Request for Proposal (RFP)
Consulting Services for Public Safety CAD System Project
Gratiot County Central Dispatch Authority (GCCDA)
Introduction
Gratiot County Central Dispatch Authority (GCCDA) is soliciting proposals from qualified consultants or firms with extensive experience in Public Safety Computer Aided Dispatch (CAD) systems to assist with the planning, procurement, and potential implementation of a new CAD system.
Background
GCCDA is responsible for providing 24/7 emergency communication services for law enforcement, fire, and EMS agencies throughout Gratiot County, Michigan. The current CAD system is nearing the end of its lifecycle, prompting the need for a comprehensive assessment and procurement process to ensure the continued delivery of efficient, reliable, and modern dispatch services.
Project Objectives
The selected consultant will:
· Evaluate the existing CAD environment.
· Identify operational and technical requirements.
· Develop an RFP for CAD system procurement to include but not limited to the following.
o Mobile Data Terminals
o AVL/Mapping/GIS
o Mobile Applications Tablet & Phone
o Messaging
o Third Party Integrations Programs
· Assist in vendor evaluation and selection.
· Support contract negotiation.
· Provide optional support during system implementation and go-live
Scope of Work
The consultant will be expected to perform the following services:
Needs Assessment
· Review current CAD, GIS, RMS, and related systems.
· Interview stakeholders (dispatch staff, police, fire, EMS).
· Document current workflows and identify gaps.
Requirements Development
· Define functional and technical requirements.
· Ensure alignment with NG911 and NENA standards.
Procurement Assistance
· Draft a CAD system RFP tailored to GCCDA’s needs.
· Facilitate vendor Q&A and pre-bid meetings.
· Assist in proposal evaluation, scoring, and interviews.
Contract Negotiation Support
· Provide guidance on service level agreements (SLAs), licensing, support, and maintenance terms.
Optional: Implementation Oversight
· Project management support.
· System testing, training coordination, and cutover planning.
· Post-implementation review.
Proposal Requirements
All proposals must include:
· Company Profile: Description, history, and relevant CAD project experience.
· Project Team: Resumes and roles of key personnel.
· Project Approach: Methodology and timeline.
· References: Minimum of three (3) public safety clients.
· Cost Proposal: Itemized pricing including travel, deliverables, and optional services.
· Availability: Anticipated project start date and availability for the duration.
Evaluation Criteria
Proposals will be evaluated based on the following:
Criteria Weight
Experience with CAD projects 30%
Qualifications of personnel 20%
Approach and methodology 20%
Cost competitiveness 20%
References and past performance 10%
RFP Timeline
Activity Date
RFP Issued 8/8/2025
Deadline for Questions 8/28/2025
Proposal Due Date 9/5/2025
Consultant Selection 9/11/2025
Project Start Date (estimated) 10/1/2025
Submission Instructions
Submit one (1) electronic PDF copy of the proposal via email to:
David Rapacz Director Gratiot County Central Dispatch Authority
Email: drapacz@gratiot911.org
Subject Line: “CAD Consultant Proposal – [Your Firm Name]”
Proposals must be received by 9/5/2025 @ 17:00. Late submissions will not be considered.
Terms and Conditions
· GCCDA reserves the right to accept or reject any or all proposals.
· All materials submitted become the property of GCCDA.
· This RFP does not commit GCCDA to award a contract.
· Costs incurred in response to this RFP are the sole responsibility of the proposer.
Questions
All questions must be submitted in writing via email to:
David Rapacz
drapacz@gratiot911.org
Questions and responses will be shared with all interested parties.
