
in writing and supersede the prior bid or offer prices, all bids or offers, including the reduced bi
or offer prices, will
be
reevaluated in accordance with this rule.
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REQUEST
FOR PROPOS L
West Virginia State Police DPS1411
SECTION FOUR:
PROJECT
SPECIFICATIONS
1. Location: Agency is located at 725 Jefferson Road South Charleston, WV 25309.
21
2. Background and
Current
Operating Environment The West Virginia State Police - Criminal
Identification Bureau Uniform Crime Reporting UCR) Unit processes and manages in excess
of
lOOK Incident Based Reports IBR) each year. West Virginia UCR program is the sole mechanism
for the collection and research
of
all criminal activity within the state. The information gathered
within the UCR systems is the basis for administrative and governmental decision including: the
determination
of
grant funding for the entire state, manpower and infrastructure development
within the state and local courts, criminal justice and correctional areas of government. Negligence
in reporting or the under reporting by an agency will, and has, negatively affected all law
enforcement within the state.
All law enforcement agencies shall submit UCR and IBR pursuant to WV code 15-2-24 i). Due to
insufficient funding, many agencies are unable to purchase and implement UCR IBR reporting
systems. The WVSP is obligated to stay compliant with the Federal Bureau oflnvestigations FBI)
requirements and meets state requirements for crime reporting. The WVSP also reports statistical
data to the state Criminal Justice Statistical Analysis Center.
3 Qualifications and Experience: Vendors will provide in Attachment A: Vendor Response
Sheet
information regarding their firm, such as
staff
qualifications and experience in completing
similar projects; references; copies
of
any staffcertifications or degrees applicable to this project;
proposed staffing plan; descriptions of past projects completed entailing the location of the
project, project manager name and contact information, type
of
project, and what the project goals
and objectives where and how they were met.
4.
Project
and
Goals: The project goals and objectives are:
4 1 Procure and implement
of
software for the UCRR system into the UCR-IBR central
repository.
4.2 Acquire and make operational the replacement UCRR system that is compliant with and
meets the FBI NIBRS) requirements
as
well as WV IBR requirements.
4.3 The replacement system must improve upon the current error checking for standard IBR
submission from the various criminal justice agencies within West Virginia.
4.4 The replacement system must improve upon the current WV IBR s
taff
interface for daily
administration and usage .
4.5 Provide Maintenance and Support.
4.6 Provide Project Management.
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REQUEST
FOR
PROPOS L
West Virginia State Police DPS 1411
000022
5.
Mandatory
Requirements
The following mandatory requirements must be met by the Vendor as a part
of
the submitted
proposal. Failure on the part of the Vendor to meet any of the mandatory specifications shall result
in the disqualification
of
the proposal. The terms must ,
w
ill , shall , minimum ,
maximum , or is/are required identify a mandatory item or factor. Decisions regarding
compliance with any mandatory requirements shall be at the sole discretion
of
the Purchasing
Division.
4.5.1 Creation of an updated work plan with specific dates, to be submitted to WVSP no later
than 30 days after the contract is fully executed.
4.5.2 Installation of the production and applications and databases in South Charleston, West
Virginia, on a state-owned server
or
servers. This application will
be
installed on a VM
WARE server.
4.5.3
Conversion
of
the legacy data to the new database schema. This includes all incidents and
incident-related information in the existing Microsoft SQL Server 2005 database. There
are approximately 1,904, 107 incidents in the system.
4.5.4 The successful vendor will modify the application to accommodate the submittal
of
West
Virginia-specific IBR offense codes by the agencies. The West Virginia Standards
handbook includes an appendix that shows the relationships between West Virginia IBR
codes and FBI NIBRS codes:
4.5 5 The successful vendor will modify the application to accommodate the import
of
full incident
information for Group B incidents (with arrests) including all segments. (Most states and
the FBI only require arrest information for Group B incidents.) ·
4.5.6 The successful vendor will modify the application to accommodate the unique fields that is
collected
by
West Virginia, as outlined in the WVSP Standards handbook.
4.5.7 West Virginia treats Group B incidents in the same manner as Group A incidents in the
repository. The FBI export routines must be able to convert Group B full incident
infonnation to
just
a Segment 7 arrest record for the FBI export where there is a Group B
arrest.
Revised 6/8/2012
Vendors
are expected to
be familiar with
current versions
of
the
FBI
NIBRS
submission
requirements.
Any
proposed
system is
required
to
be compliant with
these
requirements.
The requirements are identified in the following FBI Manuals.
They are available at the following FBI website: http://www.fbi.gov/ucr/ucr.htm.
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REQUEST OR PROPOSAL
West
Virginia
State
Police
DPS
4
• Uniform Crime Reporting Handbook NIBRS Edition
• National Incident-Based Reporting System Volume 1 Data Collection
Guidelines
2
• National Incident-Based Reporting System Volume
2
Data Submission
Specifications
• National Incident-Based Reporting System Volume
4
Error Message Manual
• NIBRS Addendum for Submitting Additional Location nd Property Data
Values
•
NIBRS Addendum
for
Submitting Cargo Theft Data
4.
5 8
Requirements for
WV
IBR data submissions are included in this RFP
The new Repository must collect the additional required
WV
IBR data with options to add
or modify fields over time. A list of all West Virginia specific data collected for West
Virginia is attached: see Appendix
D )
4.5.9
Repository System Requirements
4.5.9.l
4.5.9.2
4 5
.9 3
4.5.9.4
4.5 9 .5
4.5.
9 6
4.5.9.7
4.
5 9 8
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201
2
A complete
WV
IBR application/database repository is required.
Preference will be given to offeror proposals utilizing a Microsoft
SQL
Server database as this is the current database technology in place at WVSP.
The repository will be managed locally by WVSP U
CRR
staff.
The repository application can
be of
client/server
or
web design.
The proposed system must use standard programming languages and a
standard database.
UCR must
be
able to run queries and create custom reports on the database
directly without going through the application.
UCR
will purchase the
necessary tools such as Crystal Reports or SQL Server Enterprise Manager.
The
required tools must be described
in
the proposal.
Legacy data in the current WV IBR repository approximately 1.8 million
incidents) must
be
converted to the new database system so that reports can
be
run across multiple years. The vendor must include the cost
of
converting legacy data from the old database system to the new one .
The vendor must ensure the application accommodates the submissions of
West Virginia-specific IBR offense codes by contributing agencies. FBI
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4.5.9.9
4.5.9.10
4.5 .9.11
4.5.9.12
4.5.9.13
4.5.9.14
REQUEST FOR PROPOSAL
West Virginia State Police DPS1411
24
exports will use FBI NIBRS (UCR) codes as West Virginia is a NIBRS-
compliant state.
WVSP must
be
provided the ability to manage the ORI table for all
submitting agencies. This table must include agency' s name, primary
contact's name, mailing address, telephone, fax and email address.
The domestic violence flag must
be
stored
on
the offense table, as the
WV
IBR submission format includes the flag for domestic violence on the
offense segment.
The proposed system must display WV IBR codes on the
Offender/Arrestee, Offense, and Victim screens.
The vendor's system must be able to consistently maintain an FBI import
error rate below 4%.
The proposal must contain a complete list
of
all software licenses that need
to
be
purchased
by
the State, for example, database licenses, software
libraries, software tools, etc.
Remote access to systems will be provided as necessary to help reduce
travel costs.
4 .5.10
Input from Agencies
Revised 6
8
2
2
4.5.10.1
Data Segment
4.5.10.1.1 Input Format The proposed system must implement the
WV
IBR
specifications currently utilized by agencies ' in their existing format. The
specification requirements can be found in Appendix
D .
4.5 .10.1.2
Data Input Error Checking
The system must check for all errors
that would cause the FBI export to fail, and create a log
of
these files for
review.
4.5.10.1.3
Non FBI Required Input
The system must correctly handle the
additional offense codes and incidents that West Virginia collects that are
not in the FBI NIBRS standard.
4.5.10.1.4
Other Errors
The system must check for errors that would create
inconsistent data for WVSP crime data reporting.
4.5.10.1 .5
Updated Incidents
Incidents that are previously submitted to the
FBI and then updated
by
agency input must
be
placed in the next monthly
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REQUEST FOR PROPOS L
West Virginia State Police DPS 1411
25
FBI export file utilizing the FBI rules. These
may
be sent as supplemental
report. The proposed system must
be
able to correctly handle the updating
of
existing incidents as a supplemental incident.
4.5.10.1.6 Multiple Monthly Submissions. The system must have the ability
for agencies to submit data more than once per month without causing data
integrity problems or FBI reporting problems, e.g., for cases where errors
are discovered in the initial submission and subsequently corrected.
4.5.10.1.7 Automatic Importing.
In addition to manual one-at-a-time file
import
by
WVSP staff, the system must have the ability to import emailed
submission files automatically
or
provide a web-based secure upload
facility that submitting agencies can
use
without WVSP assistance.
4.5.10.1 .8
Import Error
Management. The system must have the ability to
easily manage errors on the import files. This must include overall error
reports plus the ability to
automate
email error reports to each agency for
each file they submit
by
email. The FBI error number from the National
Incident-Based Reporting System, FBI NIBRS Volume 4,
rror Message
Manual
must
be
included in the error reports if the error is FBI-related.
WVSP must be included in any emails to agencies.
4.5.
10
.
1 9 LEOKA
Checking. The system must have continuity and error
checks to ensure that LEOKA records, the Incident Type, Activity Type,
and Assignment Type are included.
4.5.10.1.10 Group B Handling. The system must accept and store
Group B incidents with arrest segments in the Group A format, and
send to the FBI as NIBRS-compatible Group
B
incidents (e.g., arrest
Segment 7 only). Group B incidents will be represented by the same
segments as Group A incidents.
4.5.10.1.11
Group
B Checking. The system must add appropriate
error checks for each Group B incident
as
per WV IBR standards. The
system must have a continuity check at input to make sure that all arrest
numbers in the arrest Segment 6 are unique for that ORI. This is true for
Group
A
and Group B incidents.
4.5.10.1.12
Multi
User.
Multiple staffmust
be
able to import
simultaneously.
4.5.
l
0.1.13Individual Segment Differences.
The
differences between the FBI
submission requirements and the West Virginia submission requirements
are listed below. The WVSP follows the
WV
IBR Standards Handbook.
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REQUEST OR PROPOS L
est
Virginia State Police DPS 1411
4.5.10.2 Offense Segment
26
4.5.10 2
1
Data Element 6 WV
IBR
Code: The proposed system must accept
WV IBR offense codes and cross reference with FBI codes. West Virginia
does not follow the mutually exclusive rule (see
FBI
NIBRS Volume 4,
Error Message Manual
page 118), but the mutually exclusive rule will
have to be followed for the FBI export. Example: West Virginia will allow
an IBR offense code for aggravated assault: (UCR 13A) and a simple
Assault: (UCR 13B)
in
the same incident. The system will have to drop the
least serious offense during FBI export. According to mutually exclusive
rule.
