REQUEST FOR PROPOSALS - City of El Centro Camera System RFP.pdfREQUEST FOR PROPOSALS FOR AN...

EL CENTRO POLICE DEPARTMENT

REQUEST FOR PROPOSALS FOR AN INTEGRATED IN-CAR AND BODY-WORN VIDEO MANAGEMENT SYSTEM

John Seaman, Sergeant Proposals Due on: August 31, 2017

CITY OF EL CENTRO REQUEST FOR PROPOSALS

FOR AN INTEGRATED IN-CAR AND BODY-WORN

VIDEO MANAGEMENT SYSTEM

TABLE OF CONTENTS CHAPTER PAGE

Chapter 1: Introduction and Background ..................................................................................................... 1

Overview ..................................................................................................................................... 1

RFP Structure ............................................................................................................................. 1

Background ................................................................................................................................. 2

Existing System .............................................................................................................. 2

Project Purpose and Objectives ..................................................................................... 2

Primary Objectives ......................................................................................................... 3

Funding .......................................................................................................................... 3

Chapter 2: Rules of Preparation ................................................................................................................... 1

Introduction ................................................................................................................................. 1

General Provisions Regarding Public Nature of Proposals ........................................................ 1

Proposer’s Rights regarding Confidentiality of Proposals ........................................................... 1

City’s Rights Regarding Confidentiality of Proposals .................................................................. 1

Project Consultant ....................................................................................................................... 2

Vendor Inquiries .......................................................................................................................... 2

Deadline for Written Questions ................................................................................................... 2

Modifications to the RFP ............................................................................................................. 2

Submission of Proposals............................................................................................................. 2

Medium of Document .................................................................................................................. 3

Cost of Preparation of Proposal .................................................................................................. 3

Notification of Withdrawal of Proposal ........................................................................................ 3

Errors and Omissions .................................................................................................................. 3

Rights to Pertinent Materials ....................................................................................................... 3

Acceptance Period ...................................................................................................................... 3

News Releases ........................................................................................................................... 3





Right to Reject Proposals............................................................................................................ 3

Demonstrations ........................................................................................................................... 4

Business Ethics .............................................................................................................. 4

Evaluations .................................................................................................................................. 4

Initial Determination of Responsiveness: ....................................................................... 4

Evaluation Procedure ..................................................................................................... 4

Award Criteria ................................................................................................................ 5

Vendor Response (200 pts): .......................................................................................... 5

Cost/Pricing (200 pts):.................................................................................................... 6

System Abilities (600 pts): ............................................................................................. 6

Oral Presentations, Product Demonstration, and Field Testing may be required ......... 6

Exceptions to the RFP ................................................................................................................ 7

Discrimination and Equal Opportunity ......................................................................................... 7

City Council Approval .................................................................................................................. 7

Admissibility of Evidence............................................................................................................. 7

System Features and Functionality ............................................................................................. 7

Independent Contract Agreement ............................................................................................... 8

Key Events and Projected Dates .............................................................................................. 14

Chapter 3: Vendor Response ....................................................................................................................... 1

Introduction ................................................................................................................................. 1

A: RESPONSE INSTRUCTIONS .................................................................................. 1

B: VENDOR GENERAL INFORMATION ...................................................................... 2

D: SUMMARY OF SOLUTION ....................................................................................... 5

E: COMPUTER HARDWARE, SYSTEM SOFTWARE, AND ENDPOINT ACCESS ... 6

F: IMPLEMENTATION AND TRAINING ....................................................................... 9

G: WARRANTY AND MAINTENANCE ....................................................................... 11

H: VENDOR CONTRACTUAL RESPONSIBILITIES .................................................. 12





I: PRICING SCHEDULE ............................................................................................. 13

J: EXCEPTIONS TO RFP TERMS AND CONDITIONS ............................................. 20

Chapter 4: Requirements .............................................................................................................................. 1

Integrated In-Car and Body-Worn Solution ................................................................................. 1

Current Technical Components ..................................................................................... 1

Estimated In-Car and Body-Worn Camera Annual Shift Counts ................................... 1

Retention of Video Recording and Data ........................................................................ 2

Purge of Expired Data .................................................................................................... 2

System and Hardware Requirements ......................................................................................... 2

Body-Worn Cameras...................................................................................................... 2

In-Car Solution ............................................................................................................... 4

In-Car DVR Specifications: ............................................................................................ 5

Color Camera Specifications: ........................................................................................ 7

Back Seat Camera Specifications: ................................................................................. 8

Color LCD Monitor Specifications: ................................................................................. 8

Microphone Specifications: ............................................................................................ 9

Control Center Specifications: ..................................................................................... 10

Unified Video Management Database ......................................................................... 10

Storage – Server and Hosted Solutions ...................................................................... 10

Local Server ................................................................................................................. 10

Cloud-based and/or Hybrid Solutions .......................................................................... 11

Video Transfer to Storage Server ................................................................................ 11

User Access and Functionality .................................................................................................. 11

Back Office Software.................................................................................................... 11

Searching the Database .............................................................................................. 11

Video and Metadata Playback ..................................................................................... 11

Mapping ....................................................................................................................... 12

File Tagging ................................................................................................................. 12

Video Asset Verification ............................................................................................... 12





Chain of Custody .......................................................................................................... 12

User or Group Permissions .......................................................................................... 12

Digital Evidence Retention Policy and Workflow Management ................................... 12

Comprehensive Video File Management ..................................................................... 13

Exporting ...................................................................................................................... 13

Submission and Sharing of Digital Evidence ............................................................... 13

Video and Audio Redaction ......................................................................................... 13

Password policy ........................................................................................................... 13

Auditing ........................................................................................................................ 14

Other Equipment/Options ............................................................................................ 14

Additional Requirements .............................................................................................. 15

Completion Date of January 31, 2018 ..................................................................................... 15

Appendix A Checklist for Responsiveness

Appendix B Requirements (mandatory/scored)

Appendix C Offer, Certification, and Assurances

Appendix D Insurance Requirements

Chapter 1

Introduction and Background

CHAPTER 1: PAGE 1

Introduction and Background

Overview

The City of El Centro (“City”) and the El Centro Police Department invite your company or

organization to submit a written proposal to provide proposals to provide and install a

complete Mobile Audio Video (MAV) system which shall minimally include a rugged in-car

camera system, body-worn cameras (BWC) and a software management system,

collectively referred to as a Mobile Audio Video (MAV) system. The in-car camera system

will be permanently mounted in City vehicles such as police cars, and individual officers will

utilize the BWCs in the field; all of which will be exposed to harsher conditions than a typical

office environment.

This RFP is not a commitment or contract of any kind. The City reserves the right to pursue

any and/or all ideas generated by this request. The City reserves the right to reject any and

all proposals. Costs for developing the proposals are entirely the responsibility of the

proposers and shall not be reimbursed.

As a result of this RFP, the City expects to receive proposals that will address how the

products meet or exceed City requirements as defined in this RFP. The City desires to

select a complete system and to enter into a contract for the purchase and installation of the

system, as well as training, maintenance and support of hardware and software. This RFP

provides a list of required services, general information, instructions for submitting

responses, and vendor selection procedures.

The City prefers a comprehensive solution with a single, prime contractor that is; legally and

financially responsible for all hardware, software and services. The use of a sub-contractor

for purposes of installation is acceptable.

Vendors with local government and public safety technology experience are preferred but

not required. Local vendors or vendors with a local presence are also preferred but not

required.

RFP Structure

The proposal should clearly demonstrate how the solution you are proposing could best

satisfy the requirements of the City. This written RFP states the scope of the business and

technical requirements, and specifies the rules for preparing the proposal response. The

RFP includes four chapters as follows:

Chapter 1 - Introduction and Background: The current chapter provides an introduction to

the project, background information, and the primary objectives of the initiative.

Chapter 2 - Rules of Preparation: Provides general guidelines and rules to assist vendors

in preparing their responses.

CHAPTER 1: PAGE 2

Chapter 3 - Vendor Response: Includes questions regarding the proposing company's

background and qualifications, the specifications and capabilities of the proposed systems,

the services to be provided, and proposed costs.

Chapter 4 - Requirements: Includes service and functional requirements and describes the

instructions for completing responses to the requirements for a MAV and BWC solution.

Background

Existing System

The El Centro Police Department has identified the need to implement a new in-car (Mobile

Audio Video) and Body-Worn Camera (BWC) system. The police department currently

utilizes L3 Communication system as their in-car camera system and VIEVU as their body-

worn camera system. Current models of the VIEVU body-worn cameras are not supported

by L3 Communications, requiring ECPD to use an older version of the VIEVU system (LE2).

The inability to upgrade body-worn cameras while continuing to utilize the same back office

software is one of several reasons the City and ECPD are looking to upgrade the current

system. Additional concerns include the need to utilize a separate extended microphone to

capture audio on the in-car camera systems, battery life of the extended microphones and

body-worn cameras, and the manner in which evidence is currently submitted for purposes

of prosecution.

With the current system, officers are required to return to the station to create a case in the

back office software system and manually search for related videos without the assistance

of GPS or CAD integration. The current body-worn cameras must be downloaded via cable,

versus a docking station, Wi-Fi or microwave transmission. Once cases are created, an

evidence technician is then required to create a CD or DVD to be submitted to the Imperial

County District Attorney’s Office at the time the case is submitted. Often times these CDs

and DVDs are lost, creating duplicative work.

The current in-car system downloads via a wireless access point. We recommend

participants of this RFP conduct a site-survey to determine if any of the current

infrastructures can be reused.

