978-A-23-7042-C

**STATE OF CONNECTICUT**

**REQUEST FOR PROPOSAL FOR**

**AN INFORMATION TECHNOLOGY ASSESMENT**

**FOR THE**

**DEPARTMENT OF PUBLIC SAFETY INFORMATION SYSTEMS**

A vendors' conference will be held on Tuesday, January 27, 1998

> at 2:00 PM EST [SHARP]{.underline} in the First Floor Meeting Room,
> Connecticut Office of Adult Probation, 2275 Silas Deane Highway, Rocky
> Hill, CT.
>
> Vendors planning to attend should contact William Loveridge
>
> at (860) 418-6319 or Internet E-Mail at
>
> <william.loveridge@po.state.ct.us>
>
> no later than 4:00 PM EST
>
> on Friday, January 23,1998
>
> **PROPOSAL DUE DATE: 10:30 AM SHARP EST**
>
> **On *Wednesday February 25,1998***
>
> Proposals must be delivered to:
>
> Chief Information Officer
>
> Attn: Purchasing Division
>
> Connecticut Department of Information Technology
>
> 340 Capitol Avenue, Room 254
>
> Hartford, Connecticut 06106-1497

THIS RFP IS ISSUED BY:

> Purchasing Division
>
> Department of Information Technology
>
> State of Connecticut
>
> 340 Capitol Avenue, Room 254
>
> Hartford, Connecticut 06106-1497

RFP Contact: Donald J. Maloney, Director

> Voice Telephone: (860) 566-4036
>
> Facsimile Telephone: (860) 566-2648

**[Table of Contents]{.underline}**

1\. Introduction [1](#introduction)

1.1 Objectives [1](#objectives)

1.2 Background [1](#background)

1.3 Current Environment [2](#current-environment)

2\. Required Information [3](#required-information)

2.1 Vendor Qualifications [3](#vendor-qualifications)

2.1.1 Team Organization [3](#team-organization)

2.1.2 Team Experience [3](#team-experience)

2.2 Project Approach [3](#project-approach)

2.2.1 Description of Project Approach
[3](#description-of-project-approach)

2.2.2 Project Plan [4](#project-plan)

2.2.3 Pricing Information [4](#pricing-information)

2.3 Evaluation. [4](#evaluation.)

2.4 Award [4](#award)

3\. STIPULATED ADMINISTRATIVE REQUIREMENTS
[5](#stipulated-administrative-requirements)