4.5.10.2.2
Group B Offenses in an Incident with Group A Offenses:
The proposed system must accept both Group A and Group B offenses
in the same incident, but send only the Group A offense to the FBI.
4.5.10.3
Property
Segment
4.5.10.3.1 Issuing
Bad
Checks
(UCR
90A): Issuing Bad Checks is a Group
B offense that requires a property segment in West Virginia. The FBI
does not require a property segment for Issuing Bad Check offenses. The
Type ofProperty Loss valid codes are 1 - none, 7 - stolen/etc., or 8 -
unknown.
4.5.10.3.2
Data
Element 16 Value of Property Loss: NIBRS application
must have a warning prompted during the import and in the Web Data Entry
Application when property value is $250,000 or more.
4.5.10.4 Victim Segment
4.5.10.4.1
Data
Element 24 Offense Codes: The proposed system must allow
for WV IBR offense codes to be entered and imported and cross-referenced
to FBI NIBRS UCR codes for the export to the FBI.
4.5.10.5 Arrestee Segment
4.5.10.5.1
Data
Element 45 IBR
Arrest
Code: Allow up to 10 WV IBR
arrest offense codes. The most serious offense must be sent
to
the FBI on
export.
4.5.10.5.2 Segment 7 Group B
Arrest:
Segment 7, Group
B
arrest, is
used for the FBI export, and all Group B arrests are sent to the repository
like a Group
A
offense utilizing Segments 1 through
6
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REQUEST FOR PROPOS L
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4.5.10.5.3 Segment Action Types of W :
The proposed system must send a
Segment Action Type
of
W according to FBI specifications and must
be
able to manage the Window submissions to the FBI according to FBI rules.
4.5.
11
Output
to the FBI
4.5.11.1. Monthly Export File.
Ability to create a NIBRS-compliant monthly
export file for the FBI.
4.5.11.2. FBI Offense Codes. FBI exports will use FBI NIBRS
UCR
offense codes,
as West Virginia is a NIBRS-compliant state.
4.5.
11
.3. FBI
Error
Report Handling. Ability to import FBI EDS reports. These
are error reports returned
by
the FBI. The system must
be
able to import them into
a table, so that they can
be
analyzed
by
WVSP staff.
4.5 .11.4. Zero
Report
Forwarding. Ability to store Zero reports received from
agencies and include them in the FBI export.
4.5.
11
5 Updated Incidents. Updated incidents from agencies must
be
sent to the
FBI according to FBI specifications and sent as an updated Supplemental Incident
to the WVSP.
4.5.11.6. Allow Multiple Offense Codes in
the
Repository. Allow multiple FBI
offense codes in the same incident on import, but only submit valid codes to the
FBI. (See page
118 of
the FBI NIBRS Volume
4, Error Message Manual.
This is
a chart
of
all incompatible offense codes for a single victim.)
4.5.11.7. Group A Group B Combinations.
When an incident has a Group
A offense, the system must not submit any Group B offense segments for that
same incident to the FBI. Group
A
offense(s) with a Group
B
arrest segment is
an allowable combination. (See Uniform Crime Reporting Handbook NIBRS
Edition, page
57.)
4.5.11.8. Duplicate Offense Codes. When an incident has two
or
more offense
segments with the same FBI NIBRS code, the system must send only one
of
the
offense segments.
4.5.12 Reports and Viewing
Revised 6/8/20 12
4.5.12 .1 Ability to bring up a single incident
by
ORI and Incident Number and easily
view all segments
of
that incident. This view must display the
WV
IBR
codes and must be printable.
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REQUEST
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4.5.12.2 Ability to view and print a table
of
total Group
A
and Group "B"
incidents imported for each agency for each month in a selected year.
4.5.12.3 Utility and Management Reports
At
a minimum, the following utility
and management reports must be included: A report showing a count
of
Group "
A
and Group
B
" incidents imported and entered through a WV
IBR entry portal application vs. FBI exports for each agency by month.
4.5.13 Security Requirements
The system must incorporate role-based security to provide at least entry, read
only, and administrative levels for each table.
4.5 .13.l
4.5.13.2
4.5.13.3
The system must enforce strict password requirements. Minimum
password requirements are:
• The password does not contain the account name of the user.
• The password is at least eight characters long.
• The password contains characters from three of the following four
categories:
Latin uppercase letters (A through Z)
Latin lowercase letters (a through z)
Base 10 digits (0 through 9)
Non-alphanumeric characters such as: exclamation point( ),
dollar
sign($)
, number sign(#),
or
percent(%).
WVSP administrators must
be
able to add and remove users and control
their access levels.
The proposal must include a description
of
system security features to
protect the data. Some specific areas
of
concern are:
• SQL injection attacks
• Secure logon
• Separate authority levels for different user groups
• Read-only access for report users
4.5.14
New FBI Codes
4.5.14.1
4.5.14.2
Revised 6/8/
2
I2
The FBI has recently added several new property and location codes . As
part
of
the data conversion of the legacy data, the vendor must convert
existing fields so that the data will be stored utilizing the new FBI codes.
The FBI has recently released a Cargo Theft Addendum. The new system
must accommodate these cargo theft changes.
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4.5.14.3
REQUEST FOR
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West
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4
29
The vendor must provide a complete description
of
any special
requirements for backup and recovery of their proposed software. The
successful vendor will
be
expected to provide a step-by-step guide to
recovery of their installed software explaining how to handle a total system
failure.
6 Oral Presentations Agency Option): The
Agency has the option
of
requiring oral presentations
of all Vendors participating in the RFP process.
f
his option is exercised, it would be listed in the
Schedule
of
Events Section 1.3)
of
this RFP. During oral presentations, Vendors may not alter or
add to their submitted proposal, but only clarify information. A description
of
the materials and
information to be presented is provided below:
6.1. Materials and Information Required at Oral Presentation:
Revised 6/8/20 12
6
1 1
Vendors will be asked to give an oral presentation of its response to the committee
to allow a better understanding
of
the Vendor
s
knowledge
of
the
bu
siness and
solution being proposed.
6
1.2 The interview time shall
be
limited to Forty-Five 45) minutes with a question and
answer session afterwards.
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REQUEST FOR PROPOS L
West Virginia State Police DPS 4
: 0
SECTION FIVE: VENDOR PROPOSAL
Economy of
Preparation Proposals should be prepared simply and economically providing a
straightforward, concise description
of
the Vendor s abilities to satisfy the requirements
of
the
RFP. Emphasis should be placed on completeness and clarity of the content.
2 Incurring Cost: Neither the State nor any of its employees
or
officers shall
be
held liable for any
expenses incurred
by
any Vendor responding to this RFP, including but not limited to preparation,
delivery,
or
travel.
3 Proposal
Format Vendors should provide responses in the format listed below:
Title Page: State the RFP subject, number, Vendor s name, business address,
telephone number, fax number, name of contact person, e-mail address, and
Vendor signature and date.
Table
of
Contents:
Clearly identify the material
by
section and page number.
Attachment A: Within the attached response sheet (Attachment A: Vendor Response
Sheet), provide the following: firm and staffqualifications and experience
in
completing similar projects; references; copies
of
any staff certifications
or
degrees applicable to this project; proposed staffing plan; descriptions
of
past projects completed entailing the location of the project, project
manager name and contact information, type of project, and what the
project goals and objectives were and how they were met.
Also, describe the approach and methodology proposed for this project.
This should include how each
of
the goals and objectives listed is to
be
met.
Attachment
B:
Complete Attachment
B: Mandatory Specification Checklist.
By signing
and dating this attachment, the Vendor acknowledges that they meet
or
exceed each
of
these specifications as outlined in 4.5
of
Section Four:
Project Specifications. The State reserves the right to require documentation
detailing how each is met at its discretion.
Attachment C Complete Attachment
C: Cost Sheet
included
in
this RFP and submit in a
separate sealed envelope. Cost should be clearly marked.
Oral
Presentations:
f
established
by
the Agency in the Schedule
of
Events (Section
1.3),
all
Vendors participating in this RFP will
be
required to provide an oral
presentation, based on the criteria set in Section 4.6. During oral
presentations, Vendors
may
not alter
or
add to their submitted proposal,
but
only to clarify information.
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REQUEST FOR PROPOS L
West Virginia State Police DPS 1411
31
4
Proposal
Submission: Proposals must be received in two distinct
parts
technical and cost.
• Technical proposals must not contain any cost information relating to the project.
•
Cost
proposal
shall
be
sealed in a separate envelope and will not
be
opened initially.
All proposals must be submitted to the Purchasing Division
prior
to the date and time stipulated
in the RFP as the opening date. All bids will
be
dated and time stamped to verify official time and
date
of
receipt. All submissions must
be
in accordance with the provisions listed below and in
Section Two: Instructions to Bidders Submitting Bids above.
5 Technical
Bid
Opening: The Purchasing Division will open and announce only the technical
proposals received prior to the date and time specified
in
the Request for Proposal. The technical
proposals shall then
be
provided to the Agency evaluation committee.
6
Cost Bid
Opening: The Purchasing Division shall schedule a date and time to publicly open and
announce cost proposals when the Purchasing Division has approved the technical
recommendation
of
the evaluation committee. All cost bids for qualifying proposals will be
opened. Cost bids for non-qualifying proposals will also
be
opened but shall not be considered. A
proposal may
be
deemed non-qualifying for a number of reasons including, but not limited to, the
bidder s technical proposal failing to meet the minimum acceptable score and the bidder s
technical proposal failing to meet a mandatory requirement of the contract. Certain information,
such as technical scores and reasons for disqualification, will not be available until after the
contract award, pursuant to
West Virginia ode
§SA-3-1 (h) and
West Virginia ode
of
State
ules §
148-1-6.2.5
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REQUEST FOR PROPOS L
West Virginia State Police DPS 4
SECTION SIX: EVALUATION AND AWARD
32
Evaluation Process: Proposals will be evaluated by a committee of three (3) or more individuals
against the established criteria with points deducted for deficiencies. The Vendor who demonstrates
that they meet all
of
he mandatory specifications required; and has appropriately presented within
their written response and/or during the oral demonstration
(if
applicable) their understanding in
meeting the goals and objectives of the project; and attains the highest overall point score ofall
Vendors shall be awarded the contract. The selection of
the successful Vendor will be made by a
consensus of the evaluation committee.
2 Evaluation Criteria: All evaluation criteria is defined in the specifications section and based on a 100
point total score Cost shall represent a minimum
of
30
of
the 100 total points.
The following are the evaluation factors and maximum points possible for technical point scores:
• Qualifications and experience 20 Points Possible
A) Quality
of
information included in the proposal
B) Qualifications of the Primary proposer
C) Demonstrated success
in
similar systems; including
The ability to plan, meet timelines and to complete
the design, development, implementation and
deployment ofproject.
• Approach and methodology 30 Points Possible
A) Vendor
s
understanding
of
the State s requirements as
expressed
in
the RFP response.
B) Comprehensive coverage of the goals, sco
pe
and
requirements of the project.