Project Purpose and Objectives

The police department estimates a need to purchase 27 in-car camera systems, 61 body-

worn cameras, and two camera systems for interview rooms. The in-car camera systems

should have a minimum of one camera facing to the front of the vehicle to capture video

related to traffic stops and police contacts and one camera located in the prisoner transport

area with low-light capabilities. Ideally the police department would like a secondary

rotatable front facing camera allowing the primary forward facing camera to remain in a fixed

position. One of the in-car systems will be placed on the department’s armored vehicle

used by the Special Weapons and Tactics team (SWAT). This system will be required to

provide 360º recording capabilities.

The proposed solution shall provide the ability to unify all camera data within a single

system and all cameras shall have the ability to download data via Wi-Fi or wireless access

CHAPTER 1: PAGE 3

points. This equipment is required to meet the highest standards of durability and reliability

in a 24-hour law enforcement environment. The solution must withstand many years of

extreme hot/cold cycles typically found in vehicles in use in the Imperial County, California

climate.

The proposed solution should cover costs associated with all equipment,

subscription(s), software, storage, on-site training, on-site installation and

operational costs for a period of five years.

Primary Objectives

The project’s primary objectives are:

1. Purchase and install 27 in-car camera systems inside of the marked police vehicle

fleet which consists of, (3) K-9 units, (1) SWAT unit, (3) School Resource Officer

(SRO) units and 20 patrol units. Our current fleet consists of the following:

A. 2010 Chevrolet Tahoe (1)

B. 2013 Chevrolet Caprice (5)

C. 2015 Ford Explorer PPV (10)

D. 2016 Ford Explorer PPV (9)

E. 2008 Ford Crown Victoria (1)

F. 2008 Lenco Bearcat armored vehicle (1)

2. Purchase and equip two interviews rooms with cameras and audio at ECPD.

3. Purchase and equip 61 body-worn cameras for all officers and field personnel at

ECPD. (52) Sworn personnel, (3) Community Service Officers, (2) Animal Control

Officers, (1) Parking Deputy, (3) Spares.

4. Provide wireless access points to download in-car and body-worn cameras as

specified in Chapter 4.

Funding

Any contract awarded as a result of this procurement process is contingent upon the

availability of funding.

Chapter 2

Rules of Preparation

CHAPTER 2: PAGE 1

Rules of Preparation

Introduction

The submitted proposal must adhere to the rules and format stated within this chapter (to

ensure a fair and objective analysis of all proposals). All responses must be on the forms

provided in Chapter 3. Additional pages may be attached as necessary. However,

unnecessarily lengthy documents (or marketing materials) are discouraged. Failure to

comply with or complete any portion of this request may result in rejection of a proposal at

the discretion of the City. In this RFP, the terms “vendor”, “proposer”, and “offeror” are used

interchangeably. Likewise, in this RFP, the term Mobile Audio Video System (MAV) refers

to the collective system; including in-car camera systems, body-worn Cameras (BWC) and

back office software, cloud storage, local storage (i.e. servers), wireless access points, et.

al.

General Provisions Regarding Public Nature of Proposals

Government Code Section 6250 et. seq., the Public Records Act, defines a public record as

“any writing containing information relating to the conduct of the public's business prepared,

owned, used, or retained by any state or local agency regardless of physical form or

characteristics.” The Public Records Act provides that public records shall be disclosed upon

request and that any citizen has a right to inspect any public record, unless the document is

exempted from disclosure. Each RFP response becomes a public record at the time the

City of El Centro City Council places an item on its agenda to award a contract. In the event

a proposal contains proprietary trade information, that information must be clearly marked as

such.

Proposer’s Rights regarding Confidentiality of Proposals

The City and/or the police department cannot represent or guarantee that any information

submitted in response to the RFP will be confidential. If the City and/or police department

receives a request for any document submitted in response to this RFP, they will not assert

any privileges that may exist on behalf of the person or business submitting the proposal. If

a proposer believes that a portion of their proposal is confidential and notifies the City of

such in writing, the City may, as a courtesy, attempt to notify the proposer of any request for

the proposal. However, it would be the sole responsibility of that proposer to assert any

applicable privileges or reasons why the document should not be produced, and to obtain a

court order prohibiting disclosure. The proposer understands that the City is not responsible,

under any circumstances, for any harm caused by production of a confidential proposal.

City’s Rights Regarding Confidentiality of Proposals

To the extent consistent with applicable provisions of the Public Records Act and applicable

case law interpreting those provisions, the City and/or their officers, agents and employees

retain the discretion to release or to withhold disclosure of any information submitted in

response to this RFP.

CHAPTER 2: PAGE 2

Project Consultant

Sergeant John Seaman from the El Centro Police Department has been designated as the

Project Consultant for purposes of this RFP. He can be reached at (760) 336-8985 or by e-

mail at [email protected].

Vendor Inquiries

All vendor inquiries must be submitted in e-mail to the following address: [email protected] by

close of business on the deadline for submission of written questions.

Contact with other City employees regarding this RFP is expressly prohibited without prior written

consent. Vendors directly contacting any of these employees during the selection process risk

elimination of their proposal from further consideration.

Deadline for Written Questions

A vendor conference will not be held. Specific questions concerning this RFP should be

submitted in writing, via e-mail, to the Project Consultant no later than 4:00 p.m. Pacific

Standard Time on August 15, 2017. Questions arising after this date will be answered at the

discretion of the City in the form of an addendum. Responses will be available to all proposing

vendors.

Modifications to the RFP

Changes to this RFP shall be made only by formal written amendment(s) issued by the City. In

the event it becomes necessary to revise any part of this RFP, addenda shall be provided to all

vendors who have registered their interest in this project with the City. All addenda issued by the

City shall be considered part of the specifications submitted to the vendors for preparation of their

proposals and should be addressed in the vendor response.

Submission of Proposals

Responding vendors must submit five (5) complete hard copies, one marked “ORIGINAL”, plus

an electronic copy (on CD or other portable medium) with the proposer’s response in any

combination of Word Document, Excel Spreadsheet, or Adobe PDF.

Proposals must be submitted in a sealed envelope or box, marked “Proposal for The City of El

Centro in-car Mobile Audio Video System, Body Worn Camera Program”, and received no

later than 4:00 p.m. Pacific Standard Time on August 31, 2017. Costs should be included in a

separate sealed envelope. Address proposals to:

El Centro Police Department

150 North 11th Street

El Centro, California 92243

Attn: Sergeant John Seaman

The City assumes no responsibility for delays caused by any delivery service. Proposals

received by the City after the above date and time will not be considered. Evaluation of the

proposals is expected to be completed within thirty (30) calendar days after receipt. The failure or

omission to examine any form, instrument or document shall in no way relieve vendors from any

obligation in respect to its proposal.

mailto:[email protected]

mailto:[email protected]

CHAPTER 2: PAGE 3

Medium of Document

This RFP is the property of the City of El Centro. The electronic version of the RFP is available in

Microsoft Word for use by vendors in preparing their proposal responses. The document may

also be downloaded from the City’s web site at http://www.cityofelcentro.org/police/ (navigate to

the Police Department, and click on ‘RFQs / RFPs’). For written responses, the original format

and page numbering of this RFP should be maintained. Appropriate narrative clarification of

answers is encouraged as needed. However, narrative should be provided on additional pages in

order to maintain the original format and pagination (e.g., Exhibits, Attachments, etc.). Any

omissions or errors in the submitted proposals are the responsibility of the submitting vendor. Any

other duplication or use of this document is prohibited.

Cost of Preparation of Proposal

The City will not be responsible for any costs incurred by the proposer for the preparation,

printing or negotiation process. All such costs shall be borne by the proposer.

Notification of Withdrawal of Proposal

Proposals may be modified or withdrawn prior to the date and time specified for proposal

submission by an authorized representative of the vendor by formal written notice. Proposals

submitted will become the property of the City after the proposal submission deadline.

Errors and Omissions

The vendor shall point out to the City, and not be allowed to take advantage of, any obvious

errors and/or omissions in these specifications or in the vendor's specifications submitted with

his/her proposal.

Rights to Pertinent Materials

All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays,

schedules, exhibits, and other documentation produced by the vendor that are submitted as part

of the proposal shall become the property of the City after the proposal submission deadline.

Acceptance Period

Proposals must provide sixty (60) calendar days for acceptance by the City from the due date for

receipt of proposals.

News Releases

News releases and all other related information (e.g., recommendations, etc.) pertaining to this

project shall not be made available to anyone without prior approval by the City.

Right to Reject Proposals

All proposals will be reviewed by the Project Consultant to determine compliance with

administrative requirements and instructions specified in this RFP. The City reserves the right to

reject any and all proposals or any part of any proposal, to waive minor defects or technicalities,

or to solicit new proposals on the same project or on a modified project which may include

portions of the originally proposed project as the City may deem necessary in its interest.

The City reserves the right to cancel the award of a contract at any time should the vendor fail to

comply with the terms and conditions of this RFP. In all matters relating to the cancellation of this

http://www.cityofelcentro.org/police/

CHAPTER 2: PAGE 4

RFP, the City shall be the sole judge of its best interest and vendor compliance with terms and

conditions.

Demonstrations

As part of the evaluation process the City may require demonstrations of similar systems and/or

specific applications that are installed and operational. At the direction and request of the City,

finalist vendors should be prepared to submit to rigorous field testing, demonstrate applications

and answer questions from the Project Consultant or other designees. All costs of the field testing

and demonstrations are the vendor’s responsibility. Additionally, the City may require visits to

existing installations of comparable systems. The City will be responsible for costs associated

with visiting other installations.