3.1 Vendor Instructions [5](#vendor-instructions)

3.1.1 Conformity to Instructions [5](#conformity-to-instructions)

3.1.2 Proposal Responses to this RFP
[5](#proposal-responses-to-this-rfp)

3.1.3 Vendors Not Submitting Proposals
[5](#vendors-not-submitting-proposals)

3.1.4 Identifying RFP Communications
[5](#identifying-rfp-communications)

3.1.5 Proposal Delivery [5](#proposal-delivery)

3.1.6 Vendor Questions and State Replies
[5](#vendor-questions-and-state-replies)

3.1.7 Validation of Pricing [6](#validation-of-pricing)

3.1.8 Acceptance of Stipulated Administrative Requirements
[6](#acceptance-of-stipulated-administrative-requirements)

3.1.9 Deviating from RFP Specifications
[6](#deviating-from-rfp-specifications)

3.1.10 Exclusion of Taxes from Prices
[6](#exclusion-of-taxes-from-prices)

3.1.11 Vendor Contact(s) [6](#vendor-contacts)

3.1.12 Proposal Copies [6](#proposal-copies)

3.1.13 Validation of Proposal Offerings
[7](#validation-of-proposal-offerings)

3.1.14 Proposal Completeness [7](#proposal-completeness)

3.1.15 Restrictions on Contacts with State Personnel
[7](#restrictions-on-contacts-with-state-personnel)

3.2 RFP Conditions [7](#rfp-conditions)

3.2.1 Exclusion from Follow-on Contracts
[7](#exclusion-from-follow-on-contracts)

3.2.2 Amendment or Cancellation of RFP
[7](#amendment-or-cancellation-of-rfp)

3.2.3 Proposal Modifications [7](#proposal-modifications)

3.2.4 Control of RFP Events and Timing
[7](#control-of-rfp-events-and-timing)

3.2.5 Proposal Expenses [7](#proposal-expenses)

3.2.6 Acceptance or Rejection of Proposals
[8](#acceptance-or-rejection-of-proposals)

3.2.7 Ownership of Proposals [8](#ownership-of-proposals)

3.2.8 Oral Agreements or Arrangements
[8](#oral-agreements-or-arrangements)

3.2.9 Vendor Misrepresentation or Default
[8](#vendor-misrepresentation-or-default)

3.2.10 Waiver of Liability for References
[8](#waiver-of-liability-for-references)

3.2.11 Conformance of Awards with State Statutes
[8](#conformance-of-awards-with-state-statutes)

3.2.12 Award Preference to State Vendors
[8](#award-preference-to-state-vendors)

3.2.13 Erroneous Awards [8](#erroneous-awards)

3.2.14 Registration at Connecticut Secretary of the State
[8](#registration-at-connecticut-secretary-of-the-state)

3.2.15 Joint Ventures [8](#joint-ventures)

3.2.16 Independent Price Determination
[8](#independent-price-determination)

3.2.17 Offer of Gratuities [9](#offer-of-gratuities)

3.2.18 Inspection of Records [9](#inspection-of-records)

3.2.19 Collusion [9](#collusion)

3.2.20 Freedom of Information [9](#freedom-of-information)

4\. TYPICAL ACTIVITIES CONDUCTED AFTER RFP ISSUE
[10](#typical-activities-conducted-after-rfp-issue)

4.1 Vendors' Conference [10](#vendors-conference)

4.2 Procurement Reference Library [10](#procurement-reference-library)

4.3 Vendor Questions and State Replies
[11](#vendor-questions-and-state-replies-1)

4.4 Review RFP Responses [11](#review-rfp-responses)

4.5 Evaluate Responses [11](#evaluate-responses)

4.6 Vendor Interviews [11](#vendor-interviews)

4.7 RFP Awards Using Existing Agreements
[11](#rfp-awards-using-existing-agreements)

4.8 Notification of Awards [11](#notification-of-awards)

5\. SPECIFICATIONS FOR REQUIRED SERVICES
[12](#specifications-for-required-services)

5.1 Required Services [12](#required-services)

5.1.1 Information Technology Review [12](#information-technology-review)

5.1.2 Information Technology Evaluation
[13](#information-technology-evaluation)

5.1.3 Information Architecture Development
[13](#information-architecture-development)

5.1.4 Information Technology Plan Development
[14](#information-technology-plan-development)

5.1.5 Implementation Planning [14](#implementation-planning)

5.1.6 Technical Assistance [14](#technical-assistance)

6\. PRICING INFORMATION [15](#pricing-information-1)

6.1 Billing [15](#billing)

6.2 Payment [15](#payment)

6.3 Labor Rates [15](#labor-rates)

7\. Consultants Agreement 17

7.1 Master Consultants Agreement 17

Appendix A

State of Connecticut Guidelines for the Development of the

1996 Agency Information Technology Plan

Appendix B

State of Connecticut

Department of Information Technology

Purchasing Division

Master Consultants Division

# Introduction

## Objectives

The Department of Information Technology (DOIT), on behalf of the
Department of Public Safety (DPS), is seeking proposals for a vendor to
perform Information Technology Assessment Services to perform the
following activities:

-   Review current intra-agency information technology systems

-   Evaluate these systems and future plans for technology usage

-   Determine how these systems will fit into the state-wide criminal
    justice information system (CJIS)

-   Provide recommendations for a comprehensive information technology
    architecture that includes an information management model,

-   Define system integration projects

-   Develop a master implementation plan for all DPS information
    technology projects.

Although more than one individual from the vendor's firm may be involved
in the project, a primary project manager must be designated.

## Background

In October of 1993, a comprehensive study regarding the direction the
state should take in developing an integrated Criminal Justice
Information System (CJIS) was presented to the CJIS Policy Board. The
study reiterated the fact that Connecticut's criminal justice agencies
have historically utilized and maintained data in their own, separate
systems, though each has data which must be shared by all justice
agencies. The recommendation was that an Offender Based Tracking System
(OBTS) be developed as the kingpin in the master plan for a
state-of-the-art CJIS. The CJIS/OBTS is to be a mutually developed
interagency approach to data sharing and utilization, incorporating the
functional needs and security requirements of each agency.