C) Project management strategy.
D) Flexibility and expandability
of
the proposed solution
• Oral interview, if applicable 20 Points Possible
A) Experience
B) Overall plan for implementation
C) Knowledge ofmaterial and overall presentation
• Cost 30 Points Possible
Total 100 Points Possible
Each cost proposal cost will
be
scored by use of the following formula for all Vendors who attained
the minimum acceptable score:
Lowest price of all proposal
Price
of
Proposal being evaluated
2.1 Technical Evaluation:
The
Agency evaluation committee will review the technical proposals,
deduct points where appropriate, and make a final written recommendation to the Purchasing
Division.
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REQUEST FOR PROPOS L
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2.2 Minimum Acceptable Score: Vendors must score a minimum
of
70 (49 points)
of
the total
technical points possible. All Vendors not attaining the minimum acceptable score (MAS) shall
be considered as non-qualifying. A proposal
m y
be deemed non-qualifying for a number
of
reasons including, but not limited to, the bidder 's technical proposal failing to meet the
minimum acceptable score and the bidder' s technical proposal failing to meet a mandatory
requirement
of
the contract. Cost bids for non-qualifying proposals will also be opened but
shall not be considered. Certain information, such as technical scores and reasons for
disqualification, will not be available until after the contract award, pursuant to West Virginia
ode
§SA-3-11 (h) and
West Virginia ode ofState ules§
148-1-6.2.5.
2.3 Cost Evaluation: The Agency evaluation committee will review the cost proposals, assign
appropriate points, and make a final recommendation to the Purchasing Division.
Revised 6/8/
2
2
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REQUEST FOR PROPOS L
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Attachment A Vendor Response Sheet
Provide a response regarding thefollowing:
firm
and st
ff
qualifications and experience in completing similar
projects; references; co
pies
o any st ffcertifications or degrees applicable to this project; proposed staffingplan;
d
esc
riptions
ofp
st projects completed entailing the location
of
he project project manager name and contact
information type
of
project
nd
what the project goals
nd
objectives where and how they were met.
List project goals and objectives contained in Section
4
Subsection 4:
Section 4, Subsection 4.1:
Vendor Response
Section 4, Subsection 4.2:
Vendor Response
Section 4, Subsection 4.3:
Vendor Response
Section 4, Subsection 4.4:
Vendor Response
Revised 6/8/2012
Procure and implement of software for the UCRR system into the
UCR-IBR central repository.
Acquire and make operational the replacement UCRR system that is
compliant with and meets the FBI NIBRS) requirements as well as
WV IBR requirements.
The replacement system must improve upon the current error
checking for standard IBR submission from the various criminal
justice agencies within West Virginia.
The replacement system must improve upon the current W IBR
s
taff
interface for daily administration and usage
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Section 4 Subsection 4.5: Provide Maintenance and Support.
endor Response:
Section 4 Subsection 4.6: Provide Project Management
endor
Response:
Revised 6/8/20 12
35
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ttachment
B
Mandatory Specification Checklist
List mandato
ry
specifications contained in Section 4 Subse tion .5:
36
4.5.1 Creation of an updated work plan with specific dates to be submitted to WVSP no later
than 30 days after the contract is fully executed.
endor
Response:
4.5.2 Installation
of
the production and applications and databases in South Charleston West
Virginia on a state-owned server
or
servers. This application will
be
installed on a VM
WARE server.
Vendor Response:
4 5
.3 Conversion
of
the legacy data to the new database schema. This includes all incidents and
incident-related information in the existing Microsoft SQL Server 2005 database. There
are approximately 1 904 107 incidents in the system.
endor Response:
4.5.4 The successful vendor will modify the application to accommodate the submittal
of
West
Virginia-specific IBR offense codes by the agencies. The West Virginia Standards
handbook includes
an
appendix that shows the relationships between West Virginia IBR
codes and FBI NIBRS codes:
Vendor Response:
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REQUEST FOR
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West Virginia State Police
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4 5
.5 The successful vendor
will
modify the application to accommodate the import of full incident
information for Group B incidents with arrests) including all segments. Most states and
the FBI only require arrest information for Group B incidents.)
Vendor Response:
4.5.6 T
he
su
ccess
ful vendor
will
modify the application to accommodate the unique fields that is
collected
by
West Virginia, as outlined in the WVSP Standards handbook.
Vendor Response:
4.5.7 West Virginia treats Group B incidents in the same manner as Group A incidents in the
repository. The FBI export routines must be able to convert Group B full incident
information to
just
a Segment 7 arrest record for the FBI export where there is a Group B
arrest.
Vendors are expected to be familiar with current versions of the FBI NIBRS
submission requirements Any proposed system
s
required to be compliant with
these requirements The requirements are identified in the following FBI Manuals
They are available at the following FBI website: http: www.fbi.gov/ucr/ucr.htm.
• Uniform Crime Reporting Handbook NIBRS Edition.
• National Incident-Based Reporting System Volume 1 Data
Co
llection
Guidelines
•
National Incident-Based Reporting System Volume 2 Data Submission
Specifications
• National
incid
e
nt
-Based Reporting Syste
m
Volume
4
Error Message Manual
•
NIBRS ddendum for Submitting Additional Location andProperty Data
Values
•
NI
BRS
Addendum
for
Submitting Cargo
Th
eft Data
Vendor Response:
Revi
se
d 6/8/2
01
2
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REQUEST
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4.5.8 Requirements for
WV IBR data
submissions are included
in
this RFP.
The new Repository must collect the additional required WV IBR data with options to add
or
modify fields over time. A list
of
all West Virginia specific data collected for West
Virginia is attached: (see Appendix D )
Vendor Response:
4.5.9 Repository System Requirements
Revised 6/8/20 12
4.5.9.1 A complete WV IBR application/database repository is required.
Vendor
Response:
4.5.9.2
Preference will
be
given to offeror proposals utilizing a Microsoft SQL
Server database as this is the current database technology
n
place at WVSP.
Vendor Response:
4.5.9.3 The repository will be managed locally by WVSP UCRR staff.
Vendor Response:
4.5.9.4 The repository application can be of client/server
or
web design.
Vendor Response:
4.5.9.5
The proposed system must use standard programming languages and a
standard database.
Vendor
Response:
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Revised 6 8 2012
4.5.9.6
REQUEST
FOR
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West Virginia State Police DPS 1411
39
UCR
must
be
able to run queries and create custom reports on the database
directly without going through the application. UCR will purchase the
necessary tools such as Crystal Reports
or
SQL Server Enterprise Manager.
The required tools must
be
described in the proposal.
Vendor
Response:
4 5
.
9 7
Legacy data in the current WV IBR repository (approximately 1.8 million
incidents) must
be
converted to the new database system so that reports can
be
run across multiple years. The vendor must include the cost of
converting legacy data from the old database system to the new one.
Vendor
Response:
4.5.9.8 The vendor must ensure the application accommodates the submissions
of
West Virginia-specific IBR offense codes
by
contributing agencies. FBI
exports will use FBI NIBRS (UCR) codes as West Virginia is a NIBRS
compliant state.
Vendor Response:
4.
5 9
.9 WVSP must
be
provided the ability to manage the ORI table for all
submitting agencies. This table must include agency' s name, primary
contact's name, mailing address, telephone, fax and email address.
Vendor
Response:
4 5 .9.10
The domestic violence flag must
be
stored
on
the offense table, as the WV
IBR submission format includes the flag for domestic violence on the
offense segment.
Vendor Response:
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4.5.9.11
REQUEST FOR PROPOS L
West Virginia State Police DPS 4
he
proposed system must display
WV
IBR codes on the
Offender/Arrestee, Offense, and Victim screens.
4
Vendor Response:
4.5.9.12 The vendor's system must be able to consistently maintain an FBI import
error rate below 4%.
Vendor Response:
4.5.9.13 The proposal must contain a complete list
of
all software licenses that need
to
be
purchased
by
the State, for example, database licenses, software
libraries, software tools, etc.
Vendor Response:
4.5.9.14 Remote access to systems will be provided as necessary to help reduce
travel costs.
Vendor Response:
4.5.10 Input from Agencies
Revised 6/8/2012
4.5.10.1 Data Segment
4.5.10.1.14 Input Format The proposed system must implement the
WV IBR specifications currently utilized by agencies' in
their existing
format. The specification requirements can be found in Appendix D .
Vendor Response:
4.5.10.1.15 Data Input Error Checking The system must check for all
errors that would cause the FBI export to fail, and create a log
of
these files
for review.
Vendor Response:
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Revised 6/8/2
2
REQUEST FOR PROPOS L
West Virginia State Police DPS 1411
000041
4.5.10.1.16 Non
FBI
Required Input The system must correctly
handle the additional offense codes and incidents that West Virginia
collects that are not in the FBI NIBRS standard.
Vendor Response:
4.5.10.1.17 Other Errors
The
system must check for errors that would
create inconsistent data for WVSP crime data reporting.
Vendor Response:
4.5.10.1.18
Updated
Incidents.
Incidents that are previously submitted
to the FBI and then updated by agency input must be placed in the next
monthly FBI export file utilizing the FBI rules. These may
be
sent as
supplemental report. The proposed system must be able to correctly handle
the updating of existing incidents as a supplemental incident.
Vendor Response:
4.5.10.1.19 Multiple Monthly Submissions. The system must have the
ability for agencies to submit data more than once per month without
causing data integrity problems
or
FBI reporting problems e.g. for cases
where errors are discovered in the initial submission and subsequently
corrected.
Vendor Response:
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Revised 6/8/2012
REQUEST FOR PROPOS L
West Virginia State Police DPS1411
42
4.5. l 0.1.20
Automatic Importing.
In addition to manual one-at-a-time
file import
by
WVSP staff, the system must have the ability to import
emailed submission files automatically
or
provide a web-based secure
upload facility that submitting agencies can use without WVSP assistance.
Vendor Response:
4.5. l 0.1.21
Import Error Management.
The system must have the
ability to easily manage errors on the import files. This must include
overall error reports plus the ability to
automate
email error reports to each
agency for each file they submit by email. The FBI error number from the
National Incident-Based Reporting System, FBI NIBRS Volume 4,
rror
Me
ss
e Manual
must
be
included in the error reports
if
the error is FBI
related.
WVSP must
be
included in any emails to agencies.
Vendor Response:
4.5.
1 1
.22
LEOKA Checking.
The system must have continuity and
error checks to ensure that LEOKA records, the Incident Type, Activity
Type, and Assignment Type are included.
Vendor Response:
4.5.10.1.23
Group B Handling.
The system must accept and store
Group
B
incidents with arrest segments in the Group
A
format, and
send to the FBI as NIBRS-compatible Group B incidents (e.g., arrest
Segment 7 only). Group B incidents will be represented by the same
segments as Group A incidents.