Business Ethics

No Gifts and Gratuities: Vendors shall not directly or indirectly offer anything of value

(such as retainers, loans, entertainment, favors, gifts, tickets, trips, favors, bonuses,

donations, special discounts, work, or meals) to any City employee, volunteer or official, if it

is intended or may appear to a reasonable person to be intended to obtain or give special

consideration to the vendor. An example is giving a City employee sporting event tickets to a

City employee that was on the evaluation team of a bid you plan to submit. The definition of

what a “benefit” would be is very broad and could include not only awarding a contract but

also the administration of the contract or the evaluation of contract performance. The rule

works both ways, as it also prohibits City employees from soliciting items of value from

vendors.

No Conflict of Interest: Vendor (including officer, director, trustee, partner or employee)

must not have a business interest or a close family or domestic relationship with any City

official, officer or employee who was, is, or will be involved in selection, negotiation, drafting,

signing, administration or evaluating Vendor performance. The City shall make sole

determination as to compliance.

Evaluations

Initial Determination of Responsiveness:

Proposals will be reviewed initially to determine, on a pass/fail basis, whether they meet all

administrative requirements specified in this RFP.

The City reserves the right to determine at its sole discretion whether a vendor’s response to

a mandatory requirement is sufficient to pass. However, if all responding vendors fail to

meet any single mandatory item, the City reserves the right to either: (1) cancel the

procurement, or (2) revise or delete the mandatory item.

Evaluation Procedure

Responsive proposals will be evaluated strictly in accordance with the requirements stated in this

solicitation and any addenda issued. The evaluation of proposals will be conducted by an

evaluation team, composed of representatives selected by the Chief of Police or his designee,

which will determine the ranking of the proposals.

CHAPTER 2: PAGE 5

Items in Appendix A, Checklist for Responsiveness, must be included as part of the proposal.

Items marked “scored” are those that are awarded points as part of the evaluation conducted by

the evaluation team. The City, at its sole discretion, may elect to select the top-scoring vendors

as finalists to make an oral presentation and/or demonstration to the evaluation team.

Each member of the evaluation team will provide independent scoring, which will then be added

together and averaged to arrive at total points awarded in each of the categories listed below.

Award Criteria

The award of this RFP will be based on the following criteria and other criteria identified in

this solicitation.

Section Possible Points

Vendor Response 200

Cost/Pricing 200

System Abilities 600

Total Possible Points 1000

Vendor Response (200 pts):

The evaluation team will review the vendor response and assign a score. The evaluation

team need not award all possible points and will score consistent with their values and best

professional judgment. The evaluation team will primarily focus on the considerations stated

in the solicitation. The scoring may be performed in isolation or together as a group, or a

combination of both.

Criteria to be considered in this area may include, but are not limited to, the following:

1. The quality, availability and suitability of the supplies, equipment or services to

the particular use required.

2. The ability, capability and skill of the bidder to perform the services required.

3. Whether the bidder has the financial resources and facilities to perform or

provide the services promptly, or within the time specified without delay or

interference.

4. The character, integrity, reputation, judgment, experience and efficiency of the

bidder. This may be determined by contacting the references provided.

5. The bidder’s record of performance on previous contracts or services, including

compliance by the bidder with laws and ordinances relative to such contracts or

services.

6. The ability of the bidder to provide future maintenance and service for the use of

the equipment or materials to be purchased.

CHAPTER 2: PAGE 6

Cost/Pricing (200 pts):

The vendor with the lowest cost proposal will receive the maximum (200) cost evaluation points.

Those proposals with higher costs will receive proportionately fewer cost evaluation points based

upon the lowest cost proposal.

Example of Cost evaluation:

Vendor A:

(Lowest cost/pricing

$19,000.00 = 200 Points

Lowest cost bid receives all 200 available points

Vendor B:

(2nd Lowest cost/pricing)

$21,000.00

$19,000.00 / $21,000.00 = .9047 * 200 = 180.95 Points

Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

System Abilities (600 pts):

The evaluation team will review the business requirements and assign a score. The

evaluation team need not award all possible points and will score consistent with their

values and best professional judgment. The evaluation team will primarily focus on the

considerations stated in the solicitation. The scoring may be performed in isolation or

together as a group, or a combination of both. Scoring breakdown will be:

100 pts – Body-Worn Cameras

100 pts – In-Car Solution

75 pts – Storage Solution & Video Transfer

100 pts – User Access and Functionality

50 pts – Training and Tech Support

75 pts – Evidence Management tools

50 pts – Auditing and Reporting

50 pts – Optional Upgrades or Services

Oral Presentations, Product Demonstration, and Field Testing may be required

Should oral presentations, product demonstrations, or field testing become necessary, the

City will contact the top-scoring vendors and any proposed vendor team members to

schedule a date, time and location. The vendor representative(s) attending the oral

presentation shall be technically qualified to respond to questions related to the proposed

solution. Commitments made by the vendor at the oral interview, if any, will be considered

binding. Oral presentations and product demonstrations, if any, will provide an opportunity to

adjust the original scores.

CHAPTER 2: PAGE 7

Should field testing be required, the vendor will be responsible for all costs associated with

the field test; including the storage of all data during the field test period, costs associated

with the installation and removal of the system and all other associated costs. Field test will

run no less than 30 days and no more than 90 days.

Exceptions to the RFP

The format of the RFP must be followed and all requested information must be submitted as

indicated. However, the City is receptive to any additional suggestions pertaining to phasing and

scheduling of equipment installation and software implementation, additional related capabilities,

and any alternative methods of obtaining any portion of the system requirements.

The information in this section does not need to be returned with the vendor’s proposal.

However, if vendors have any exceptions and/or assumptions to any of the terms and conditions

in this RFP, they MUST identify in detail their exceptions and/or assumptions in their response.

In order for any exceptions and/or assumptions to be considered they MUST be documented.

The City will not accept additional exceptions and/or assumptions if submitted after the proposal

submission deadline.

Discrimination and Equal Opportunity

It is the policy of the City of El Centro to afford all people an equal opportunity to bid on any

contract being released by the City. The City of El Centro has a policy that prohibits discrimination

against any person because of race, religion, national origin, sexual orientation, gender, marital

status, age, disability, or veteran status in the award or performance of any contract. The City of

El Centro will require its employees, agents and contractors to adhere to this policy.

City Council Approval

The City Council may, at its discretion, reject, accept or modify any proposal recommended to it

by the evaluation team.

Admissibility of Evidence

Vendor should be able to provide documentation establishing that its technology has

undergone rigorous field-testing by an independent and relevant scientific body. The

documentation would form the basis of a defense to any scientific challenge mounted under

the Frye or Daubert Standards. Vendors shall be willing to provide an expert witness to

testify in a court of law, and to support court cases utilizing information from their MAV, at a

reasonable fee. Please include expert witness fees in your proposal.

System Features and Functionality

RFP specifications have been developed using various manufacturers’ sample

specifications and brochures. As a result, it is possible that the City has listed a

specification that is unique to one manufacturer. It is not the City’s intent to specify

equipment unique to a single manufacturer. A vendor who meets most, but not all, of the

City’s specifications and requirements, including training, support, and delivery

requirements, may be found to best meet the needs of the City. The City reserves the right

to consider the advantages of each proposal and to waive specific individual requirements if

the overall proposal is the most advantageous to the City.

CHAPTER 2: PAGE 8

Independent Contract Agreement

All applicable terms and conditions will be incorporated into any resulting contract. The City

reserves the right to obtain the most favorable terms and may require vendors to modify their

proposals. In addition, the successful vendor will be required to enter into a written agreement

with the City wherein the vendor will undertake certain obligations relating to the implementation

and performance of the MAV system. These obligations may include, but are not limited to, the

following:

Knowledge of Conditions: Before submitting a proposal, vendors must carefully examine this

RFP and inform themselves thoroughly as to all aspects of the work pursuant to the

requirements. Pleas of ignorance of conditions or difficulties that may be encountered in the

execution of the work pursuant to this document as a result of a failure to make the necessary

examinations or investigations shall not be accepted for any failures or omissions on the part of

successful vendors to fulfill, nor shall they be accepted as a basis for any claims whatsoever for

extra compensation or for the extension of time.

Inclusion of Documents: A copy of the RFP and the proposal submitted in response will be

included as part of the final contract with the selected vendor. In addition to the completed

proposal, a resulting purchasing contract may include, but not be limited to, written

correspondence, e-mails or facsimiles between the City and the vendor subsequent to proposal

submission.

System Acceptance Test and Accountability: The selected vendor will develop a system

acceptance plan that shall be submitted to the City for approval. This plan shall include a list of

milestones such as equipment installed, equipment tested, personnel trained, and documentation

delivered. The vendor will be required to submit monthly status reports covering such items as

progress of work being performed, milestones attained, problems encountered and corrective

action taken. The vendor shall attend project status meetings at least once per month during the

course of the entire implementation period or scope of the project, at no additional cost to the

project. The vendor will provide an acceptance test report at the completion of the project.

Project financial reporting and invoicing will be mutually agreed upon.

Project Management Plan: Provide a detailed description of how your company plans to

provide the requested system and services. Describe steps taken to ensure a start-up date that

will allow for completion in a timely fashion and the expected availability of equipment and

personnel to support the proposed time line.

Vendor’s Project Manager: The selected vendor shall provide a Project Manager with authority

to act for the duration of the project. In the event the vendor’s Project Manager is unavailable or

a need to replace the Project Manager arises, notification of the change and the replacement’s

qualifications must be submitted to the Project Consultant in writing no less than seven days in

advance.