The CJIS Policy Board decided:

1.  The CJIS will be active, automatically share data between agencies
    and provide agency interconnectivity.

2.  There will be a database of common offender data.

3.  There will be two application "hubs", one at DAS/CATER, the other at
    the Judicial Division.

The master plan builds upon present and planned computer systems
projects in all the state's criminal justice agencies. These agencies
include the Departments of Public Safety, Corrections and Motor
Vehicles; the Judicial Branch and Judicial Agencies; Division of
Criminal Justice; Division of Public Defender Services; Municipal Police
and others. The Department of Public Safety has ultimate responsibility
for the development and operation of some of the larger CJIS modules.
Among these are the automated fingerprint identification system (AFIS),
the computerized criminal history system (CCH) and the Uniform Crime
Report (UCR)/National Incident Base Reporting System (NIBRS). The
Department is also responsible for the administration and technical
support to the Connecticut On-Line Law Enforcement Communications
Teleprocessing System (COLLECT), serving NCIC and NLETS.

There are also several systems in various stages of planning and
development within the agency that although geared more directly toward
the enhancement of DPS operations, have an indirect impact on the
overall CJIS. These include (among others) the Connecticut
Telecommunication System (CTS) and the weapons permit system.

It is critical that all systems destined to be a part of the larger
CJIS/OBTS be planned and designed with the needs of the entire criminal
justice community in mind and developed using the appropriate advanced
technologies. This not only holds true for the larger interagency
systems but also for intra-agency development.

## Current Environment

The diagram below illustrates the current status of DPS intra-agency
data communications.

![](media/image1.wmf)

# Required Information

Items specifically required in response to this Request for Proposal
(RFP) include:

## Vendor Qualifications

Provide a statement describing the vendor organization's overall
qualifications to successfully carry out a project of this nature and
scope. Additionally, the following items **must** be addressed:

### Team Organization

Vendor **must** provide an organization chart for the proposed project
team, which indicates both the title and the specific name of each
person who will be involved with this project. Vendor **must** include
resumes of each individual listed on the organization chart and the
percentages of time (as a percentage of project time and of their normal
workweek) they will be involved on the project. The names of any
sub-contractors, their resumes, a statement indicating sub-contractor
status and the percent of time they will be involved with the project
**must** also be included. All resumes should be written in such a way
as to illustrate experience which is current and relevant to successful
completion of this project.

### Team Experience

Selected vendor **must** have prior information technology assessment
experience.

Describe two such projects and provide references for each including
date completed, contact name, and daytime phone number. The references
supplied in response to this question should reflect the experience of
the proposed team members. If proposed team members were not involved in
the referenced project(s), describe your plan for transferring the
knowledge gained to the project team.

## Project Approach

### Description of Project Approach

\- Provide a detailed but concise description of your approach to this
project. Include a description of the tasks required for each area and
the time required for their completion. This description should address
but is not limited to the following:

-   **Project Initiation** - Describe your approach for beginning this
    project.

-   **Information Technology Review** - Describe your approach for
    reviewing current intra-agency information technology systems.

-   **Information Technology Evaluation -** Describe your approach for
    evaluating these current systems and any existing plans for systems,
    as well as proposing future system plans for technology usage.

-   **System Integration Planning** - Describe your approach for
    determining how all these systems will fit into the Statewide
    Criminal Justice Information System (CJIS).

-   **Information Architecture Development** - Describe your approach
    for providing recommendations for a comprehensive information
    technology architecture that includes an information management
    model.

-   **Project Definition** - Describe your approach for defining system
    integration projects.

-   **Implementation Planning** - Describe your approach for developing
    a master implementation plan for all DPS information technology
    projects.

-   **Quality Assurance** - Describe your approach for providing quality
    assurance during all phases of this project. Include a description
    of your quality assurance processes.

### Project Plan

Provide a project plan that indicates how you will develop the required
deliverables and services. This plan must address the following:

-   Tasks to be performed (within phase as applicable),

-   Number of hours each task will require,

-   Deliverables created by each task,

-   Dates by which each task will be completed (dates should be
    indicated in terms of elapsed time from project inception),

-   Resources assigned to each task, and

-   Required State agency support.

### Pricing Information

Provide pricing information as described in Section 6 - PRICING
INFORMATION.

## Evaluation.

A technical committee composed of designated state employees, including
representatives from DPS and other CJIS related agencies, will evaluate
these responses and select the best qualified responses from all
proposals received. The best-qualified vendors may then be required to
participate in vendor interviews with the State.

## Award

As a result of the evaluation process, if the proposal of a given vendor
is found to be the most cost effective, the State will select that
vendor's proposal for implementation. If no proposal is found to be
acceptable, the State reserves the right to fulfill its requirements in
any manner in which, in its administrative judgment, best serves the
interests of the State.

# STIPULATED ADMINISTRATIVE REQUIREMENTS

## Vendor Instructions

### Conformity to Instructions

Vendors **must** conform with all RFP instructions and conditions,
including all attachments and appendices, when responding to this RFP.
The State, as its discretion, may reject any non-conforming vendor
proposal or response.