Vendor Response:
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Revised 6/8/2012
REQUEST
FOR
PROPOS L
West Virginia State Police DPS 1411
43
4.5.10.1.24 Group B Checking. The system must add appropriate
error checks for each Group B incident as per WV IBR standards. The
system must have a continuity check at input to make sure that all arrest
numbers in the arrest Segment 6 are unique for that ORI. This is true for
Group A and Group
B
incidents.
Vendor
Response:
4.5.10.1.25
Multi
User. Multiple staff must be able to import
simultaneously.
Vendor Response:
4.5.10.1.26 Individual Segment Differences. The differences between the
FBI submission requirements and the West Virginia submission
requirements are listed below. The WVSP follows the WV IBR Standards
Handbook.
Vendor Response :
4.5. l 0.2 Offense Segment
4.5.l 0.2.3
Data
Element 6 WV
IBR
Code: The proposed system must accept
WV IBR offense codes and cross reference with FBI codes. West Virginia
does not follow the mutually exclusive rule (see FBI NIBRS Volume 4
Error Message Manual
page 118), but the mutually exclusive rule will
have to be followed for the FBI export. Example: West Virginia will allow
an IBR offense code for aggravated assault: (UCR 13A) and a simple
Assault: (UCR 13B) in the same incident. The system will have to drop the
least serious offense during FBI export. According to mutually exclusive
rule.
Vendor Response:
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Re
vi
sed 61812012
REQUEST FOR PROPOS L
West Virginia State Police DPS 1411
44
4.5.10.2.4 Group B Offenses in an Incident with Group A Offenses:
The proposed system must accept both Group A and Group B offenses
in the same incident, but send only the Group A offense to the FBI.
Vendor Response:
4.5. l 0.3
Property
Segment
4.5.10.3.3 Issuing Bad Checks
(UCR
90A):
Issuing Bad Checks is a Group
B offense that requires a property segment in West Virginia. The FBI
does not require a property segment for Issuing Bad Check offenses. The
Type of Property Loss valid codes are 1 - none, 7 - stolen/etc. ,
or
8 -
unknown.
Vendor
Re
sponse:
4.5.10.3.4
Data Element
16 Value of
Prope
rty Loss: NIBRS application
must have a warning prompted during the import and in the Web Data Entry
Application when property value is
$250,000
or more.
Vendor
Response:
4.5.10.4 Victim Segment
4.5. l 0.4.2 Data Element
4
Offense Codes:
The proposed system must allow
for WV IBR offense codes to be entered and imported and cross-referenced
to FBI NIBRS UCR codes for the export to the FBI.
Ve
ndo
r Response:
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REQUEST FOR PROPOS L
West Virginia State Police DPS 1411
4.5.10.5
Arrestee Segment
45
4.5.10.5.4 Data Element 45 IBR Arrest Code: Allow up to 10 WV IBR
arrest offense codes. The most serious offense must be sent to the FBI on
export.
Vendor
Response:
4.5.10.5.5 Segment 7
Group B Arrest:
Segment 7, Group B arrest, is
used for the FBI export, and all Group B arrests are sent to the repository
like a Group A offense utilizing Segments 1 through 6.
Vendor Response:
4.5.10.5.6
Segment Action Types of W :
The proposed system must send a
Segment Action Type
of
W according to FBI specifications and must
be
able to manage the Window submissions to the FBI according to FBI rules.
Vendor
Response:
4.5.
Output to the
FBI
Revised 6/8/2012
4.5.11.9.
Monthly Export File.
Ability to create a NIBRS-compliant monthly
export file for the FBI.
Vendor Response:
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Revised 6/8/2012
REQUEST FOR PROPOS L
West Virginia State Police DPS 1411
46
4.5.11.10. FBI Offense Codes. FBI exports will use FBI NIBRS UCR offense codes,
as West Virginia is a NIBRS-compliant state.
Vendor
Response:
4.5.11.11. FBI
Error Report
Handling. Ability to import FBI EDS reports. These
are error reports returned
by
the FBI. The system must be able to import them into
a table, so that they can
be
analyzed
by
WVSP staff.
Vendor Response:
4.5.11.12. Zero Report Forwarding Ability
to
store Zero reports received from
agencies and include them in the FBI export.
Vendor Response:
4.5.11 .
13
.
Updated
In
cidents.
Updated incidents from agencies must
be
sent to the
FBI according to FBI specifications and sent as an updated Supplemental Incident
to the WVSP.
Vendor
Response:
4.5 11 .14 Allow
Mult
iple Offense Codes
n
the Repository.
Allow multiple FBI
offense codes in the same incident on import, but only submit valid codes to the
FBI. See page
11
8 of the FBI NIBRS Volume 4, Error Message Manual This is
a chart of
all incompatible offense codes for a single victim.)
Vendor
Response:
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REQUEST FOR
PROPOS L
West Virginia State Police DPS1411
47
4.5.11.15. Group A Group
B
Combinations When an incident has a Group
A offense, the system must not submit any Group
B
offense segments for that
same incident to the FBI. Group
A
offense(s) with a Group B arrest segment is
an allowable combination. (See Uniform Crime Reporting Handbook NIBRS
Edition, page 57.)
Vendor Response:
4.5 .11.16.
Duplicate Offense Codes
When an incident has two or more offense
segments with the same FBI NIBRS code, the system must send only one of the
offense segments.
Vendor Response:
4.5.12 Reports and Viewing
Revised 6/8/2012
4.5.12.4 Ability to bring up a single incident by ORI and Incident Number and easily
view all segments of that incident. This view must display the WV IBR
codes and must be printable.
Vendor Response:
4.5.12.5 Ability to view and print a table of total Group A and Group
B
incidents imported for each agency for each month in a selected year.
Vendor Response:
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REQUEST FOR
PROPOS L
West Virginia State Police DPS1411
48
4.5.12.6 Utility and Management Reports
At
a minimum, the following utility
and management reports must be included: A report showing a count
of
Group
A
and Group
B
incidents imported and entered through a
WV
IBR entry portal application vs. FBI exports for each agency
by
month.
Vendor Response:
4.5 . 3 Security Requirements
Revised 6/8/2012
The
system must incorporate role-based security to provide at least entry, read
only, and administrative levels for each table.
4.5.13.l
The system must enforce strict password requirements. Minimum
password requirements are:
• The password does not contain the account name
of
the user.
• The password is at least eight characters long.
• The password contains characters from three
of
the following four
categories:
}
Latin uppercase letters (A through Z)
}
Latin lowercase letters (a through z)
}
Base 10 digits (0 through 9)
}
Non-alphanumeric characters such as: exclamation point( ),
dollar
sign($),
number
sign(#)
, or percent(%).
Vendor Response:
4.5.13.2 WVSP administrators must
be
able to add and remove users and control
their access levels.
Vendor Response:
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4.5.13.3
REQUEST FOR PROPOS L
West Virginia State Police DPS
4
49
The proposal must include a description of system security features to
protect the data. Some specific areas of concern are:
• SQL injection attacks
• Secure logon
• Separate authority levels for different user groups
• Read-only access for report users
Vendor Response:
4.5.14 New F I Codes
Re sed 6/8/20 12
4.5.14.1
The FBI has recently added several new property and location codes. As
part
of
the data conversion
of
the legacy data the vendor must convert
existing fields so that the data will be stored utilizing the new FBI codes.
Vendor Response:
4.5.14.2
The FBI has recently released a Cargo Theft Addendum. The new system
must accommodate these cargo theft changes.
Vendor Response:
4.5.14.3 The vendor must provide a complete description
of
any special
requirements for backup and recovery of their proposed software. The
successful vendor will be expected to provide a step-by-step guide to
recovery of their installed software explaining how to handle a total system
failure.
Vendor
Response:
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REQUEST
FOR
PROPOS L
West
Virginia
State
Police
DPS
4
ooooso
By signing below, I certify that I have reviewed this Request for Proposal in its entirety; understand the
requirements, terms and conditions, and other information contained herein; that I am submitting this
proposal for review and consideration; that I am authorized
by
the bidder to execute this bid
or
any
documents related thereto on bidder s behalf; that I am authorized to bind the bidder in a contractual
relationship; and that, to the best of
my
knowledge, the bidder has properly registered with any State
agency that
may
require registration.
(Company)
(Representative
ame
, Title)
(Contact Phone/Fax Number)
(Date)
Revised 6/8/2
2
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REQUEST
FOR
PROPOS L
West Virginia State Police DPS 1411
Attachment C: Cost Sheet
51
Cost information below as detailed in the Request for Propos land submitted in a separate sealed envelope Cost
should be clearly marked
Attachment C Cost Sheet will be sued by addendum.
Revised 6/8/2
12
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Appendix D: WV NIBRS Specifications V3 6
WEST VIRGINIA
NIBRS Specification
v3 6
52
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W ST
VIRGINI NIBRS ~ o o s
U RR®
West
irginia
ata Fields
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54
W ST VIRGINIA NIBRS Specification v3 6
The following are West Virginia state specific changes
or
additions to the standard FBI NIBRS (National Incident Based Reporting
System) submissions program. Contained s a complete list
of
fields and changed or added valid entries that will be collected. The
fields are broken down into the different data segments. Most
of
the fields are required by the F.B.I. N.I.B.R.S. (National Incident
Base Reporting System).
The export file naming convention is used to determine what agency the file
s
from, what format the data
n
the file
s
to take
on
and
the period for which the file is being submitted. The format s seven (7) ASCII characters representing the agency s ORI less the two
character state identifier, followed by the ASCII character X (ASCII 58h) representing the extended state format followed by a period
and two (2) digit characters representing the month (zero filled left) and a single character representing the last digit of the submission
year. I.E., a submission from ORI WV1234567 for March
of
1995 would require a file name
of
1234567X.035.
NOTE: The following Data Elements
are
specific to the state of W. VIRGINIA
FBI
segment Record Descriptor Word (RDW) is 4 ASCII characters representing the length ofeach
individual segment. [This replaces the 4 BYTE BINARY RDWdescribed in the FBI standard]
Each segment submitted will be terminated with a CR LFpair
[ODh OAh].
Notes:
ID
WVOl
WV02
WV03
WV04
ID Column contains the WV Identifier for the detailed data element.
Segment Column contains the segment in which the element occurs.
Len Column specifies the element length.
Req. Column details whether the element is required or not; additionally an entry
of
(c) details that the element s required
under specific conditions only.
Description column details the requirement for entry ofdata into the field.