Insurance: The successful vendor shall not start work until all insurance requirements meet the

approval of the City’s Risk Manager. The prime vendor is also responsible for all sub-contractor

insurance requirements. Duplicate copies of original insurance policies required by this

agreement shall be provided to the City’s Risk Manager. The vendor shall agree to furnish and

CHAPTER 2: PAGE 9

maintain in full force and effect, during the period of this agreement, insurance coverage meeting

the requirements outlined in Appendix D.

Warranty: Any vendor-provided software is to be under warranty for one year from date of

acceptance. The warranty shall require the vendor to be responsible for all cost of parts, labor,

field service, pickup and delivery related to repairs or corrections during the warranty period. The

vendor warrants that the items furnished will conform to its description and any applicable

specifications shall be of good merchantable quality and fit for the known purpose for which sold.

This warranty is in addition to any standard warranty or service guarantee by the vendor to the

City.

All equipment furnished shall be guaranteed by the vendor for a minimum period of one year

against defects in design, material, and workmanship. The warranty period shall begin with

acceptance of the completed work. Warranty repairs to correct discrepancies identified during this

period will include labor and materials at no cost to the City. Any faulty equipment that, in the

judgment of the City, is not reasonably repairable shall be replaced by the vendor as a warranty

action.

Vendors shall include a quote for full parts and labor extended manufacturer’s warranty for a

period of sixty (60) months from date of acceptance.

Ongoing Maintenance and Support: Vendors shall include a list of their capabilities and

experience in providing maintenance service for all aspects of the MAV system. This should

include the average response time, number of trained technicians, support tools and any other

information to provide a good understanding of the vendor’s maintenance program. Please

include information on the experience and technical expertise of staff and information on the

quality of the proposed ongoing maintenance and support.

Preventative Maintenance: The selected vendor or approved third party vendor shall provide

all maintenance during the five-year contract period. Access to the operators and vehicles shall

be coordinated in advance.

Corrective Maintenance: Vendors shall provide the following:

Estimated response times to subsystem faults and vehicle subsystem problems

Estimated time to repair or replace equipment under warrant or maintenance agreement

A reliable method for telephonic problem notification

Sufficient on-hand supply of repair parts and materials

Single Vendor Responsibility: The intent of this RFP is to allow any qualified vendor to submit

a proposal as a prime contractor. Use of subcontractors is permissible as long as the prime

contractor accepts the responsibility for total project implementation. The City shall have the right

to approve or disapprove subcontractors prior to award of contract.

Costs: All costs must be itemized and vendors must fill out all appropriate cost pages in

Chapter 3 (or replica of these pages) and a separate Excel spreadsheet may be included to

CHAPTER 2: PAGE 10

outline activity or similar means of itemizations. Identify all costs including expenses to be

charged for performing the services necessary to accomplish the objectives described in this

RFP. Your quotation must include all staff costs, administrative costs, travel costs, and any other

expenses (e.g., for transportation, container packing, installation, training, out of pocket

expenses, etc.) necessary to accomplish the tasks and to produce the deliverables under

contract. Vendors are required to collect and pay California State sales tax at a rate of 8.5%, if

applicable. The City will not be liable for any costs associated with the preparation, transmittal or

presentation of any proposals or material submitted in response to this request for proposal.

Pricing: The evaluation process is designed to award this procurement not necessarily to the

vendor of least cost, but rather to the vendor whose proposal best meets the requirements of this

RFP. Vendors are encouraged to submit proposals that are consistent with efforts to conserve

City resources.

No Best and Final Offer: The City reserves the right to make an award, without further

discussion, of the responses submitted; i.e. there will be no best and final offer procedure

associated with selecting the apparently successful vendor. Therefore, the vendor response

should be submitted on the most favorable terms that vendor can offer.

Payment Schedules: The City will require a payment schedule based on defined and

measurable milestones. The final payment will be withheld pending final acceptance after the

system has been successfully deployed for all initially designated users. Payments for

implementation services based on completion and approval of project milestones may include,

but are not limited to, the following:

Integrated Camera System

Milestone Implementation Milestone for Payment % of Contract Price

1 Upon execution of contract and receipt of hardware 25%

2 Upon installation of in-car camera systems, servers,

software, Wi-Fi equipment and all body-worn camera

devices

50%

3 Acceptance following the 60-day acceptance period 25%

Upon termination of any contract entered into as a result of this RFP process, any prepaid fees,

subscriptions, and/or services will be refunded to the City, less prorated fees to cover time of

service.

Leasing Options: The City may, at its discretion, choose to lease the products covered in this

RFP. Please include applicable information in your response as it pertains to three and five year

lease options.

Installation: Installation of selected equipment will be performed by vendor selected, and City

approved, individuals. Equipment installed in emergency vehicles will not interfere with any

emergency equipment. No equipment provided by the vendor will interfere with any operational

system or subsystem in use by the police department. Quotes should include the costs

associated with installation of all equipment and software involved in this RFP. Installations shall

CHAPTER 2: PAGE 11

be neat and clean with cables being hidden to the extent possible and must meet the Project

Vendor’s approval.

Training: The City requires the successful vendor to provide on-site training, at no additional

cost, to the Auto Shop mechanics or City-approved subcontractors and to the Information

Technology Department technicians for each of the police department employees who will be

performing initial troubleshooting, minor repairs, and maintenance on the systems after they are

installed.

The successful vendor shall provide on-site operating and user training to police department

personnel in a classroom “train-the-trainer” environment. This may require several days of

training to cover personnel assigned to shift work. The vendor shall provide a sufficient number

of experienced and qualified staff, along with the appropriate training materials, to conduct such

training at the identified facilities and be willing to offer future training as needed. Please submit

any additional estimated costs for future trainings with your submission. Training is a critical issue

for the El Centro Police Department. In preparing your response, be prepared to address the

number of persons to be trained at each presentation , estimated hours of training and the

availability of training medium materials (including photocopies, electronic formats and

videotape).

City’s Information Technology Department: Vendor responses should detail the level of

involvement needed from the City’s Information Technology Department beginning with the initial

purchase to day-to-day activities to include their involvement in updates, upgrades, etc.

Use of City Facilities: To the extent the Contractor obtains permission to, and does, use City

facilities, space, equipment or support services in the performance of this Agreement, this use

shall be at the Contractor’s sole discretion based on the Contractor’s determination that such use

will promote Contractor’s efficiency and effectiveness. Use of City facilities is provided to assist

the Contractor in fulfilling the requirements under this Agreement and is not a requirement

imposed by the City. The Contractor will return any facilities, space, equipment or support

services to the original condition they were provided in at the time the Contractor began said use.

Software Licenses: All software package purchases for use under this contract shall name the

City of El Centro as the license holder.

Software Defects: The vendor shall promptly correct all software defects for which the vendor is

responsible, within a time period agreed upon by the City and the vendor.

Management Information Subsystem: The City’s local area network operates in a Microsoft

Windows environment. Proposed systems should be capable of operating on Microsoft SQL

Server 2012 and Oracle 11g, or similar supported operating platforms. Software should have

Open Data Base Connectivity (ODBC) for interfacing with other open architecture software.

Software must provide functionality for system management such as:

• Control of system access

• Control of system timing

CHAPTER 2: PAGE 12

• Maintenance of the database

• Data archiving and retrieval

• Creation and generation of operational reports

• Monitoring and reporting of system status

At the time of delivery, the selected vendor shall submit complete technical information, graphs,

photographs, or other means to fully describe the proposed equipment. In the event that the

information furnished by the vendor is at variance with the minimum requirements of any item of

these specifications, the vendor shall explain in detail with full engineering support data reasons

why vendor’s proposed equipment will meet the City’s specifications.

In the event the successful vendor is no longer able to support, enhance, and further market their

product, the vendor shall make available the relevant source code pertaining to their purchased

system, assuming the City is active and up to date on their support service contract.

System Requirements: The proposed MAV solution shall be new, current production

equipment. Used equipment will not be accepted. In addition, the basic design of all equipment

offered shall be in full commercial production and shall not be prototype models.

Detailed equipment specifications are itemized in Appendix B.

Vendors should also provide recommended configurations for the hardware and software

systems needed to store, retrieve, and manage the MAV media. Systems include, but are not

limited to, rack-mounted file servers, storage solutions, cloud storage, hybrid cloud/on-site

storage, and any management system software not included in the MAV systems itself. The City

may purchase these systems through a separate purchasing process or in conjunction with the

MAV systems.

Indemnification: Vendors shall defend, indemnify and hold harmless the City, its officers,

officials, employees, designated volunteers (reserves) and agents from or on account of any

injury or damage received or sustained by any person or persons during or on account of any

operation proximately connected with the provisions of any provided services by vendor, its

suppliers or subcontractors, their agents, employees, or for the vendor or their agents names

responsibility for, or for both; or by consequence of any negligent act or omission in connection

with the same; or by use of any improper materials or by or on account of any act or omission of

vendor, its suppliers, subcontractors, or the agents or employees.

Further, vendor agrees, at its own expense, to defend, indemnify and hold harmless the City, its

officers, employees, agents and designated volunteers, from any and all claims, costs, including

attorney fees or liability arising from or based upon the alleged violation of any applicable laws,

ordinances or regulations and all suits and actions of every name and description that may be

brought against the City which could result from any operation or activity under this contract to be

awarded whether such activity or operation be performed by vendor or subcontractor or by

anyone directly or indirectly employed by either.

CHAPTER 2: PAGE 13

Patents and Royalties: Vendor, without exception, shall indemnify and hold harmless the City,

its officers, officials, employees, designated volunteers (reserves) and agents from any liability of

any nature or kind, including costs and expenses for or on account of trademark, copyrighted,

patented, or non-patented invention, process or article manufactured or used in the performance

of the contract, including its use by the City. If the vendor uses any design, device or materials

covered by patent, trademark or copyright, it shall be mutually understood and agreed without

exception that the proposal prices shall include all royalties or costs arising from the use of such

design, device or materials in any way involved in the work.