### Proposal Responses to this RFP

Vendors desiring to participate in this RFP **must** submit proposal
responses with the format and content as outlined.

### Vendors Not Submitting Proposals

Vendors that are provided a copy of the RFP and that decide
[not]{.underline} to offer a proposal to the State are asked to submit a
negative written reply to verify their receipt and considerations of the
RFP.

### Identifying RFP Communications

All proposals submitted to the State in response to this RFP **must** be
submitted in writing in sealed envelopes or cartons clearly identifying
this RFP (i.e., *\[RFP 978-A-23-7042-C\]* DPS Information Technology
Assessment), the applicable response due date and time, the name and
address of the originating vendor, and an indication of the envelope
contents (e.g., "PROPOSAL" or "NEGATIVE RESPONSE). Any material received
that does not so indicate its RFP related content will be opened as
general mail.

### Proposal Delivery

[Proposals]{.underline} **must** be delivered to:

> Chief Information Officer
>
> Attn: Purchasing Division
>
> Connecticut Department of Information Technology
>
> 340 Capitol Avenue, Room 254
>
> Hartford, Connecticut 06106-1497

Proposals **must** be delivered to the above address no later than the
time and date indicated on the cover sheet of this request for proposal
(RFP). Bids received after this date and/or time will not be accepted
for consideration by the State. Failure of the postal service, a courier
or any other service to deliver a vendor's proposal by the above date
and time will **not** be considered as a condition for exception.

### Vendor Questions and State Replies

The Department of Information Technology (DOIT) will reply to any
[written]{.underline} vendor questions received no later than ten (10)
business days prior to the response due date. Questions should be
addressed to:

> William Loveridge
>
> DOIT Information Services Specialist
>
> Policy Development and Planning Division
>
> Connecticut Office of Policy and Management
>
> 450 Capitol Ave. MS#52CPD
>
> PO Box 341441
>
> Hartford, Connecticut 06134-1441
>
> Facsimile Telephone: 860/418-6496

At the discretion of the State, copies of pertinent questions and
related replies will be distributed to all vendors originally issued a
copy of the RFP. When the response due date constraints dictate, the
State replies may be orally communicated to vendors.

### Validation of Pricing

Vendors must agree that the proposal remains valid for a period of 120
days after the closing date for submission of proposals and may be
extended beyond that time by mutual agreement.

### Acceptance of Stipulated Administrative Requirements

Vendor proposals **must** include unequivocal statements accepting the
Stipulated Administrative Requirements of this RFP (including all
attachments and appendices) and **must** reflect compliance with such
requirements. Any failure to do so may result in the State's rejection
of any non-complying proposal, or portion thereof.

### Deviating from RFP Specifications

The State may reject any vendor proposal, or portion thereof, reflecting
significant deviation from the specifications of this RFP. Vendors
submitting proposals with any minor deviations should identify and fully
justify such deviations for State consideration.

### Exclusion of Taxes from Prices

The State of Connecticut is exempt from the payment of excise and sales
taxes imposed by the Federal Government and/or the State. Vendors remain
liable, however, for personal property taxes levied by municipalities
upon any/all property leased to the State.

### Vendor Contact(s)

The proposal should provide the name, title, address, and telephone
number of the vendor contact person(s) responsible for clarifying
proposal content and for approving any agreement (or agreement
amendment) with the State.

### Proposal Copies

Any vendor responding to this RFP should submit an original and ten (10)
copies of the proposal. Pages should be numbered by section, for ease of
reference, and be typed on 8 1/2 x 11-inch paper.

### Validation of Proposal Offerings

The State considers proposals as binding commitments, which the State
may include, by reference, into any agreement with a vendor. Therefore,
each vendor proposal **must** be validated by signature of a person
having such authority to commit the company, and the signer's authority
in this regard **must** be authenticated by a signed statement to that
effect by an appropriate higher level company official.

In executing any vendor agreement pursuant to this RFP, the authority
for a corporation to enter into agreements will be required along with a
corporate authority (or resolution) authorizing a person to act on
behalf of the corporation.

### Proposal Completeness

To be acceptable, proposals should contain all requested information and
required statements. Such information and statement should be in the
form requested by this RFP. Vendor proposals should submit "none" or
"not applicable" responses to any RFP question or information request,
when such a response is the only appropriate response.

### Restrictions on Contacts with State Personnel

From the date of the RFP issuance until Contract Award, all contacts
with personnel employed by or under contract with the State that are
associated with this project are restricted. No prospective vendor shall
approach any such personnel in regard to this RFP unless otherwise
provided in the RFP.