Segment
Len
Req;
Description
Segment 1 -
5
Repor ting Agency ID
Occurs Once
Segment
1
4
Reporting Officer ID
Occurs Once
Segment 1 -
1
Lighting (Numeric Code 1-5)
Occurs Once
I Natural
2
Moon
3 Artificial/Exterior
4 Artificial/Interior
5
Unknown
Segment 1 - 1
Weather
(Numeric Code 1-7)
Occurs Once
I Clear
2 Cloudy
3 Raining
4 Fog or Smog
5
Snowing or Sleeting
6
Hailing
7 Unknown
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ss
WEST VIRGINIA NIBRS Specification v3 6
ID Segment Len Req. Description
wvos
Segment
1 -
2
Entry Zero-Fill
Numeric
Code 01-17)
Occurs
2x
01
Wi
ndow fron
t)
02
Window rear)
03
W
in
dow s
id
e)
04 Door front)
05
Door rear)
06
Door sid
e)
07
Door overhead)
08
Pa
ti
o/Sliding
do
or
09
Wa
ll
10 Adjoining Area/Attached Gara
ge
JI Balcony/Fire Escape
12
Basement Window
13 Floor
14 Roof/Skylight
15
Hidden Within
16 Other
17 Unknown
WV06
Segme
nt 1 - 2
Exit
Zero-F
ill
Numeric Code
01-17)
Occurs
2x
01 Window front)
02
Win
dow rear)
03
Window side)
04
D
oo
r
fro
nt)
05 D
oo
r rear)
06
Doo r s
id
e)
07
Door overhead)
08
Patio/Sliding door
09
Wall
10 Adjoinin g Area/Attached Garage
II
Balcony/Fire Escape
12
Basement Window
13
Floor
14 Roof/
Skyli
ght
15
Hidden Within
16 Other
17
Unkno
wn
WV07
Segme
nt 1 - 2
Security
Zero-Fill
Numeric Code
01-17)
Occurs
2x
01 Alarm/Audi o
02
Alarm/Silent
03 Bars/Grate
04 Camera
05
Dog
06
Deadbolt
07
Locked
08 Un
loc ked
09
Ex terior
Lights
10 Interior Lights
Fen
ce
12 Guard
3 Security Patrol
14
Neighbo
rh
ood Watch
15
Other
16 No ne
17
Un
kno
wn
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56
WEST VIRGINIA NIBRS Specification v3 6
I Se2ment Len
Rea.
Descriotion
WV08
Segment
1-
2 Tools Used for
Entry
Zero-Fill Numeric Code 01-18)
Occurs 2x
01
Screw
driver
02 Crowbar/Prybar
03
Ham me
r
04 Axe
05
Ch
an
n
el
Locks/V
i
se Gri
ps
06 Saw
07 Bolt Cutters
08
Rock/Brick
09 Glass Cutter
10 S
lip
De
vice
Ti
re
I
ro
n
12 Cutting Torch
13 Tape
14 Bo
dily
Force
15 Slidebar
16 O
th
er
17 None
18
Unknown
WV09 Segment I - 1 Was Evidence
Obtained
(Charac
ter
Code Y or N)
Occurs Once
Y Yes
N No
WVIO Segment 1 - 1
Type
of
Vehicle (Numeric
Code
1-7)
Occurs Once
I
Victim
s
Ve
hi
cle
2
The
ft
fr
om
Ve
hicle
3
Van dalism
4 Suspect Vehicle
Reco vered
6
Una
uth
orized Use of Ve
hi
cle
7 Stolen Vehicle
WV11 Segment 1 -
6
Vehicle
Make
/Style
Occurs Once
Use NCIC Code)
WV12
Segment I -
4 Vehicle Model
Occurs Once
Use NCIC Code)
WV13
Segment 1 -
2 Vehicle
Year
Numeric
Code
00-99)
Occurs Once
WVJ4
Segment 1 -
1 Keys in Vehicle (Character Code Y
or
N)
Occurs Once
O
nl
y ifType of Ve
hi
cle= 7 stolen) or 2
th
eft from ve
hi
cle)
Y- Yes
N-No
WV l S
Segment 1-
I
Vehicle Locked
(Character Code
Y or
N)
Occurs
Once
[Only ifType
of Ve
hicl
e=
7 stol
en)
or 2
the
ft
from
vehicle))
Y-Yes
N-No
WVJ6 Segment2
- 2
y
Offense Location Additional Values) FBI Element 9
Occurs Once
26
Co
ll
ege/University - MAPS to FBI code 22
WV17 Segment 2 - 2 Y C)
Hate
/Bias Crime Additional Values) FBI Element 8A
Occurs Once
50 Sexual Bias - MAPS to FBI code 88
60
Political Affiliation Bias - MAPS to FB I code 88
WV18 Segmen
t4
-
l
Y C) Victim
Type
Additional Values) F
BI
Element 25
Occurs
Once A Adu
lt MAPS
to F
BI
code I
J
Ju veni le MAPS to FB I code I
L
Law En
fo
rceme
nt
Offici
al
trigge rs LEOKA Sub
miss
ion
requirement
s) MAPS
to
F
BI Co
de I
WV19 Segment
4-
2
Y C)
Victim/Offender Relationship Additional Va
lu
es) FBI Element 35
Occurs Once
ES
Es
tr
ang
ed
Spouse - MAPS to FB I code SE
IP
Int
im
ate Partner - MAPS to FBI code BG
CP Child o
fln
ti
mate Partner - MAPS to FB I code
CF
OH
Other Household
Me
mber - MAPS to FBI code
OK
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57
WEST
VIRGINIA NIBRS Specification v3.6
ID
Se ment
Len
Req.
Description
WV20 Segment 4 - 4 Y C) Response Time [In Minutes]
(Numeric Code 0-9999)
Occurs Once
[Domest
ic
Violence:
Ent
ry
is required if V 0 code is
an
y of the fo llowing values -
SE,ES,CS,PA,HR,IP CP SB ,CH,GP GC,IL,
SP
SC,
SS
,
XS
,OF,OH.
I
WV21 Segment 4 - Y C) Action T
ak
en Character Codes:
Occurs Once
A Arrest
R Referral
c
Contacted Magistrate
T Transport
ed
0
Other
z
All
)
[Domestic Violence:
Entry is req uired if V 0 code is
an
y of the fo llowing values -
SE,ES,CS,P
A,
HR,
IP
CP SB ,CH,GP,
GC
,
IL
,SP,SC,SS,XS,
OF,
OH.J
WV22 Segment4 - Y C) Complainant Character Codes:
Occurs Once
s
Sa
me
as
Victim
u
Un
kno
wn
N Not the Vic
tim
)
[Domestic Violence:
Entry is
re
q
uired ifV
/O
co
de is
any of
the
fo llowi
ng values -
SE,
ES
,
CS
,
PA
,
HR
, P,CP,SB,CH,
GP
,
GC
,IL,
SP
,
SC
,
SS,XS
,
OF
,OH.l
WV23 Seg
ment4-
Y C)
Ha
s Complaina
nt
Called Before (Cha
racter
Codes:
Occurs Once
Y -
Yes
N-No
)
[Domestic Violence:
Entry is requir
ed
ifV/O code is any of he fo llowing
val
ues ·
SE,
ES
,CS,PA ,HR,IP,CP,SB,CH,GP ,
GC,
IL,SP ,SC,SS,XS ,OF ,OH.]
WV24
Segment4-
2
Y C) Number of
Times C
omplainant
Has Called (Zero-Fill Numeric Code 00-
Occur
s Once 99)
(Domestic Violence:
Ent
ry
is requ
ir
ed ifV 0 code is
any
of the fo llowing v
alu
es -
SE,
ES
,
CS
,PA,
HR
,
P
,CP,SB,CH,GP,
GC
,IL,SP ,
SC
,SS ,XS ,OF,OH.]
WV25 Segment -
Y C)
Protective Order on File
Character
Codes:
Occur
s Once
Y -
Yes
N - No
)
[Domestic Violence:
E
ntry
is required
if
V 0 code is
any of
he
follow in
g
va
lu es
-
SE,ES,CS,P
A,
H
R,IP
,CP
SB
,CH,
GP, GC
,I
L,SP
,SC,SS,
XS,OF
,OH.]
WV26 Segment4 - Y C) Is Incident Violation of Protective Order Character Codes:
Occurs Once
Y - Yes
N - No
U-Unk
nown
)
[Domestic Violence:
En
t
ry
is
re
quir
ed ifV
/O code
is
any of the fo llowing valu
es
-
SE
,
ES
,
CS
,P
A,
HR,IP ,CP,
SB
,CH,GP ,
GC
,IL,SP ,
SC
,
SS
,
XS
,
OF
,OH. ]
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WEST VIRGINIA NIBRS
~
~
I Segment
Len
Req. Description
WV27
Segment
4 -
1 Y C) Was Protective Order Filed Following Incident
Character
Codes:
Occurs Once
Y-Yes
N - No
U- Unkn
ow
n
)
[Domestic Violence:
Entry is required
if
V 0 code is any of the fo llow ing
va
lues -
SE ES,
CS
,PA,HR,IP,CP SB,CH,GP,GC,IL,SP SC,SS,XS,
OF
,OH.]
WV28 Segment 4 - 5 Y C) Total
Time
Involved [Time in
HOURS
HH H.H] (Numeric Code 0.0 -
Occurs Once
999.9)
(Domestic Violence:
Entry is required if V 0 code is any of the following values -
SE ES,CS,PA,HR,IP,CP,SB,CH,GP,GC,IL SP,SC,SS,XS OF ,OH.)
WV29 Segment 4 - 1 Y C) LEOKA: Incident
Type
(Numeric
Code
0-5)
Occurs
Once
I Officer killed felo niously
2
Officer killed - Accidentally/Negligently
3
Officer assaulted - no
in
jury
4
Officer assa
ulted
- minor i
njury
5
Officer assault
ed
-
se
rious injury
WV30
Segment4-
2
y
C) LEOKA:
Activity
Type
(Numeric
Code
01-12)
Occurs
Once
1 Res ponding to disturbance
02 B E
in
progress/pursuing
03 Robbery in progress/pursui ng
04 Attempting other arrest
05
Civil diso
rd
er/riot/etc.