Resolution of Disputes: The vendor and City agree that in the event of any controversy,

dispute, or claim between the City and the vendor arising out of, in connection with or in relation

to the interpretation, performance or breach of this agreement, including but not limited to any

claims based on contract, tort or statute before filing a lawsuit the parties mutually may agree to

submit the matter to Alternative Dispute Resolution pursuant to the laws of the State of California.

In that case, the vendor and City shall select a third party arbitrator or mediator. All forms of

Alternative Dispute Resolution may be used except binding arbitration. The proceedings shall be

conducted in accordance with the laws of the State of California.

Background Checks: The successful vendor will be required to authorize the investigation of its

personnel proposed to have access to non-public areas in any of the participating law

enforcement facilities. The scope of the background check is at the discretion of the City.

Proposed staff will be required to provide their full legal name, date of birth and social security

number.

Notice to Proceed: Will be issued after the City receives the fully executed contract.

Other: The City will require vendors to provide, under the final contract such items as

performance guarantees for response time, capacity guarantees, system availability, rights to

source code, and system acceptance criteria. The selected vendor should be prepared to commit

to these items.

Payments will be made only after completion and acceptance of the work. If the timing of the

performance does not allow for that, or otherwise under the terms of the grant, the selected

vendor will be required to provide a letter of credit or performance bond in a form acceptable to

the City to guarantee completion and acceptance of the work.

The selected vendor may offer product enhancements, either in quantity or feature, so as to

make its bid more appealing to the City.

CHAPTER 2: PAGE 14

Key Events and Projected Dates

Listed below are target dates by which the City expects certain events to be completed:

~ Estimated Procurement Schedule ~

Release of Request for Proposals August 1, 2017

Deadline for Submissions of Written Questions 4:00 P.M. Pacific

Standard Time

August 15, 2017

Response to Written Questions August 22, 2017

Proposal Submission Deadline 4:00 P.M. Pacific

Standard Time

August 31, 2017

Contract Award October 1, 2017

(approximate)

Completion of Proposed Solution January 31, 2018

~ City of El Centro Reserves the right to revise the above schedule ~

Chapter 3

Vendor Response

CHAPTER 3: PAGE 1

Vendor Response

Introduction

All responses must be submitted on this form (or its copy).

A: RESPONSE INSTRUCTIONS

This Chapter establishes the format and specific content for vendor response to this

proposal, as follows:

Subsection A: The current section.

Subsection B: Requires general information regarding the vendor’s company and

subcontractors (if any).

Subsection C: Requires vendor reference information.

Subsection D: Provide a summary of the proposed solution, documentation and installation

approach.

Subsection E: Requires information regarding any Computer Hardware, System Software,

Network Communications Architecture, or other solution components proposed.

Subsection F: Requires information about the plan for implementing the proposed solution.

Subsection G: Requires information regarding warranty and maintenance services to be

provided.

Subsection H: Requires information regarding vendor contractual responsibilities.

Subsection I: Requires specific pricing information.

Subsection J: Requires information on any exceptions to RFP terms and conditions.

Each subsection in this chapter is mandatory and will be scored.

Vendors are required to respond to all questions in one of three ways:

1. Provide information where requested directly in the spaces indicated; or

2. Provide information requested in an attachment clearly indicating the page number

and item number to which responding; or

3. Instead of an attachment, provide the information requested (e.g., description,

explanation) immediately below the question or request for information.

Adherence to the overall format of the RFP is required. Vendors who omit responses may

be deemed unresponsive and risk being eliminated.

CHAPTER 3: PAGE 2

B: VENDOR GENERAL INFORMATION

Company Name:

Local Address Serving

The City:

Headquarters Address:

Representative(s)

Name Title Phone Number and

E-mail Address

Company Information

How many years has the company actively

participated in in-car and body-worn camera

solutions? ______ years

How many employees does the company have?

Nationwide: ____ employees In local office: ____ employees

Provide Dun & Bradstreet number

CHAPTER 3: PAGE 3

Vendor Collaboration / Subcontractor Services Overview

Please fill in the appropriate company name in the column next to the product or

service to be provided by that vendor.

Role or service

Provided By

Vendor Name(s)

a. Prime Contractor

b. Maintenance Services

c. Training

d. Other (Describe)

e. Other (Describe)

C: VENDOR REFERENCES

CHAPTER 3: PAGE 4

Instructions: Complete the reference list as indicated for a minimum of three organizations that have used the proposed solution, or

similar services, from your company. Total Installed Sites: __________

Name, Address, Contact, Title, and Phone Number

Services Provided Technology

Provided

Operational

Applications

Date Service or

Technology

Provided

(1)

(2)

(3)

Chapter 3: Vendor Response

CHAPTER 3: PAGE 5

D: SUMMARY OF SOLUTION

Provide a summary of the proposed solution, documentation and installation approach: 1. Proposed Solution

Please provide a description of your proposed solution to achieving the City’s

goals and objectives as stated in this RFP. The City welcomes innovative and

alternative solutions, and reserves the right to select an alternative approach

when it is deemed in the best interest of the City.

2. Documentation

Identify the user manuals, business process guides, or other documentation that

your company plans to develop during the initiative.

3. Installation

Provide a timeline, which depicts the milestones necessary to implement the

proposed solution. Identify the roles and responsibilities of the vendor and the

City in the timeline.

4. Maintenance, Support, and Warranty

Describe the duration and level of warranty covering the proposed solution,

including hardware or software components if applicable. Explain the roles of the

City and Vendor for maintenance or repair issues, and clarify what coverage is

provided by the vendor or manufacturer. If applicable, include options for

extending warranty coverage beyond the included duration. Note the City

requires a minimum of one-year coverage for all hardware, software, and

services. This is a five-year program. Include all costs for services,

support, warranty, etc. for the five-year term. Vendors must also include

the cost to maintain the program (subscriptions, services, support, etc.) in

year six and beyond.

CHAPTER 3: PAGE 6

E: COMPUTER HARDWARE, SYSTEM SOFTWARE, AND ENDPOINT ACCESS

1. Server Hardware and Roles

If your solution includes new computer hardware, please describe each

component of the system that will fulfill a server role (i.e. application server, web

front end server, database server, etc.). Indicate whether the solution may be

installed and supported on existing server infrastructure, and provide the

minimum hardware and software requirements.

In general, the City is inclined toward self-hosted solutions, however “cloud

hosted” or other datacenter/co-located/offsite solutions, or hybrid versions

thereof will be considered. Vendors are encouraged to submit proposals for

both self-hosted and cloud storage solutions; however, each proposal must be

submitted separate of the other (including costs).

Functional role (database, web, staging, integration, etc.)

Hardware requirements (RAM, storage, cores)

Included with solution or installed on existing hardware?

2. Supported Platforms and Endpoint Requirements

If your solution includes software to be installed on or accessed from computer

workstations, please describe the minimum required hardware and software

specifications for those devices. List all supported platforms and versions

(Microsoft Windows, Mac OS, etc.). If use is available from mobile devices

(tablets, smartphones, etc.), list which platforms and versions are compatible,

and briefly describe any functional difference.

Platform (Windows, MacOS, iOS, Android, etc.). List minimum or supported version(s).

Functionality available

CHAPTER 3: PAGE 7

3. Miscellaneous equipment

Please describe any other physical equipment or hardware, including but not

limited to mounting racks and other furniture, interface devices, or data

storage/backup.

4. Scalability and License Model

Please provide the following minimum information for each scalable parameter of your solution. All costs associated with these factors should be clearly identified in the Vendor Costs section.

Component Minimum Required

Supported by proposed solution

Cost per growth increment

User Accounts 100

Concurrent User Logins 50

Database Capacity TBD by Vendor

Retention Two Years

Other (add rows as necessary)

CHAPTER 3: PAGE 8

5. Database Management System

a. All databases are compliant with open system standards such as ODBC? Y/N ___

b. All databases use the relational database model? Y/N ___

c. Data dictionaries and schema information are provided to client for all databases? Y/N ___

d. City provided with full read access to data for potential integration with other systems? Y/N ___

e. Database technology used? (SQL, Oracle, other) ______

6. Additional Information

a. Please provide a diagram (or diagrams) showing, in detail, all proposed hardware and networking components and connectivity. The diagram(s) shall include centralized computer room components as well as an overall representation of the network and peripherals. Any component that is listed in Hardware Costs shall be included and identified in the diagram(s). Diagram(s) attached? Y/N ______

b. What delivery lead time (from date of contract signing) is anticipated for hardware? Days __________

CHAPTER 3: PAGE 9

F: IMPLEMENTATION AND TRAINING

1. Installation

a. Describe the hardware and software installation services to be performed included in this proposal:

b. Describe any customer installation responsibilities:

c. Describe the onsite and/or offsite software installation procedure, and the vendor’s need for physical or remote access:

2. Training

a. Indicate the hardware and software training included in this proposal. All training costs should be identified in the Vendor Costs section.

Course Description: Applicable For: Hours:

Total:

CHAPTER 3: PAGE 10

b. Describe any training alternatives:

3. Documentation

Please attach and clearly identify additional published reference material for all proposed hardware and related peripherals. Attached? Y/N ______

4. System Maintenance and Operation – City Requirements

Describe any periodic functions that must be performed by City staff to ensure proper continued operation of the system. Describe any utilities that are provided to assist in the performance of each required function.