## RFP Conditions

### Exclusion from Follow-on Contracts

The selected project manager vendor will be excluded from bidding on all
follow-on work relating to OBTS development and implementation or for
any activity for which the vendor will be required to develop an RFP.

### Amendment or Cancellation of RFP

The State reserves the right to amend or cancel the RFP at any time if
the best interest of the State requires such action.

### Proposal Modifications

No additions or changes to any vendor's proposal will be allowed after
the proposal due date unless such modification is specifically requested
by the State.

### Control of RFP Events and Timing

Timing and sequence of events resulting from this RFP will be determined
by the State.

### Proposal Expenses

The State of Connecticut assumes no liability for payment of any
expenses incurred by any vendor in responding to this RFP.

### Acceptance or Rejection of Proposals

The State reserves the right to accept or reject any or all proposals
submitted for consideration in whole or in part; and to waive technical
defects, irregularities or omissions, if, in its judgment, the best
interest of the State will be served.

### Ownership of Proposals

All proposals submitted in response to this RFP shall become the sole
property of the State.

### Oral Agreements or Arrangements

Any alleged oral agreement or arrangement made by a vendor with any
State agency or employee will be disregarded in any State proposal
evaluation or associated award.

### Vendor Misrepresentation or Default

The State shall reject the proposal of any vendor and void any award
resulting from this RFP to a vendor who materially misrepresents any
product or defaults on any State contract.

### Waiver of Liability for References

Vendors shall not hold their stated references liable for any loss or
non-award of contract resulting from the referenced firm's provision of
relevant information to the State.

### Conformance of Awards with State Statutes

Any award and/or contract resulting from this RFP **must** be in full
conformance with State of Connecticut statutory and regulatory
requirements.

### Award Preference to State Vendors

All things being equal, preference will be given to resident vendors of
the State. The same applies to American as compared to "foreign" vendors
and products.

### Erroneous Awards

The State reserves the right to correct inaccurate awards resulting from
its clerical errors.

### Registration at Connecticut Secretary of the State

Any contractual agreement resulting from this RFP **must** be contingent
upon a currently valid vendor registration to do business in the State
of Connecticut being on file at the Connecticut Secretary of the State's
Office, Commercial Recording Division.

### Joint Ventures

Proposals requesting joint ventures between vendors will not be
accepted. The State will only enter into a contract with a prime
contractor who will be required to assume full responsibility for the
delivery of the services identified in this RFP whether or not the
services are provided by the prime contractor.

### Independent Price Determination

The vendor warrants, represents, and certifies that in connection with
this RFP the following requirements have been met:

-   The costs proposed have been arrived at independently, without
    consultation, communication, or agreement for the purpose of
    restricting competition as to any matter relating to such process
    with any other organization or with any competitor.

-   Unless otherwise required by law, the vendor on a prior basis has
    not knowingly disclosed the costs quoted directly or indirectly to
    any other organization or to any competitor.

-   No attempt has been made or will be made by the vendor to induce any
    other person or firm to submit or not to submit a proposal for the
    purpose of restricting competition.

### Offer of Gratuities

The vendor warrants, represents, and certifies that no elected or
appointed official or employee of the State of Connecticut has or will
benefit financially or materially from this procurement. Any contract
and/or award arising from this RFP may be terminated by the State if it
is determined that gratuities of any kind were either offered to or
received by any of the aforementioned officials or employees from the
vendor, the vendor's agent or the vendor's employee(s).

### Inspection of Records

The vendor will prepare and maintain all financial records and records
of services performed as are necessary to substantiate claims for
payment under this award/contract. The Auditors of Public Accounts,
State of Connecticut or their duly authorized representatives, shall
have the right at reasonable times, upon reasonable notice to the
vendor, to examine all books, records, and other compilations of data
which pertain to the performance and/or charges applicable to the
provisions and requirements of this award/contract. The vendor will
preserve and make available such books, records and data for a period of
three years from the date of final payment under this award/contract.
The vendor will further retain documents which are pertinent to any
adjudicatory proceedings or appeals commenced during the three year
period or until such proceedings have reached final disposition.

### Collusion

By responding, the vendor implicitly states that the proposal is not
made in conjunction with any competing vendor submitting a separate
response to this RFP and that it is in all respects fair and without
collusion or fraud.