06 Do
me
stic
Di
st
urb
ance
07
Handling/Transporting
priso
ner
08 Investigation/Suspiciousprisoner
09 Ambu
sh/No
wa
rning
10
Assail ant mentally deranged
11
Traffic/Pursui
t/S top
12
Other
WV31
Segment4-
1
y C)
LEOKA: Assignment Type (Numeric Code 1-7)
Occurs Once
1
Solo
uni t/A
lone
2
Solo unit/Ass isted
3
Two o
ffi
cer unit
4
Detective/Special assignm ent/ Alone
5
Detective/Special ass ignment/
Ass
is
ted
6
Other/Alo
ne
7
Other/Ass isted
WV32 Segment 5 3 Offender Height [Feet/Inches
Fii
] (Numeric 0-9 Numeric 0-12)
Occurs Once
WV33 Segment 5 3
Offender
Eye
Color
(Zero-Fill Numeric
Code
01-10)
Occurs Once
01 BLK
Black
02
BRO
Bro
wn
03 GRN Green
04 BLU
Blue
05
GRY Gray
06
HAZ
Hazel
07
MAR Maroon
08
MUL
M
ul
t
icol
o
red
09
PNK
Pink
10 xxx
Unknown
WV34 Segment 5-
3
Offender
Hair
Color
(Numeric
Code
1-9)
Occurs Once
1
BLK Black
2 BLN
Blonde
/S
trawbe
rry
3 BRO
Brown
4
GRY Gray/Partially Gray
5
RED
Red/Auburn
6
SDY
Sa
nd
y
7
WHI
White
8 BAL
Bald
9 xxx
Unkn
ow
n
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WEST VIRGINI NIBRS Sp
0Q. QQSa
ID
Sel ment Len Req. Description
WV35 Segment 5-
1
Offender Head air (Numeric Code 1-7)
Occurs 2x
I
Long
2
Medium
3
Short
4
Bald ing)
5
Wore Hair Piece
6
Other
7
Unknown
WV36 Segment 5- 2 Offender Facial
air
(Zero-Fill Numeric Code 01-12)
Occurs
2x
01 Clean Shaven
02
Unshaven
03 Full Beard
04
Mustache heavy)
05 Mustache (thin)
06 Brows (heavy)
07 Brows (thin)
08 Side Bums
09 u Manchu
10 Goatee
11 Other
12
Unknown
WV37 Segment 5- 1 Offender Glasses (Numeric Code 1-6)
Occurs Once
I Sunglasses
2
Glasses
3
Contacts
4
Other
5
None
6
Unknown
WV38 Segment 5- 1 Offender anded (Numeric Code 1-4)
Occurs Once
I
Right
2
Left
3
Ambidextrous
4
Unknown
WV39 Segment 5- 2 Offender Complexion/Skin Tone (Zero-Fill Numeric Code 01-17)
Occurs
2x
01 Albino
02 Black
03
Da
rk
04
Dark Brown
05
Fair
06 Light
07 Light Brown
08 Medium
09
Medium Brown
10 Olive
Ruddy
12
Sallow
13
Yellow
14 Acne
15
Freckled
16
Other
17 Unknown
WV40 Segments- 1 Offender Build (Numeric Code 1-6)
Occurs Once
I Slight
2
Medium
3
Muscular
4
Pot Belly
5
Obese
6
Un
known
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6
WESTVIRGINIA NIBRS Specification v3 6
ID
Se ment
Len
Req.
Description
WV41 Segment 5- 2 Offender Teeth
(Zero-Fill Numeric Code 01-12)
Occurs 2x
01
Broken/Chipped
02 Irregular
03
Bra
ces
04
Decayed
05
Dirty/Stained
06 Fa
lse
07 Mi ssin
g
08
Protruding
09
Go
ld
IO Norm
al
II Other
12 Unknown
WV42 Segment 5- 2
Offender Tattoo (Zero-Fill Numeric Code 01-12)
Occurs 2x
01
Designs
02
Initials
03 N
am
es
04 Pictures
05 Wo rds
06
Numbers
07 I
ns
i
gn ia
08
No ne
09
Unkn
own
10
Other
WV43 Segment 5- 2
Offender Tattoo Location (Zero-Fill Numeric Code 01-13)
Occurs 2x
01
Arm le
ft
)
02
rm
(right)
03 Leg (left)
04
Leg (right)
05
H
an
d (le
ft
)
06 Hand (right)
07 Face
08 Neck
09
F
in
ger s)
IO Chest
Back
12
Other
13
Unknown
WV44 Segment 5- 2 Offender Scars/Marks (Zero-Fill Numeric Code 01-12)
Occurs 2x
01
Head
02
Nec k
03 Hand le
ft
)
04
Hand (right)
05
Ar
m (le
ft
)
06
Arm
(right)
07
Body
08 Leg (le
ft
)
09
Leg (right)
10
Other
I I
No ne
12 Unkn
ow
n
WV45 Segment 5- 2 Offender Speech (Zero-Fill Numeric Code 01-13)
Occurs 2x
01 No
r
ma
l
02
Foreign
03
Accent
04 Lisps
05 Mumbles
06 Soft/Low
07
Rap id/Low
08 Stutters
09
Vulgar/Pro
fane
JO Str
ee
t Talk
II Slurred
12
Other
13 U
nkn
own
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61
W ST VIRGINIA NIBRS Specification v3.6
ID
Sei?:ment Len Req . Desc
ri
ption
WV46 Segment 5- 2
Offender Unique ID Zero-Fill Numeric Code 01 -09)
Occ
urs 2x
01
Stock
in
g
Mask
02 Halloween Mask
03
Wore
Glasses
04 Cap/Hat
05 Impersonation
06 Jewelry
07 Suntan
08
No
ne
09
Unknown
WV47 Segment 617
3 Arrestee Height [Feet/ Inches
Fil
) Numeric Code 1-9 00-ll
Occurs Once
WV48 Segment 617
3
Ar restee Eye Color Zero-Fill Numer ic Code 01-10)
Occurs Once
01 BLK
Black
02 BRO Brown
03
GRN
Green
04
BLU
Blue
05 GR
Y
Gray
06
H
AZ
Hazel
07
MAR Maroon
08 MUL Multicolored
09
PNK
Pink
IO xxx Unknown
WV49 Segment 617
3
Arrestee Hair Co lor Nume
ri
c
Code
1-9)
Occurs
On
ce
I
B
LK Black
2 BLN
Blonde/Strawberry
3 BRO
Brown
4
GRY Gray/Partially Gray
5
RED Red/Auburn
6
SDY
Sandy
7 WHI Whi
te
8 B
AL Bald
9 xxx
Unknown
WV50 Segment 617
1
Arrestee Head
Hai
r Numer ic Code 1-7)
Occu r
s 2x
I Lo
ng
2
Medium
3
Short
4
Bald ing)
5
Wo re Hair Piece
6
Oth
er
7
Unknown
WV51 Segment
17
2 A
rr
estee Facial Ha ir Zero-Fill Numeric Code 01-12)
Occ
urs 2x
01
Clean Shaven
02 Unshaven
03 Full Beard
04
Mustache heavy)
05
Mustache thin)
06
Brows h
eavy)
07
Brows thin)
08
Side Bums
09
Fu
Manchu
10
Goatee
I I Oth
er
12
Unknown
WV52 Segment
17
1 A
rr
estee Glasses Nume
ri
c Code 1-6)
Occ
urs O nce
I Sunglasses
2
Glasses
3
Contacts
4
Other
5 None
6
Unknown
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62
WEST VIRGINIA N BRS Specification v3 6
I
See.ment Len
Rea.
Description
WVS3
Segment 6/7-
1 Arrestee Handed (Numeric Code 1-4)
Occurs Once
I
Right
2 Left
3 Ambidextrous
4
Unknown
WVS4 Segment 6/7- 2 Arrestee Complexion/Skin Tone (Zero-Fill Numeric Code 01-17)
Occurs 2x
1 Albino
2 Black
3 Dark
4
Dark Brown
5
Fair
6
Light
7
Light
Brown
8
Medium
9
Medium Brown
1 Olive
11 Ruddy
12 Sallow
13 Yellow
14
Acne
15
Freckl
ed
16
O
ther
17
Un
known
WYSS Segment 6/7- 1 Arrestee Build
(Numeric Code 1-6)
Occurs Once
I
Slight
2
Medium
3
Muscular
4
Pot Belly
5
Obese
6
Unknown
WVS6 Segment 6/7- 2 Arrestee Teeth (Zero
F
ill Numeric Code 01-12)
Occurs 2x
1 Broken/Chipped
2 Irregular
3 Braces
4
Decayed
5 Dirty/Sta ined
6 False
7
Missing
8 Protruding
9
Gold
1
Nonna
11
Other
12
Unknown
WVS7 Segment 6 7 2
Arrestee Tattoo (Zero-Fill Numeric Code 01-10)
Occurs 2x
1
Designs
2 Initials
3 Names
4 Pictures
5
Words
6
Numb ers
7
Insignia
8 No
ne
9
U
nknown
10
O
ther
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63
W ST
VIRGINIA NIBRS Specification v3 6
ID
Segment
Len
Req.
Description
WV58 Segment 6/7- 2
r
restee Ta ttoo Location
Zero-Fill Numeric
Co
de 01-13)
Occurs 2x
01
Arm
l
eft)
02 Arm
right)
03
Leg left)
04
Leg righ
t)
05
Hand l
eft)
06 Hand right)
07 Face
08
Neck
09
Finger
s)
10
Chest
I I Back
12
Other
13
Unknown
WV59 Segment 6/7- 2 Arrestee Scars/Marks Zero-Fill Numeric Code 01
-1
2)
Occurs 2x
01
Head
02 Neck
03
Hand le
ft
)
04
Hand right)
05 Arm left)
06 Arm right)
07
Body
08
Leg left)
09
Leg right)
10
Oth
er
None
12
Un
known
WV60
Segment 6/7- 2 rrestee Speech Zero-Fill Nu
me
ric Code 01-13)
Occurs 2x
01
Normal
02
Foreign
03
Accent
04 Li
s
ps
05
Mumbles
06
Soft/Low
07 Rapid/Low
08 Stutters
09
Vu
lgar/Profane
10
St
reet
Talk
I I Slurred
12
Other
13
Un
known
WV61
Segment 6/7- 2 Arrestee Unique ID Zero-F ill Numeric Code 01-09)
Occurs 2x
01
Stocking Mask
02
Hall
ow
een
Mask
03 Wore
Glasses
04
Cap/Hat
05
Imp ersonation
06
Jewelry
07 Su
ntan
08 None
09 Unknown
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64
W ST VIRGINIA NIBRS Specification v3 6
UCRR
WestVirginia
I R
segment
implemen
tat
i
on and
offsets
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65
WEST
VIRGINIA NIBRS Specification v3 6
ADMINISTRATIVESegment: Level 1 W.Virginia fields -
I Offset
Len
Description
WVOI 88-92
5 Reporting Agency ID
WV02 93-96
4
Reporting Officer ID
WV03
97 1 Lighting
WV04 98
l
Weather
WV05 99-100
2 Entry 1
WV05 101-102
2 Entry 2
WV06 103-104
2 Exit 1
WV06
105-106
2 Exit 2
WV07
107-108
2 Security I
WV07
109-110
2 Security 2
WV08
111-112 2 Tools Used for Entry 1
WV08 113-114 2 Tools Used for Entry 2
WV09 115 1 Was Evidence Obtained
WVIO 116
I
Type ofVehicle
WV
117-122 6 Vehicle Make/Style
WV12 123-126 4 Vehicle Model
WV13 127-128 2 Vehicle Year
WVl4
129 1 Keys in Vehicle
WV15 130
l Vehicle Locked
Offense Segment: Level 2 West Virginia Fields -
I
Offset Len Description
WV16 45-46 2 Offense Location (Additional Values) FBI Element 9
WV17 62-63 2 Hate/Bias Crime (Additional Values) FBI Element 8A
Victim Segment: L evel 4 West Virginia Fields -
I
Offset Len Description
WV18 7 1 Victim Type (Additional Values) FBI Element 25
WV19 92-129 2 Victim/Offender Relationship (Additional Values) FBI
Element
35
WV20 130-133 4 Do
me
st
ic
Violence: Response Time
WV21 134 1 Domestic Violence: Action Taken
WV22
135 1 Domestic Violence: Complainant
WV23
136 1 Domestic Violence: Has Complainant Called Before
WV24 137-138
2 Domestic Violence: Number ofTimes Complainant Has
Called
WV25
139 I
Domestic Violence: Protective Order on File
WV26 140
1
Domest
ic
Violence: Is Incident Violation ofProtective
Order
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6 ~
WEST VIRGINIA NIBRS
Spec f cauon
Vj ,6
WV27
4
1 Domestic Violence: Was Protective Order Filed Following
Incident
WV28 142-146
5 Domestic Violence: Total Time Involved
