EVALUATION

Norfolk Police Department Records Management System

Information Technology

20800

Project ID: 10380-0-2025/ML

Release Date: Tuesday, November 19, 2024

· Due Date: Friday, December 20, 2024 2:00pm

Posted Tuesday, November 19, 2024 3:23pm

All dates & times in Eastern Time

Question & Answer

Questions and clarifications about the project

The question submission deadline has passed. No more questions can be submitted.

1. StateRamp Requirements Nov 25 2024 at 12:15 PM

Anonymous Nov 25 2024 at 12:15 PM
User information is private
Will the City of Norfolk accept SOC2 compliance in place of StateRamp
Dec 3 2024 at 11:24 AM
City of Norfolk
Vendor should complete the matrix with their capabilities.

2. Jail Software Nov 25 2024 at 12:17 PM

Anonymous Nov 25 2024 at 12:17 PM
User information is private
Will the new RMS be transferring and data to a Jail software system. If so, what data and who is the Jail vendor ?
Dec 3 2024 at 11:24 AM
City of Norfolk
No

3. Go-Live Support Nov 25 2024 at 2:42 PM

Anonymous Nov 25 2024 at 2:42 PM
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With regards to Go-Live onsite support - how many days does the city expect for our team to be onsite for go-live ?
Dec 3 2024 at 11:24 AM
City of Norfolk
Vendor should respond with their recommendations.

4. Mock Go-Live Nov 25 2024 at 2:44 PM

Anonymous Nov 25 2024 at 2:44 PM
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Would the city like to entertain a Mock-Go Live feature/practice Go Live prior to actual Go-Live
Dec 3 2024 at 11:24 AM
City of Norfolk
This is a good idea; please respond with your recommendations.

5. Attachment I Technical Requirements, Interfaces, 37. AutoCAD Nov 25 2024 at 4:06 PM

Anonymous Nov 25 2024 at 4:06 PM
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Will the City please describe the workflow for the desired Records/AutoCAD integration?
Dec 6 2024 at 9:56 AM
City of Norfolk
Vendor should complete the matrix with their capabilities

6. Attachment I Technical Requirements, Interfaces, 40. Livescan Nov 25 2024 at 4:08 PM

Anonymous Nov 25 2024 at 4:08 PM
User information is private
Will the City please describe the workflow for the desired Records/Livescan integration and provide the Livescan vendor, if possible?
Dec 6 2024 at 9:56 AM
City of Norfolk
Vendor should complete the matrix with their capabilities

7. Attachment I Technical Requirements, Interfaces, 44. Ability to interface with city billing systems Nov 25 2024 at 4:09 PM

Anonymous Nov 25 2024 at 4:09 PM
User information is private
Will the City please describe the workflow for the desired Records/Billing system(s) integration and provide the quantity and type of systems, if possible?
Dec 6 2024 at 9:56 AM
City of Norfolk
Vendor should complete the matrix with their capabilities

8. Attachment I Technical Requirements, Interfaces, 42. TREDS (web application administered by VA DMV) Nov 25 2024 at 4:10 PM

Anonymous Nov 25 2024 at 4:10 PM
User information is private
Will the City please describe the workflow for the desired Records/TREDS integration?
Dec 6 2024 at 9:56 AM
City of Norfolk
Vendor should complete the matrix with their capabilities

9. RFP 10380-0-2025/ML, Section I, C. Scope of Services Nov 25 2024 at 4:15 PM

Anonymous Nov 25 2024 at 4:15 PM
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Does the City desire data conversion or alternate archive query capability with the existing datasets in use?
Dec 3 2024 at 11:24 AM
City of Norfolk
Full data conversion. Maintaining an archive system will increase the support efforts exponentially and will not give full investigative abilities to detectives and crime analysts.