### Freedom of Information

Due regard will be given for the protection of proprietary information
contained in all proposals received; however, vendors should be aware
that all materials associated with the procurement are subject to the
terms of the Freedom of Information Act, the Privacy Act and all rules,
regulations and interpretations resulting therefrom. It will not be
sufficient for vendors to merely state generally that the proposal is
proprietary in nature and not therefore subject to release to third
parties. Those particular sentences, paragraphs, pages or sections which
a vendor believes to be proprietary and of a trade secret nature
**must** be specifically identified as such. Convincing explanation and
rationale sufficient to justify each exemption from release consistent
with Section 1-19 of the Connecticut General Statutes **must** accompany
the proposal. The rationale and explanation **must** be stated in terms
of the prospective harm to the competitive position of the vendor that
would result if the identified material were to be released and the
reasons why the materials are legally exempt from release pursuant to
the above cited statute. Between the vendor and the State, the final
administrative authority to release or exempt any or all material so
identified rests with the State. **All such material should be submitted
in a separate sealed envelope and marked "CONFIDENTIAL."**

# TYPICAL ACTIVITIES CONDUCTED AFTER RFP ISSUE

## Vendors' Conference

A vendors' conference will be held on Tuesday,January 27,1998 at 2:00 PM
EST [SHARP]{.underline} in the First Floor Meeting Room, Connecticut
Office of Adult Probation, 2275 Silas Deane Highway, Rocky Hill,
Connecticut. Vendors planning to attend should contact William Loveridge
by phone at (860) 418-6319 or by Internet E-mail at
<william.loveridge@po.state.ct.us> no later than 4:00 PM EST on Friday,
January 23, 1998. Advice on any changes to the meeting arrangements will
be made to those who register their intention in attending the vendor\'s
conference.

It is requested that no more than three representatives for each vendor
attend. Any/all questions raised at the vendors' conference may be
answered verbally; however, responses will not be official until a
written reply is issued through the Department of Information Technology
(DOIT).

## Procurement Reference Library

A Procurement Reference Library has been established at:

> Office of Policy and Management
>
> Policy Development and Planning Division
>
> 450 Capitol Avenue, 2nd Floor
>
> Hartford, Connecticut

The following items will be included and be available for review in the
library:

-   DPS YR2000 System Review Documentation

```{=html}
<!-- -->
```
-   Review by TASC of State COLLECT communication System.

-   DPS Business Plan and/or other applicable documents

-   DPS Agency Information Technology Plan (Technology, Networking)

-   MAXIMUS CJIS/OBTS Plan and any follow-up activities

The Procurement Reference Library will be available to vendors **by
appointment only.**

Copying of reference information **will** be permitted. Vendors will be
required to pay \$.25 per single sided page beyond the first 10 pages
(which will be copied free of charge). Some documents are reproduced and
available for a fee. Checks shall be made payable to the Treasurer,
State of Connecticut.

Vendors will observe the following rules for access/use of the library:

> Vendors **must** schedule appointments for use of the library by
> calling William Loveridge, the contact person, at (860) 418-6319.
>
> The library will be available Monday through Friday from 9:00 AM to
> 4:00 PM except on State of Connecticut holidays.
>
> Appointments may be scheduled for half-day intervals beginning five
> days after RFP issue through the day prior to the proposal due date.
>
> Should a vendor be unable to keep the appointment, the vendor shall
> notify the contact person prior to the scheduled appointment. Vendors
> will be limited to three representatives per session.
>
> Reference materials may not be removed from the procurement library,
> and a review of all library materials will be conducted prior to the
> vendor's leaving the facility.

## Vendor Questions and State Replies

The Department of Information Technology (DOIT) will reply to any
[written]{.underline} vendor questions received no later than ten (10)
business days prior to the response due date. Communication should be
identified in accordance with section 3.1.6. At the discretion of the
State, copies of pertinent questions and related replies will be
distributed to all vendors originally issued a copy of the RFP. No
questions from vendors will be entertained directly by CJIS personnel.
When the response due date constraints dictate, the State replies may be
orally communicated to vendors.

## Review RFP Responses

The State will open only those proposals received by the date and time
specified. Proposals received after the due date will be rejected from
further consideration. Each proposal will be reviewed for vendor
compliance with the instructions and conditions applicable to this RFP.
The State, at its option, may seek vendor retraction or clarification of
any discrepancy and/or contradiction found during its review of
proposals. The State will evaluate only proposals complying with the
administrative requirements of the RFP.

## Evaluate Responses

The State will evaluate requested proposal information (including that,
which is appended, attached and/or enclosed) against [all]{.underline}
RFP requirements by using criteria and pre-established.

## Vendor Interviews

The State may request interviews with the vendors found to be most
qualified during initial response review.