WV29 147
1 LEOKA: Incident Type
WV30
148-149
2 LEOKA: Activity Type
WV31 150 1 LEOKA: Assignment Type
Offender
Segment:
Level 5 West Virginia Fields -
I Offset
Len
Descriotion
WV32 46-48
3 Offender Height
WV33
49-51
3 Offender Eye Color
WV34 52-54 3 Offender Hair Color
WV35 55 1 Offender Head Hair 1
WV35 56 1 Offender Head Hair 2
WV36 57-58 2
Offender Facial Hair 1
WV36 59-60 2 Offender Facial Hair 2
WV37 6 1
Offender Glasses
WV38 62 1
Offender Handed
WV39 63-64 2
Offender Complexion/Skin Tone I
WV39 65-66 2
Offender Complexion/Skin Tone 2
WV40 67 1
Offender Build
WV41 68-69 2
Offender Teeth
I
WV41 70-71 2 Offender Teeth 2
WV42 72-73 2
Offender Tattoo 1
WV42 74-75
2 Offender Tattoo 2
WV43 76-77
2 Offender Tattoo Location 1
WV43
78-79 2
Offender Tattoo Location 2
WV44 80-81
2
Offender Scars/Marks 1
WV44 82-83 2 Offender Scars/Marks 2
WV45 84-85
2
Offender Speech 1
WV45 86-87
2 Offender Speech 2
WV46 88-89
2 Offender Unique ID I
WV46 90-91 2 Offender Unique ID 2
Arrestee
Segment: Level 6
West Virginia
Fields -
I
Offset
Len
Descriotion
WV47 111-113
3 Arrestee Height
WV48
114-116
3
Arrestee Eye Color
WV49 117-119
3 Arrestee Hair Color
WV50
120 1
Arrestee
Head
Hair I
WV50 2 1
Arrestee Head Hair 2
WV51 122-123 2 Arrestee Facial Hair I
WV51 124-125 2 Arrestee Facial Hair 2
WV52 126 I
Arrestee Glasses
WV53 127 1 Arrestee Handed
WV54 128-129 2 Arrestee Complexion/Skin Tone 1
WV54 130-131 2 Arrestee Complexion/Skin Tone 2
WV55 132 I Arrestee Build
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67
WEST VIRGINIA NIBRS Specification v3 6
WV56 133-134 2 Arrestee Teeth 1
WV56 135-136 2
Arrestee Teeth 2
WV57
137-138 2
Arrestee Tattoo l
WV57
139-140 2 Arrestee Tattoo 2
WV58
141-142
2 Arrestee Tattoo Location l
WY58 143-144 2 Arrestee Tattoo Location 2
WV59
45-
46
2 Arrestee Scars/Marks l
WV59
147-148
2
Arrestee Scars/Marks 2
WV60
149-150
2
Arrestee Speech l
WY60 151-152 2 Arrestee Speech 2
WV61
153-154
2
Arrestee Unique ID 1
WV6l
155-156
2
Arrestee Unique ID 2
Group
B Arrest Segment: Level 7
West
Virginia Fields -
I Offset Len Description
WV48 67-69 3 Arrestee Height
WV49 70-72
3
Arrestee Eye Color
WV50 73-75 3 Arrestee Hair Color
WY51
76
l Arrestee Head Hair 1
WV51 77
l Arrestee Head Hair 2
WY52 78-79
2
Arrestee Facial Hair 1
WV52
80-81
2
Arrestee Facial Hair 2
WV53 82 1 Arrestee Glasses
WV54 83 I Arrestee Handed
WV55 84-85 2 Arrestee Complexion/Skin Tone 1
WV55 86-87 2 Arrestee Complex ion/Skin Tone 2
WV56 88 l Arrestee Build
WV57 89-90 2 Arrestee Teeth l
WV57 91-92 2 Arrestee Teeth
#2
WV58 93-94 2 Arrestee Tattoo l
WY58
95-96
2 Arrestee Tattoo 2
WV59
97-98 2 Arrestee Tattoo Location 1
WV59
99
-100 2 Arrestee Tattoo Location #2
WV60 101-102 2 Arrestee Scars/Marks l
WV60 103-104 2 Arrestee Scars/Marks 2
WY61 105-106 2 Arrestee Speech l
WV61 107-108 2 Arrestee Speech 2
WV62 109-110 2 Arrestee Unique ID 1
WV62
111-112 2 Arrestee Unique ID 2
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6
W ST VIRGINIA NIBRS Specification v3 6
U RR® West
Virginia
ata iagrams
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Record Na
me
Length
Maximum Segments:
[4) [ )
1
-4
5
Reporting
Agency
ID
(WVOI }
88
-92
=
.:;
-
<
lBR 60
I. I
[I )
6
.c
....
=
Q.
co:
mo
IBR 6
1
1.2
(2)
7-8
Reporting
Officer
IO
(WV02)
93-96
Administrativ
e Segment (
LEVEL
1)
131
1 (per Incident)
i..
c.i
..c
8
=
z
§
- i..
=
c.i
..c
:S E
=
s
z
- i..
co:
0
- co:
..
.
;a
=~
i..
=
::r::
....
=
"O
·;;
=
-
SR 62
1.3
I
BRID
1.4
(I
)
[9)
IBR ID
1.5
(2)
[12)
IBR I
1 6
3)
[8)
BR 3 IBR 2
1.7 1 8
(4)
[4)
[I)
[2)
9-
12 13-16
17
-25
26-37
38-45
46 47-48
STATE of W.VIRGINIA Specific Fields
Lighting Weather Entry Exit Security
(WV03) (WV04) (WV05) (WV06)
(WV07)
97 98
99 -
100 103- 104 107- 108
101-102 105- 106 109-110
STATE ofW.VIRGINIA Soecific Fields
Vehicle Vehicle
Vehicle
Type
Mak
e
Model
Style
(WV IO
(WV 1) (WV l 2)
11
6 1 17-122 123-126
Vehicle
Keys
Year
in
Vehicle
(WV 13
(WV14)
127-128 129
Vehicle
Locked
(WVl5)
1
30
2A)
[I)
131
co: c.i
=
0 =
::: E
Q. co:
~ u
JSR 4
1.9
(
4J
[I )
49
Tools Used
For
Entry
(WVOS)
111-11 2
11
3-114
50-57
WEST
VIRGINIA NIBRS Specification v3.
(6) OCCURS 10 Times
Offense - Thru - Offense
Code #1
Co
de #10
Was
Ev
iden
ce
Obtained
(WV09)
115
IBR6.I
I. I
(6)
rJl
58-60
lBR
6.10
l.11
(6)
rJl
85-87
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Record Name
Length
Maximum Segments
1i
c
.2
>
§
....
II
..;j
<
BR
60
2. l
[4]
[I]
[I ]
l-4 5 6
BRIO IBRJI
2. 10
2.11
(
10 (l J )
[2]
[I]
47-48 49
=
c
0
~
<II
Q.
ell
E o
lBR6l
2.2
[2]
7-8
(12)
Occurs
3
Ti
mes
=
·-
8 . :::
·c: ,
u ~
~
E o
BR
12
2.12
(12)
I]
50
5 1
52
Offense Segment (LEVEL 2)
63
10
(1
for
every Group A offense)
i ..
i
0
ell ell
<II
....
a
<II
c
Q .
-
ll
E o
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JBR62
2.3
[4] [4]
9-12 13
-1
6
(13) Occ
ur
s 3 T imes
'O
<II
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co
0
>
Q. =
ll
<II <II
0
r..
BR
13
2.13
(13
[2 ]
53-54
56-5
7
59-60
IBR
13
2.13
(13)
[I]
55
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WEST VIRGINIA NIBRS Specification v
3
8 (1
for
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Suspected Es timated Estimated Type Offense Offense
Drug Type Drug
Drug Measure Code l THRU Code # lO
Quantity Fraction
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I
Status
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Circums tances
BR
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4.13 4.14
(30)
(31)
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[2
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82-83
Victim Segment LEVEL 4)
150
999 1 fo r each Victim)
City
ORI Incident
Indicator Number Numb
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BR
ID
BR lD
4.4 4.5
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(2)
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Circumsta nces
IBR32
IBR33
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4.16
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85
86
87
88
89
Victim
Sequence
Number
BR
23
4.6
(23)
[3]
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(24)
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lOX
Offense
Code
BR 24
4.7
(24)
[3]
41-43
44-46
47-49
50-52
53-55
56-58
59-61
62-64
65-
67
68-70
Type
Victim
\\
Vl
8
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4.8
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(34-35) Occurs IOX
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ti
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Numb
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To
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Related
IBR34
WV19
4. 17 4. 18
(34) 35)
2}
(IJ
90-91 92-93
94-95 96-97
98-99 100-1
01
102-1
03
104-1
05
106-1
07
108-109
110-111 112-113
114-
115
116-117
11
8-11 9 120-121
122-1
23
124-125
126-127
128-129
Age or
Sex
Range
IBR
26 BR
7
4.9
4.10
(26)
(27)
[4]
[
I]
72-75 76
WEST VIRGINIA NIBRS Specification v3
Race
IBR
4.1
l
1
28)
[I]
77
Ethnicity
BR
29
4.12
09
[I ]
78
0
N
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STATE
of W.VIRGINIA Specific Fields rDomestic Violencel
Response Action Complainant Has Number
of
Protective Is Incident
Was Protective
Time Taken Comp
lainant
Times Order Violation of Order filed
Called Before Complainant
On File Protective Order Following Incident
Has Called
WV20)
WV21)
WV22)
WV23) WV24)
WV25) WV26)
WV27)
130-133 134 135 136 137-138
139 140 4
STATE
of
W.VIRGINIA Specific Fields
LEOKA
LEO
KA LEOKA
Incident Activity Assignment
Type Type Type
WV29) WV30)
WV31)
147 148-149 150
W ST VIRGINIA NIBRS Specification v3
To
tal Time
Involved
WV28)
142-146
0
0
0
0
-
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Record Name
Length
Maximum Segments
[4] [I
]
1 4 5
Height
W\132)
46-48
Complexion
Skin Tone
WV39)
63-64
65-66
c
0
:::
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BR
60
5.1
[I]
6
Eye
Color
WV33)
49-51
Build
WV40)
67
IBR
61
5.2
[2]
7 8
Off
nder
Segment LEVEL 5)
91
99 (1
for
each Offender)
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STATE
ofW
.VIRGINIA Specific Code
't:l
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R36
5.6
(36)
[
2]
38-39
BR
37
5.7
(37)
[4]
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BR
38
5.8
38)
[I]
44
Hair
Head
Facial Glasses Offender
Color Ha ir Hair
Handed
W\134) WV35) WV36) WV37) WV38)
52-54
55 57-58
61 62
56 59-60
STATE ofW.VIRGINIA Speci
fi
c Code
Teeth Tattoo Tattoo Scars Speech Offender
Location
Marks
Unique
ID MO)
WV41) WV42) WV43) WV44) WV45) WV46)
68-69
72-73 76-77
80-81 84-85 88-89
70-71
I
74-75
I
78-79
I
82-83
I
86-87
I
90-91
IBR
39
5.9
39)
[I
45
WEST
VIRGINIA NI BRS
Sp
ecification v3.