(1) Backups

(2) Database administration

(3) User Account maintenance

(4) Identify the estimated annual downtime for the above actions

(5) Other

CHAPTER 3: PAGE 11

G: WARRANTY AND MAINTENANCE

1. Length of warranty for all components and services of the solution:

2. Please list the types of support offered (phone, e-mail, on site) the provider of the

support (vendor, manufacturer, other) and the hours of day when support is

available. If any options are at additional cost (such as after-hours phone support

or on-site visits), please indicate that rate.

3. Will you guarantee a fixed maintenance cost?

Hardware Y/N Software Y/N

No. of Years No. of Years

4. List additional services provided for the hardware, network and software under the terms of the agreement at no additional cost to the City.

5. What are the City’s obligations following a new release/major redesign of an application?

a. Is there mandatory installation of the new release? Y/N _____

(1) How soon? Months _____ (2) Is there an additional charge for the new release? Y/N _____ (3) Is conversion assistance provided, if necessary? Y/N _____ (4) Is new documentation supplied? Y/N _____ (5) Is additional training provided? Y/N _____ (6) Is maintenance continued for the old release? Y/N _____ (7) How long? Months _____

CHAPTER 3: PAGE 12

H: VENDOR CONTRACTUAL RESPONSIBILITIES

1. Who would be the authorized negotiator?

Name/Title:

Phone Number:

2. To the best of your knowledge, does your company have current pending or threatened litigation regarding any public safety systems? Y/N _____

If yes, explain in detail.

3. Acceptance Period

The City requires a minimum 60 calendar day acceptance period from the date that the system is fully operational. During that time, the product(s) must successfully pass a series of reliability, performance and functionality tests.

Describe the level of support that will be provided during the 60-day

acceptance period.

4. Include copies of your standard contract and/or licensing agreements for:

Included?

a. Hardware Purchase/Lease Y/N _____ b. Hardware Maintenance Y/N _____ c. Software Purchase/License Y/N _____ d. Software Maintenance Y/N _____

CHAPTER 3: PAGE 13

I: PRICING SCHEDULE

This section requires a detailed breakdown of all prices for the proposed solution. All prices

are to be stated as firm fixed amounts, except where requested on a different basis. All

prices must be detailed; no additional charges (e.g., for sales tax, transportation, container

packing, installation, training, out-of-pocket expenses, etc.) will be allowed unless so

specified. Prices must be unbundled and separately listed, including recurring costs that are

associated with third-party vendor-provided hardware and software. Vendors must complete

all applicable price pages in this section. Totals from each section are to be summarized on

the final two pages. Sales taxes are to be shown for each item and in the Vendor Pricing

Summary pages. Vendors may choose to use their own spreadsheet printouts for

submission of prices. However, page headers, column headers, number of columns,

number of rows, and row labels must conform to the enclosed pricing pages.

1. Computer Hardware, System Software, Network and Other Equipment

2. Ancillary Equipment

3. Other Costs or Services (e.g. cloud storage)

4. Optional Costs

5. Vendor Cost Summary

a. One-Time

b. Annual Recurring

CHAPTER 3: PAGE 14

1. Hardware, System Software, Network and Other Equipment

If proposed, list all hardware, software, networking, or other equipment included with your

solution. The total dollar figure should agree with the totals in the Vendor Pricing Summary.

Description

Model,

Part # Qty Price

Tax

(8.5%)

Annual

Maintenance

Expense

CHAPTER 3: PAGE 15

2. Ancillary Equipment

List below any recommended ancillary equipment needed to support the system and include

the prices of each. The total dollar figures should agree with the Ancillary equipment totals in

the Vendor Pricing Summary.

DESCRIPTION

Model,

Part # Qty Price

Tax

(8.5%)

Annual

Maintenance

Expense

TOTAL PRICE $ $ $

CHAPTER 3: PAGE 16

3. Other Costs or Services

List all other costs that would be associated with implementation of your solution, including

installation, training, or integration. Prices not identified will not be accepted in a final

contract.

TOTAL OTHER COSTS $

CHAPTER 3: PAGE 17

4. Optional Costs, Upgrades, or Additions

Provide information and pricing estimates for any optional features, components, upgrades,

or services (e.g. video activation triggers, smart phone integration, etc.) that the City might

consider as part of this procurement.

Initial Cost

Annual

Recurring

Total $

For any item or service not specified in this solicitation, what are your hourly

rates?

Training $ Project Management $

Programming $ Installation $

Design $ Other $

CHAPTER 3: PAGE 18

5. Vendor Cost Summary – One Time Costs

Provide a summary of all one-time pricing for the system you are proposing. Any subtotals

carried forward to this page should agree with the corresponding detail pages.

Solution Component (Hardware, Software, etc.) One-Time Cost

Subtotal $

Sales Tax (8.5%)

Freight

TOTAL ONE-TIME COST (EXCLUDING OPTIONS) $

Optional Costs

Other Proposed Options

Sales Tax (8.5%)

Freight

Total One-Time Options Cost $

TOTAL ONE-TIME COST (INCLUDING OPTIONS) $

CHAPTER 3: PAGE 19

6. Vendor Pricing Summary – Recurring Costs

Provide a summary of all recurring costs for the solution you are proposing. Any subtotals

carried forward to this page should agree with the corresponding detail page. Note:

Recurring cost should be factored in to the overall quote over the terms of the five-

year program.

Solution Component (Hardware, Software, etc.) Annual Recurring Cost

TOTAL ANNUAL RECURRING PRICE $

(without options)

Total Recurring Price on Optional Items

TOTAL ANNUAL RECURRING PRICE $

(with options)

CHAPTER 3: PAGE 20

J: EXCEPTIONS TO RFP TERMS AND CONDITIONS

Please use the space below to list and describe in detail any exceptions to the RFP terms

and conditions. Include any exceptions to the project requirements as stated in Chapter 4.

Chapter 4

Requirements

CHAPTER 4: PAGE 1

Requirements

This section provides greater detail of the functional and nonfunctional requirements for the

proposed solution. Any exceptions to these requirements must be noted in the proposal.

Integrated In-Car and Body-Worn Solution

Current Technical Components

The police department currently utilizes the following applications and components that may

interact with the proposed solution:

Computer Aided Dispatch - provided by Spillman Technologies as a Database

Management System

Records Management System– provided by Spillman Technologies as the Database

Management System

L3 Communications V-One mobile data computers utilizing the Sierra Wireless

GX450 modem

Getac V110 mobile data computers

Verizon Wireless is the police department’s cellular/data service provider

Rimage 5410N Professional DVD robot (burner)

Estimated In-Car and Body-Worn Camera Annual Shift Counts

The El Centro Police Department operates a number of various shifts and divisions. The

following information is provided in an effort to assist vendors with accurately understanding

the amount of video captured on a weekly basis by our officers.

Patrol – Two 12-hour shifts per day, one dayshift and one night shift, for a total of

four shifts per week. The average shift consists of a supervisor and five to six

officers with each officer equipped with in-car and body-worn cameras. However,

depending on the unforeseen circumstances, the shifts could go up to 16 hours per

day.

Investigations – Four overlapping 10-hour days per week. The detective bureau has

one supervisor and five detectives that are each equipped with body-worn cameras.

Investigators are on-call and the 10 hour day could be extended depending on the

unforeseen circumstances.

School Resource Officers – 9/80 work schedule. One supervisor and three school

resource officers are equipped with in-car and body-worn cameras.

CHAPTER 4: PAGE 2

K-9 Unit – Two overlapping 10-hour shifts. Two K-9 officers are equipped with in-car

and body-worn cameras. K-9 officers are on call and depending on the unforeseen

circumstances the 10 hour day could be extended.

Special Enforcement Detail – 10-hour shifts. One supervisor and two officers are

each equipped with in-car and body-worn cameras. Due to the nature of the

unpredictable work schedule the 10 hour day could be extended.

Community Service Officers – 10-hour shifts. Two community service officers are

each equipped with body-worn cameras.

Animal Control Officers – 8-hour shifts. Two animal control officers are each

equipped with body-worn cameras.

Parking Deputy – 8 hour shift. One parking deputy equipped with body-worn camera.

Retention of Video Recording and Data

California Government Code §34090.6 (et.al.) requires the retention of “routine video

monitoring … including mobile in-car video systems” for a period of one year. Proposals

should include storage minimally capable of meeting these requirements.

Purge of Expired Data

All videos in the system will have expiration dates that may vary by category or crime type

after their entry into the database, or from the original date which the data was created. After

this period, the record and its associated videos must be deleted. Should a change in

retention policy occur, all persisting videos must be able to have their lifespan extended or

reduced accordingly.

System and Hardware Requirements

In-car cameras systems must fully integrate with all BWC hardware and software. All

camera systems should be fully operational regardless of weather, daylight or nighttime

conditions.

Body-Worn Cameras

BWCs should meet the following specifications:

1. BWC worn by officers shall be lightweight, preferably six ounces or less in total

combined weight.

2. BWC shall have minimal wiring, not exceed two wires or cables and shall be

designed to disengage to prevent the wearer from becoming entangled.

3. BWC shall have recording capability of at least ten continuous (10) hours (with

preference given to systems with twelve (12) hours of continuous recording

capability).

4. BWC must have a minimum stand-by battery life of ten (10) hours without recharging

or additional batteries, with pre-record on.

CHAPTER 4: PAGE 3

5. BWC shall be user friendly that can be activated easily during times of stressful

events.

6. BWC should have automatic triggers, as a standalone system.

7. BWC must have a minimum of thirty-two (32) GB internal/integrated memory without

the ability to remove storage media.

8. Rechargeable battery must be able to withstand at least three hundred (300)

charging cycles, maintaining the 10 hour record time.