## RFP Awards Using Existing Agreements

If a vendor award can be made under the terms and conditions of an
existing Master Agreement between the vendor and the State, further
contractual efforts normally are not required.

## Notification of Awards

The State will notify vendors who submit proposals as to any award
issued by the State as a result of this RFP.

# SPECIFICATIONS FOR REQUIRED SERVICES

## Required Services

The specific services required within this RFP are detailed below:

### Information Technology Review

Document overall agency philosophy, status and direction regarding
utilization of technology.

#### Interviews

At a minimum, the vendor must conduct interviews with the following
personnel to ascertain overall business and information technology
direction:

-   Commissioner, DPS

-   Deputy Commissioner, Fire, Emergency and Building Services

-   C.O., Office of Field Operations

-   C.O., Office of Administrative Services

Additionally, the vendor must conduct interviews with key managers and
staff responsible for specific projects (approximately fifteen to twenty
individuals) within DPS and the CJIS community.

***[Deliverable]{.underline}*** - Formalized notes, results of any
questionnaires and any other documentation generated as a result of the
interview process

#### Documentation Review

Review DPS systems/documents. Areas to be reviewed include (but are not
necessarily limited to) the following:

-   AFIS - including RI interface, NE interface, FBI interface and
    in-state remote/live-scan options.

-   CCH - including interface with AFIS, On-line Booking, and other
    NCHIP initiatives.

-   COLLECT - review of TASC document.

-   CTS - review project to date, all related documentation including
    800 MHz and Microwave RFP's and responses.

-   DPS Business Plan and/or other applicable documents

-   DPS Agency Information Technology Plan (Technology, Networking)

-   State-wide Intelligence Sharing System

-   MAXIMUS CJIS/OBTS Plan and any follow-up activities

-   NCIC 2000

-   Pistol permit system

-   UCR/NIBRS

-   OBTS

-   CJIS projects in other agencies

-   Other DPS systems proposals, including but not limited to e-mail

    ***[Deliverable]{.underline}*** - None

### Information Technology Evaluation

Review the current DPS data processing systems, the systems and
communications architecture, and the staffing structure, for all DPS
functions and external functions related to CJIS.

***[Deliverable]{.underline}*** - Current Information Technology
Assessment. Document existing system structure within DPS and the system
structure currently planned for the CJIS using the diagram formats in
the State of Connecticut Guidelines for the Development of the 1996
Agency Information Technology Plan. Document current information
technology products using the Agency-wide Information Technology
Standards format specified in the IT plan guidelines. Document existing
IT support staff using the IT Support Summary and Organization Chart
Codes table format from the IT plan guidelines. This document must
identify areas where duplication of effort is evident, where technology
is outdated and/or efficient, where interfacing with other systems in
required, where IT support staffing is inadequate, and where product
standards should be established to reduce the complexity of the IT
environment. This assessment must be done within the context of the
overall business and technology direction of the agency and the
interoperability requirements of the CJIS initiative and within the
guidelines of the Department of Information Technology (DOIT).

### Information Architecture Development

Develop a comprehensive DPS information systems and communications
architecture that addresses technology standards, support requirements,
computing and communications platforms, internal systems integration and
the overall direction of the CJIS initiative, and conforms to State of
Connecticut standards.

***[Deliverables]{.underline}*** - A target IT architecture for DPS. The
architecture will include principles and technology standards for the
management and use of information technologies to support the business
direction of DPS. It will also include an information management model
that reflects the business users' functional requirements for access to
data from both within DPS and the larger CJIS community, including the
developing Offender Based Tracking System (OBTS). The architecture must
also include a security model that meets the department's needs for
confidentiality and integrity while providing maximum data sharing to
the CJIS community. The architecture will also define an organizational
model that specifies the appropriate numbers and types of support staff
and the methods, tools, techniques, and training they require to manage
and support the technology environment and business systems. The
architecture must be consistent with the overall direction of the CJIS
initiative, and conform to State of Connecticut information technology
standards. At a minimum the target architecture document must provide
the information requested in the State of Connecticut Guidelines for the
Development of the 1996 Agency Information Technology Plan.

Systems Simulation Program. A PC based simulation program that
demonstrates the recommended architectural elements. This will simulate
the information flow between various DPS and CJIS information systems.
The simulation will serve as a hands-on-tool to facilitate management's
understanding of the telecommunications systems and hardware
capabilities that can support the mission of the Department of Public
Safety and support its cooperative efforts with the CJIS community.

### Information Technology Plan Development

Develop an overall DPS plan (Agency Information Technology Plan) that
aligns information technology projects with the agency business plan.