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Record Name
Length
Maximum
Segments
(4] [l]
1
-4
5
O
8 .c
' ...
-
< ·-
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IBR46
6.12
{46)
[2]
65-66
68-69
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[3]
8
1-83
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6.2
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Arrestee Segment
(LEVEL
6)
156
99 (1 for each Arrestee)
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IBR
62
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6.13
(47)
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BR 6.10
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[4]
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WEST VIRGINIA NIBRS Specification v3
' '"'
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6.10
(44)
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C
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Height Eye
Color
WV47)
WV48)
111-113 114-116
Complexion
Build
Skin Tone
WV54) WV55)
128-129 132
130-131
I
I
STATE ofW
.VlRGINIA Soecific Code
Hair Head Facial Glasses
Color
Hair
Hair
WV49)
WV50)
WV51) WV52)
117-119
120
122-123
126
2
124-125
STATE
ofW.VIRGlNlA
Specific C
ode
Teeth
Tattoo Tattoo
Scars
Location
Marks
WV56) WV57) WV58)
WV59)
133-134 137-138 141-142 145-146
135-136
I
139-140
I
143-144
I
147-148
I
Arrestee
Handed
WV53)
127
Speech
WV60)
149-150
151-152
I
Arrestee
Unique
ID MO)
WV61)
153-154
155-156
W ST
VIRGINIA NIBRS Specification v3
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Record Name
Length
Maximum Segments
[4]
1-4
'
o .c
::: .-:::
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' ...
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7
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(46)
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7.2
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7.10
(46)
[2]
52-53
55 56
7.10
(46
)
(1]
54
57
Group
"B"
Arrest Report (LEVEL 7)
112
99 1 for every Group B
Arrest Report)
JBR62
7.3
...
b 11
c
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7.1 1
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7.13
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[ I ]
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[12]
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7.6
(40)
[2]
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7.14
(50)
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JBR ID
7.7
(42)
[8]
40-47
-
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66
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45
7.9
(45)
(3]
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WEST VIRGINIA NIBRS Specification v3
0
0
0
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Height
Eye
Color
WV47)
WV48)
67.. )9 70-72
Complexion
Build
Skin Tone
WYS4) WYSS)
84-85 88
86-87
I I
STATE ofW VIRGINIA Specific Code
Hair
Head
Facial
Glasses
Color Hair Hair
WV49) WVSO) WVSI) WVS2)
73-7S 76 78-79
82
77
80-81
STATE
ofW VIRGINIA
Specific Code
Teeth
Tat
too
Tattoo
Scars
Location
Marks
WVS6) WVS7) WYSS) WVS9)
89-90 93-94 97-98 101-102
91-92
I
95-96
I
99-100
I
103-104
I
Arrestee
Handed
WVS3)
83
Speech
WV60)
105-106
107-108
I
Arrestee
Unique
ID
MO)
WV61)
109-110
111-112
WEST
VIRGINIA NIBRS Specification v3
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Record Name
Length
REQUEST
FOR PROPOS L
(West V irginia State Police and RFP #)
Zero Reporting LEVEL 0)
43
Maximum Segments 1
(per
Submission Period)
c:
t:
-
...
c
0 0
0
Q.
Q.
QI
0
QI
QI
c
>
-
QI
c:
0
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lBR 60 IBR 6 1 IBR 62 BR JD ll)R ID
0.1
0.2 0.3 0.4 0.5
I)
2)
4] [
I]
I]
2] [4 ] 4]
9] [1 2]
1 4
5 6 7-8 9-12
13 1
6 17-25
26
-37
38
-
39
40-43
000079
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STATE OF WEST VIRGINIA
Purchasing Division
8
RFQ No.
PURCH SING
FFID VIT
MANDATE: Under W. Va . Code §5A-3-10a , no contract or renewal of any contract may
be
awarded by the state or any
of its political subdivisions to any vendor or prospective vendor when the vendor or prospective vendor or a related party
to the vendor or prospective vendor is a debtor and: (1) the debt owed is an amount greater than one thousand dollars in
the aggregate; or (2) the debtor is in employer default.
EXCEPTION: The prohibition listed above does not apply where a vendor has contested any tax administered pursuant to
chapter eleven of the W. Va. Code, workers' compensation premium, permit fee or environmental fee or assessment
and
the matter has not become final or where the vendor has entered into a payment plan or agreement and the vendor is not
in
default of any of the provisions of such plan or agreement.
DEFINITIONS:
Debt
means any assessment, premium, penalty, fine, tax or other amount of money owed to the state or any of its
political subdivisions because of a judgment, fine, permit violation, license assessment, defaulted workers'
compensation premium, penalty or other assessment presently delinquent or due and required to
be
paid to the state
or any of its political subdivisions, including any interest or additional penalties accrued thereon.
Employer default means having an outstanding balance or liability to the
old
fund or to the uninsured employers'
fund or being in policy default, as defined in W. Va. Code§ 23-2c-2, failure
to
maintain mandatory workers'
compensation coverage, or failure to fully meet its obligations as a workers' compensation self-insured employer.
n
employer is not in employer default if it has entered into a repayment agreement with the Insurance Commissioner
and remains in compliance with the obligations under the repayment agreement.
Related party means a party, whether an individual, corporation, partnership, association , limited liability company
or any other form or business association or other entity whatsoever, related to any vendor by blood, marriage,
ownership or contract through which the party has a relationship of ownership or other interest with the vendor so that
the party will actually or by effect receive or control a portion of the benefit, profit or other consideration from
performance
of
a vendor contract with the party receiving an amount that meets or exceed five percent of the total
contract amount.
AFFIRMATION: By signing
this
form, the vendor's authorized signer affirms and acknowledges under penalty of
law for false swearing W. Va.
Code
§61-5-3)
that
neither vendor nor any related party owe a debt as defined
above and
that
neither vendor nor any related party are
in
employer default as defined above, unless the debt or
employer default is permitted under the exception above.
WITNESS THE FOLLOWING SIGNATURE:
Vendor's Name:
Authorized Signature Date:
State of
County of to-wit:
Taken, subscribed, and sworn to before me t h i s_ day of , 2 0 _ .
My Commission expires ,20_
AFFIX SEAL HERE
NOTARY PUBLIC
_____________
Purchasing ffidavit Revised 0710112012
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REQUEST FOR PROPOS L
West Virginia State Police
DPS
1411
f
applicable sign and submit the attached Resident Vendor Preference Certificate with the proposal
Revised 6/8/2
12
000081
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Rev. 07/12
State
of
West Virginia
~ 2
VEN OR PREFERENCE CERTIFIC TE
Certification and application* is hereby made for Preference in accordance with West Virginia Code §5A-3-37. (Does not apply to
construction contracts). West Virginia Code §5A-3-37, provides an opportunity for qualifying vendors to request (at the time
of
bid)
preference for their residency status. Such preference
is
an evaluation method only and will
be
applied only to the cost bid in
accordance with the West Virginia Code. This certificate for application is to be used to request such preference. The Purchasing
Division will make the determination
of
the Resident Vendor Preference,
if
applicable.
1. Application is made for 2.5 resident
vendor
preference for the reason checked
:
Bidder is
an
individual resident vendor and has resided continuously in West Virginia for four (4) years immediately preced
ing the date
of
this certification; or,
Bidder is a partnership, association
or
corporation resident vendorand has maintained its headquarters
or
principal place
of
business continuously in
West
Virginia for four (4) years immediately preceding the date
of
his certification; or 80
of
the
ownership interest of Bidder is held by another ndividual, partnership, association
or
corporation resident vendor who has
maintained its headquarters
or
principal place of business continuously in West Virginia for four (4) years immediately
preceding the date
of
this certification; or,
Bidder
is
a nonresidentvendor which has an affiliate
or
subsidiary which employs a minimum of one hundred state residents
and which has maintained its headquarters or principal place
of
business within West Virginia continuously for the four (4)
years immediately preceding the date of this certification; or,
2. Application is made for
2.5
resident
vendor
preference
for the reason checked
:
Bidder is a resident vendor who certifies that, during the life
of
the contract, on average at least 75 of the employees
working
on
the project being bid are residents
of
West Virginia who have resided in the state continuously for the two years
immediately preceding submission
of
this bid; or,
3. Application is made for
2.5 resident
vendor preference for the reason checked:
Bidder
is a nonresident
vendor
employing a minimum
of
one hundred state residents
or
is a nonresident vendor with an
affiliate or subsidiary which maintains its headquarters or principal place
of
business within West Virginia employing a
minimum
of
one hundred state residents
who
certifies that, during the life
of
the contract, on average at least
75 of
the
employees
or
Bidder's affiliate's
or
subsidiary's employees are residents of West Virginia who have resided in the state
continuously for the two years immediately preceding submission
of
this bid; or,
4
Application
is
made
for
5 resident
vendor
preference
for the
reason checked
:
Bidder meets eitherthe requirementof both subdivisions (1) and (2)
or
subdivision (1) and (3) as stated above; or,
5.
Application is made
for 3.5
resident vendor preference who is
a
veteran
for
the reason checked:
Bidder s
an
individual resident vendorwho s aveteran
of
he United States armed forces, the reserves
or
he National Guard
and has resided in
West
Virginia continuously for the four years immediately preceding the date on which the bid is
submitted; or,
6
Application is
made
for
3.5 resident
vendo
r
preference
who
is
a
veteran
for
the reason checked:
Bidder is a resident vendor who
is
a veteran
of
the United States armed forces, the reserves or the National Guard, if, for
purposes of producing or distributing the commodities or completing the project which is the subject
of
the vendor's bid and
continuously over the entire term of the project,
on
average at least seventy-five percent
of
the vendor's employees are
residents of West Virginia
who
have
re
sided in the state continuously for the two immediately preceding years.
7
Application
is
made
for
preference as
a non-resident
small,
women-
and minority-owned business, in accor
dance
with
West Virginia Code
§5A-3-59 and
West Virginia Code
o
State Rules.
Bidder has been
or
expects to be approved prior to
co
ntract award by the Purchasing Division as a certified small, women
and minority-owned business.
Bidder understands if the Secretary of Revenue determines that a Bidder receiving preference has failed to continue to meet the
requirements
for
such preference, the Secretary
may order
the Director
of Pur
chasing
to
: (a) reject the bid;
or
(b) assess a penalty