9. BWC lens must have a field of view from 95 to 145 degrees.

10. BWC recording speed shall be no less than 30 frames per second (fps)

11. BWC shall record video images in full color with a minimum resolution of 640 pixels x

480 pixels. Adjustable resolution is preferable.

12. BWC shall have multiple mounting options to accommodate varying uniformed

officers, plain-clothed officers, and tactical field situations. Examples include, but are

not limited to, lapel, shoulder, eyeglasses, cap, helmet, holster, button shirt, zipper

shirt, utility belt, tactical vest, etc. Mounts should not require modification to current

in-service uniforms.

13. BWC shall provide feedback to user when activated, either via a visual indicator or

audible tone.

14. BWC shall have the ability to be set to stealth mode while in the field.

15. If the BWC offers night vision enhancement, the police department shall have the

ability to enable or disable it.

16. The System should provide automatic indexing functionality of video files and be

capable of interfacing with existing computer-aided dispatch (CAD) vendor.

17. BWC shall automatically embed a time/date stamp in the recorded video.

18. BWC must prevent users from deleting recorded files without authorization.

19. BWC should have a method for adding desired metadata to video in the field prior to

upload.

20. Officers should have the ability to playback or view video in the field on mobile

cameras and/or MDC’s

21. BWC shall have a pre-event record feature (should capture at least thirty (30)

seconds of video prior to officer initiating the recording). Adjustable times are

preferable.

CHAPTER 4: PAGE 4

22. The multi-dock station must simultaneously charge the BWC batteries, securely

transfer files without loss of quality or metadata, and delete the files from the BWC

once transferred to the evidence management system.

23. The multi-dock station should not require a department computer to operate, connect

or interface with the Internet (e.g. the multi-dock station should be a standalone

device that connects to the cloud storage solution or server via an Ethernet

connection).

24. BWC should not cause electromagnetic interference with nearby airwave radios (and

other electronic equipment and radio communication systems).

25. Loss of power to the BWC must not cause data to be lost / corrupted.

26. BWC will be ruggedized. BWC shall be able to survive a six-foot drop test. BWC

shall be able to operate at minimum temperature of -12 degrees Fahrenheit and a

maximum temperature of 130 degrees Fahrenheit.

27. Vendor shall define the required time for automated indexing (specific time frame

after upload of video evidence) and any expected error rate percentage upon

indexing, if applicable.

28. Vendor must state the transfer rate of video from the multi-dock station to the cloud

in sixty or thirty-minute increments. Vendors shall break down transfer rates by

video quality (i.e. Hi Def).

29. Describe BWC wireless activation features (e.g. BWC is automatically activated with

the activation of patrol vehicle’s light bar), if applicable.

In-Car Solution

All mobile video systems and related audio equipment must conform to the applicable

minimum standards as set by the following: Electronic Industries Association (EIA); Federal

Communications Commission (FCC) rules/regulations; Institute of Electrical and Electronic

Engineers (IEEE); International Organization for Standardization (ISO); National Highway

Transportation Safety Administration (NHTSA); Society of Automotive Engineering (SAE);

and Underwriters Laboratories Inc. (UL).

In-car solutions should meet the following specifications:

1. The minimum acceptable components consist of the following parts:

a. Front camera;

b. Backseat camera with infrared capability;

c. Color LED monitor with audio;

d. Ability to integrate audio and video with existing MDCs to eliminate the need

for the color LED monitor;

CHAPTER 4: PAGE 5

e. BWC must act as a wireless transmitter for audio;

f. Covert secondary hard-wired microphone;

g. Digital Video Recorder (DVR);

h. Integrated GPS receiver and antenna;

i. Collision sensor;

j. Means to transfer media from in-car to storage solution;

k. Video viewer capability;

l. All mounts and cables for power, interfaces, cameras, antennas, etc.;

m. Wi-Fi access points for wireless video off-load; and

n. Fixed end equipment

2. A collision sensor covering 360 degrees, to trigger recordings, without requiring

connection to the vehicles airbag system, shall be included. If a collision is detected,

the video recorder (including pre-event memory) shall be automatically activated so

the collision and video leading up to the collision is recorded.

3. Provide the ability for the officer to quickly categorize the incident in the field by

toggling through an agency defined list.

In-Car DVR Specifications:

1. The DVR shall mount in standard equipment consoles between the seats, or

overhead and be capable of being installed as to not hinder the operation of the

police unit.

2. The DVR shall minimally be capable of recording two video inputs from a powerful

zoom, forward-facing camera, and a wide-angle rear-facing camera.

3. The DVR shall provide a choice of at least one of the following upload options:

a. Wireless Ethernet provided 802.11n base station includes encryption,

supports multiple simultaneous uploads and is upwardly scalable. The

system should be capable of comfortably uploading from multiple vehicles

simultaneously. In addition, a backup upload system must be provided,

should the wireless transfer system fail.

b. Removable Hard Disc Drive (HDD) with provided hard drive docking stations

that support plug and play hard drive insertion.

c. Removable Compact Flash Device-Device with provided docking stations that

support plug-and-play flash card insertion.

CHAPTER 4: PAGE 6

d. Cellular - Upload media via LTE connectivity that is compatible with the Sierra

Wireless GX450 modem.

4. The DVR shall have the ability to record up to 12 hours of video before reaching the

capacity of the storage media at maximum resolution.

5. Video resolution, frame rates, and quality on the DVR shall be preset but can be

changed by Agency Managers. These settings shall be independently configurable

for recording modes of both video cameras.

6. The DVR shall require a security feature (key, admin software rights) to prevent

unauthorized users from accessing the on-screen menus to adjust video settings and

perform file management functions.

7. The DVR shall include a GPS receiver to provide vehicle position, course and speed

information. The GPS receiver shall also be used to set the internal DVR clock to

the proper time and date so that all vehicles display and record proper time.

8. The DVR should include indicators visible inside of the vehicle to confirm that the

system is recording and that the wireless audio transmitter is activated. Officers

should be able to enter a covert mode so occupants in the backseat are unable to

determine if the system is recording.

9. The DVR shall be capable of initiating a recording by both automatic and manual

means. The DVR shall begin recording automatically when any of the following are

activated:

a. Vehicle’s emergency lights;

b. Siren; and

c. The systems integrated crash sensor. (This activation shall include capturing

the "look back" buffer memory to video-record the collision, should it be in

view of the active camera.

10. The DVR shall minimally record two audio tracks simultaneously with the video

signal and record all cameras simultaneously.

11. The audio input associated with the forward-facing camera shall record audio using

the internal microphone inside the vehicle. When the wireless audio transmitter /

BWC are activated, the audio input shall be automatically switched to the wireless

audio transmitter’s microphone. The system shall automatically revert to the internal

microphone when the wireless audio transmitter / BWC are deactivated.

Synchronized playback functions should allow the user to select one or more than

one audio track during playback and view multiple video images (in-car and BWC)

side-by-side.

CHAPTER 4: PAGE 7

12. The DVR shall include a programmable pre-event recording mode allowing it to

capture images a minimum of 30 seconds prior to the activation of the RECORD

mode. Specify pre-event recording capability of proposed DVR.

13. The DVR shall be capable of capturing date/time, user identification information,

emergency light indication, siren indication, speed indication (w/ radar interface),

braking indication, and whether the microphone is activated. The information shall

not be overlaid on the recorded video, and should be stored as secured metadata.

14. The DVR shall allow video to be played back in the vehicle. When the DVR PLAY

button is pressed a list of all prior recordings should appear on the display screen

provided.

15. The DVR shall record video in a format that allows playback on multiple devices.

16. The DVR shall provide a means to ensure the integrity of the recorded video has not

been compromised. The video must be able to be authenticated at any time,

including when it is played back outside of the police vehicle.

17. The Control Center/DVR firmware shall allow in-system programming for future

updates.

18. The DVR or related display (Mobile Data Computer, tablet etc.) shall have backlit

controls for record; stop; play/pause; forward/reverse, fast forward/ reverse; trace,

and lighted indicators for power on; record; and play.

19. The power control switch shall allow the DVR to automatically power on after the

vehicle’s ignition is switched on.

20. The DVR shall automatically power down 30 minutes after the vehicle’s ignition is

turned off provided the DVR is not in “Record” and is not in the process of

downloading files or other type of file save.

21. The DVR should provide a means to tag an incident at the time it is recorded with a

priority designation. Once a recording is stopped, the DVR should automatically

prompt the officer to select from the pre-defined drop-down list(s).

22. The DVR shall be capable of operating within the range of interior temperatures

found within a law enforcement vehicle in Imperial County without the need for

supplemental heating or cooling.

Color Camera Specifications:

1. The solid state color camera shall not be subject to burn in, introduction of geometric

distortion, not be affected by magnetic fields and shall be highly resistant to damage

from vibration and shock. The camera shall be resistant to nighttime blooming and

smearing from light sources.

2. The camera shall be a compact single unit, including power lens, mounted on the

windshield or rear view mirror of the vehicle and operate on 12v DC and should offer

CHAPTER 4: PAGE 8

a minimum of 720P in 16:9 wide screen HD format. The camera shall also offer low

light capability with an illumination of 1 lux or lower at full shutter speeds and 0.05

LUX in night view mode.

3. The camera shall contain a lens with at least a minimum of 10X optical zoom lens.

The camera shall provide a horizontal field of view at a minimum of 55 degrees.

4. The camera shall operate within the range of temperatures from 0 to 120 degrees

Fahrenheit or between -17.8 and 48.9 degrees Celsius.

5. The camera shall be compact so as not to obstruct the driver’s forward or peripheral

view thru the windshield, or provide any obstruction of factory installed airbags or

mirrors.