10. RFP 10380-0-2025/ML, Section I, C. Scope of Services Nov 25 2024 at 4:16 PM

Anonymous Nov 25 2024 at 4:16 PM
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For RMS data conversion, will the City please: • Provide the quantity and sizes (in GB or TB) of existing databases and datasets in use? • Detail the Hexagon data source RDMS (Relational Database Management System) type (i.e. SQL Server, Oracle, etc.)? • Detail how many years of data in the Hexagon RMS system the City would like converted? • Provide the total number of tables in the Hexagon RMS database? • Provide the total number of tables in the Hexagon RMS database with greater than 10,000 records? • Detail the modules desired for conversion: Masters, Cases/Incidents, Calls for Service, Property/Evidence, Mugshots, Attachments, Arrests, Warrants, Citations, Field Interviews, Civil, Crash, Holding Facility, Other, etc.)? • Detail any additional module specific data sets which need to be imported from systems other than the prior Records system (e.g. third-party evidence systems, ecitations/ecrash systems, warrants systems, pawn databases, etc.)? • Detail for each data source, if possible, the amount of attachment data and whether it is included in the database size already requested, or if it resides on separate storage?
Dec 3 2024 at 11:24 AM
City of Norfolk
• Provide the quantity and sizes (in GB or TB) of existing databases and datasets in use? WebRMS: 220.8Gb NIBRS: 154.8Gb (probably shrinkable to under 5Gb) • Detail the Hexagon data source RDMS (Relational Database Management System) type (i.e. SQL Server, Oracle, etc.)? MS SQL Server. • Detail how many years of data in the Hexagon RMS system the City would like converted? All (25+) • Provide the total number of tables in the Hexagon RMS database? WebRMS: Data Tables 739 (?) Sequence Number Tables: 555 NIBRS: Data Tables 90 • Provide the total number of tables in the Hexagon RMS database with greater than 10,000 records? WebRMS: 210 NIBRS: 27 • Detail the modules desired for conversion: Masters, Cases/Incidents, Calls for Service, Property/Evidence, Mugshots, Attachments, Arrests, Warrants, Citations, Field Interviews, Civil, Crash, Holding Facility, Other, etc.)? Explain “Detail”. This could involve release of Hexagon proprietary information to competitors. • Detail any additional module specific data sets which need to be imported from systems other than the prior Records system (e.g. third-party evidence systems, ecitations/ecrash systems, warrants systems, pawn databases, etc.)? Property and Evidence: Internal to WebRMS Warrants: Internal to WebRMS E-Citations: Not Used (Currently) E-Crash: TREDS (State Run), Hexagon developed interface to WebRMS Pawn: Leads Online (not integrated or interfaced with WebRMS) CopLogic: Online incident entry for Norfolk Citizens. Web application administered by Lexis Nexus. LiveScan: State sponsored system for Fingerprints with connection to RMS. LinX: Extract and Upload to NCIS LinX database. CarFax: We developed a stand-alone program that accesses our RMS database to extract the requested accident data fields and creates a .csv file. We have a scheduled task on our “COMM” server that runs daily and executes the extract file creation program. When the file is created, the task then initiates the upload using software supplied by CarFax.

11. Police RMS RFP Nov 25 2024 at 4:31 PM

Anonymous Nov 25 2024 at 4:31 PM
User information is private
1. Is the budget for this project public? If so, what is it? 2. How is this being funded? If through a grant, the name of the grant. 3. May we get further details on the following interfaces: a. Hexagon CAD 9.4 b. AutoCAD c. Informer v09.04 or later d. TREDS (web application administered by VA DMV) e. Ability to interface with City billing systems
Dec 6 2024 at 9:56 AM
City of Norfolk
Budget and funding information is not available. As for interfaces, the vendor should complete the matrix with their capabilities

12. RFP 10380-0-2025/ML, Section I, D. System Implementation Nov 25 2024 at 4:38 PM

Anonymous Nov 25 2024 at 4:38 PM
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Does the City have a team dedicated as trainers who will be responsible for training the remainder of the staff that do not attend the vendor-provided training, or is it expected that the vendor will train all staff?
Dec 3 2024 at 11:24 AM
City of Norfolk
The vendor should include the number of training sessions in their proposal, and also provide their recommendations for training process.

13. RFP 10380-0-2025/ML, Section I, D. System Implementation Nov 25 2024 at 4:42 PM

Anonymous Nov 25 2024 at 4:42 PM
User information is private
Will the City please provide the number of users to be trained by the vendor in the following roles: • Field Officers (report entry)? • Investigations (report entry, case management)? • Records Staff? • Records - Property and Evidence? • Records - Civil Process, if applicable? • Records - Warrant Process, if applicable?
Dec 3 2024 at 11:24 AM
City of Norfolk
We don’t differentiate in training in those areas. We have currently 530 officers and approximately 80 civilians that would be trained in these areas. Full staff it would be 750 officers and 80 civilians

14. RFP 10380-0-2025/ML, Section IV, D. Format of Proposals Nov 25 2024 at 4:46 PM

Anonymous Nov 25 2024 at 4:46 PM
User information is private
The RFP states in reference to Attachment I, “The proposal shall highlight the technical requirements capabilities by indicating whether they are implemented solely by the company or by partnering and collaborating with other companies offering the specific requested functions.” Will the City accept one comprehensive response to this requirement in lieu of a separate response for each technical requirement in Attachment I?
Dec 3 2024 at 11:24 AM
City of Norfolk
No, the City prefers individual responses to the matrix items

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