***[Deliverable]{.underline}*** - DPS Agency Information Technology Plan
that includes the information required by the State of Connecticut
Guidelines for the Development of the 1996 Agency Information Technology
Plan (Appendix A).

### Implementation Planning

Within the context of the revised agency business plan technology
direction, and the DPS information systems and communications
architecture, prepare an implementation strategy for implementing
planned systems and necessary infrastructure projects so that the target
architecture is implemented in a manner that facilitates the integration
of DPS and CJIS systems.

***[Deliverable]{.underline}*** - Implementation Plan that defines all
necessary infrastructure projects and a strategy to implement them as
well as ongoing DPS projects and CJIS projects. The implementation plan
will provide the roadmap to implementing that target architecture in a
logical, phased approach that permits periodic reassessment of
technology standards and any of the models in the architecture. The
implementation plan should also include recommendations for a system
development methodology.

### Technical Assistance

The vendor must agree to provide technical assistance as required to
assure compliance with system implementation plans during the 12 months
subsequent to completion of tasks associated with Sections 5.1.1 through
5.1.5, above.

***[Deliverables]{.underline}*** -- Deliverables will be determined
during the engagement on a per task basis utilizing the rates for
employees as proposed. Any deliverables under Task 5.1.6 will be ordered
at the discretion of the State.

# PRICING INFORMATION

## Billing

Compensation for services will be pursuant to an agreement providing for
billing on a by-task deliverable basis for time and materials with a not
to exceed limit for all required services.

Any hours expended beyond the not to exceed limit by the vendor to
complete the proposal will be at no cost to the State.

The vendor will be required to submit a bi-weekly report of hours billed
by individual and task milestones completed. The format of this report
will be defined during project initiation.

## Payment

Payment by the State to the vendor will be based upon the satisfactory
completion of milestones or by-task deliverables and the receipt of
properly completed invoices.

## Labor Rates

All proposing vendors **must** complete the attached cost sheet
identifying by name, the individuals proposed for this project, their
titles, their hourly rates, and the not to exceed cost per activity.

**Cost Work Sheet - Hourly Rates and Not-To-Exceed Costs**

**6.4 Work Sheet**

Complete the table below with the title and hourly rate for each project
team. If you anticipate more employees than there are lines available,
create an additional form with the same format.

  ------- ------------------------ --------------------------- -----------
          Hourly Rates                                         

          Employee Name            Title                       Hourly Rate

  1\.                                                          

  2\.                                                          

  3\.                                                          

  4\.                                                          

  5\.                                                          

  6\.                                                          

  7\.                                                          

  8\.                                                          

  9\.                                                          

  10\.                                                         
  ------- ------------------------ --------------------------- -----------

Complete the table below with the not-to-exceed cost for each activity.

  ------- ------------------------------------------------- --------------
                                                            

          Activity                                          Total

  5.1.1   Information Technology Review                     \$

  5.1.2   Information Technology Evaluation                 \$

  5.1.3   Information Architecture Development              \$

  5.1.4   Information Technology Plan Development           \$

  5.1.5   Implementation Planning                           \$

                                                            

          **Totals**                                        
  ------- ------------------------------------------------- --------------

# Consultants Agreement

## Master Consultants Agreement

The vender selected to perform the services as proposed in the vendor\'s
response to this request for proposal (RFP) will enter into a Master
Consultants Agreement. A draft of this Agreement is provided for
reference as Appendix B.

Appendix A

State of Connecticut Guidelines for the

Development of the 1996 Agency Information Technology Plan

For a copy, please contact:

> William Loveridge
>
> DOIT Information Services Specialist
>
> Policy Development and Planning Division
>
> Connecticut Office of Policy and Management
>
> 450 Capitol Ave. MS#52CPD
>
> PO Box 341441
>
> Hartford, Connecticut 06134-1441

Voice Telephone: 860/418-6319

Facsimile Telephone: 860/418-6496

Internet E-Mail: <william.loveridge@po.state.ct.us>

Appendix B

State of Connecticut

Department of Information Technology

Purchasing Division

Master Consultants Agreement

Plan

For a copy, please contact:

> William Loveridge
>
> DOIT Information Services Specialist
>
> Policy Development and Planning Division
>
> Connecticut Office of Policy and Management
>
> 450 Capitol Ave. MS#52CPD
>
> PO Box 341441
>
> Hartford, Connecticut 06134-1441

Voice Telephone: 860/418-6319

Facsimile Telephone: 860/418-6496

Internet E-Mail: <william.loveridge@po.state.ct.us>