6. The camera shall provide a minimum field of view of 24 feet width at distance of 35

feet (40 degrees).

7. The camera shall have manual and automatic focus capabilities, which are user

selectable. The camera shall automatically adjust for varying light levels from day to

night. The camera and lens will be equipped with auto focus, automatic exposure,

and automatic white balance. All cameras shall default to auto focus. An override

system should be configurable to prevent operation while the vehicle is in motion.

8. The camera shall have a minimum color resolution of 450 horizontal lines.

9. The camera shall offer a signal-to-noise ratio of at least 46db.

10. The camera shall have backlight compensation setting.

11. The camera shall mount with a heavy-duty controlled pivot mount that does not

obstruct the driver’s field of view. Camera shall be able to be rotated 360 degrees

and can pan and tilt to +/- 90 degrees. Adjustment shall require no tools.

12. An optional rear view camera shall be available.

Back Seat Camera Specifications:

1. The back-seat camera shall provide a wide angle image with approximately 420 lines

of resolution.

2. The rear-facing camera shall be capable of being mounted covertly in the cab.

3. The rear facing camera shall be capable of recording the entire rear seat area of the

police vehicle.

4. The rear-facing camera shall utilize infrared illumination to capture video in no-light

conditions.

Color LCD Monitor Specifications:

1. The monitor shall be a full color high quality LCD, active matrix (TFT) screen that

measures at least 3.0” measured diagonally.

CHAPTER 4: PAGE 9

2. The monitor shall be capable of displaying a live picture from the camera when

powered, even if recording is not in progress.

3. The monitor shall operate between 32 and 120 degrees Fahrenheit.

4. The monitor shall include a system speaker, with volume control, to provide

monitoring of live audio or playback from all system microphones.

5. The monitor shall have controls/indicators that mimic the DVR and include record;

stop; play/pause; forward/reverse; brightness; volume; and power. The monitor

should also include a button for disabling the monitor when the system in standby,

and accessing a menu for programming.

6. The monitor should have the capability to display: date/time, user identification

information, emergency light indication, siren indication, latitude and longitude, speed

(w/radar interface), braking indicator and microphone activation indicator. The

information shall not be overlaid on the recorded video; rather, it should be stored as

external secure meta-data (or equivalent) in the video file.

7. The monitor should support a full-screen video mode (without the auxiliary data)

using a single key press on the control center.

8. The monitor shall operate independently from the recording device. For covert

operation it should possible to operate the DVR in RECORD mode with the monitor

turned off.

9. The monitor shall be provided with an adjustable mounting bracket that will allow it to

be mounted in a variety of locations within the law enforcement vehicle.

10. The monitor shall have the capability to display the approximate amount of storage

remaining on the media in an HH:MM format. An audible beep or other form of tone

shall warn operator prior to or when there is 10%, or less, time remaining on the

media.

Microphone Specifications:

1. The BWC shall act as a digital wireless microphone that is incorporated into

the in-car camera system.

2. The system must include an in-car microphone. The in-car microphone shall be

mountable anywhere within the vehicle.

3. Audio from the interior microphone and the wireless microphone/BWC shall record

on separate audio channels.

4. The wireless microphone/BWC shall be self-contained and include a re-chargeable

battery; mountable charger/docking station; internal microphone; internal antenna.

CHAPTER 4: PAGE 10

5. The wireless microphone/BWC should be capable of automatically activating the

DVR system; additionally, the wireless audio transmitter/BWC shall be capable of

being activated by the DVR system when a recording is started.

Control Center Specifications:

1. The control center shall be compact in design and mounted overhead, or in the

equipment console between the seats.

2. The control center shall not obstruct the driver’s forward or peripheral view or provide

any obstruction of factory installed airbags or mirrors.

3. The control center shall not require any permanent modifications to the police

vehicle.

4. The control center shall accommodate the mounting of the front and rear-facing

cameras, the monitor and keypad.

Unified Video Management Database

The proposed solution should consist of a Video Management System that is capable of

organizing/managing video and digital evidence. This may be comprised of the following: 1)

an externally hosted, cloud-based, data storage solution; 2) on-site server based system; or

3) a hybrid solution. The Video Management System should be accessible via the internet

to multiple users simultaneously. The police department prefers to see several options

presented, each independently priced to assist in determining which solution best meets the

needs of the police department.

Storage – Server and Hosted Solutions

The City and police department will consider proposals that include a local server or off-site,

cloud-based and/or hybrid storage solutions. Vendors may present as many options as they

choose. Each proposed solution must be submitted separately. If a server based video

management back office component is proposed, a schematic of the back-end infrastructure

shall be included with responses to the RFP.

The proposed file storage shall include sufficient storage to comfortably manage video that

would be generated from the MAV system and proposed solution in this RFP. Every

proposal shall include all costs associated with a turn-key solution.

Turnkey – is defined as a successful installation that provides for a complete, effectively

functioning in-car and body-worn camera solution including all components and other

required elements to permit effective recording and use of all video in a law enforcement

environment as described in this document. All video information will be sent directly to the

local server or hosted solution where it will be maintained.

Local Server

Vendors submitting proposals that include on-site storage shall include a Dell brand server

(identify model and specifications) in the quote provided. Proposals must include the

purchase of the server, installation and any necessary setup to make the project turn-key.

CHAPTER 4: PAGE 11

Cloud-based and/or Hybrid Solutions

Vendors may submit proposals for solutions with alternative means of storage. Alternative

solutions can be cloud-based but must meet all requirements of this RFP. Proposals must

include the cost of the storage and any associated costs, on-going or reoccurring fees

associated with the storage solution, installation and any necessary setup to make the

project turn-key.

Cloud-based solutions must meet all Criminal Justice Information Services (CJIS)

requirements and should be ISO 9001 certified. All data maintained on a hosted solution

shall remain the sole property of the El Centro Police Department.

Video Transfer to Storage Server

The proposed solution shall be equipped to transfer recorded images, audio and data to the

selected storage media for long-term storage. The transfer of this data shall be automatic

and shall not require any action by the officer. Transfer of recording should occur anytime a

MAV equipped vehicle is parked in its normal parking area. All transfer of data shall be

encrypted to prevent unauthorized persons from accessing or interfering with the recordings.

The transfer technology shall be capable of restarting a transfer when interrupted and

continuing where it left off. The transfer technology shall confirm the accuracy of the files

before deleting the originals from the vehicles’ DVR. The system shall be able to download

a minimum of 10 vehicles and BWC simultaneously.

User Access and Functionality

Back Office Software

The back office software should work as an evidence management tool accessible via web

browser capable of supporting multiple simultaneous users with a range of permissions.

The system should allow users to locate video evidence quickly and manage criminal cases

effectively while ensuring chain-of-custody is protected.

Searching the Database

Users must be able to search for video evidence in the back office software by entering any

combination of the following parameters:

Start Date and End Date, including time of day with a minute level of precision.

Unit number, officer name or defendant/witness name, vehicle license, case number

or custom event tags.

Location and proximity range. This could be a geocoded address field, lat/long

coordinates, or other functionality for allowing the user to specify a location and

search radius.

Search results will be returned, including all data associated with the videos. Users must be

able to export those results for offline viewing, such as in CSV or PDF format.

Video and Metadata Playback

Clicking the thumbnail image should start the video media player. The player will play the

video and associated metadata. The player supports typical functions such as play, rewind,

CHAPTER 4: PAGE 12

fast forward, and stop. In addition, the player will display file functions available to the user

based on permissions (verify, export, convert, burn DVD, users should also be able to pause

video and take a screen shot of the image, etc.).

Mapping

GPS position data should constantly be collected during an in-car video and BWC. This

position data should be used to provide an interactive map that updates as the video is

played back. As the video plays, the map updates to show precisely where the car is in each

frame of the video.

The system should prompt users of any potentially related videos based on proximity of

cameras using location data provided by in-car and BWC GPS to find all videos recorded at

or near an event.

File Tagging

All assets managed in the system must be able to be assigned user definable video tags.

These tags can be used to categorize assets. For example, it’s common to tag video with an

incident type and case number. Since tags are user definable, virtually any meta-tag should

be able to be introduced to the system.

Video Asset Verification

The evidence management system should use a SHA-2 hash to verify that the file ingested

into the management system is an exact duplicate of the file recorded in the vehicle. The file

verification can be performed at any point forward on demand. The application will

automatically verify an exact duplicate anytime an asset is moved from one storage location

to another.

Chain of Custody

A full evidentiary audit trail must be recorded in the system. A chronological report can

quickly be generated to document who has accessed a file, what file operations have been

performed on the file, and when they were performed. Reports should also be able to be run

by user or other selection criteria. All reports need to be printable.

User or Group Permissions

The software shall provide for selective access to video files based upon user privileges.

Agency Managers shall have the ability to restrict individual users to various types of

incident files. Group rights should be established for managing users in the system, where

users can be established and added to a group with pre-existing rights assigned. Access

rights should allow Agency Managers to secure files down to the video file. Under a file

folder structure, video shall be able to be grouped and rights can be assigned at a folder

level.

Digital Evidence Retention Policy and Workflow Management

The system should provide a configurable and easy-to-use structure for automatically

managing digital evidence based on the type of event and retention period. Once digital

evidence is tagged, the system can be configured to automatically trigger a workflow

process based on the police department’s retention and storage policy. The video

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management must be automated with rules and associations based on police department’s

digital evidence retention policy. For example, the system will be configured to manage a

given type of offense, (e.g. DUI) for three years in primary storage and transfer to secondary

storage for an additional five years; then to the recycle bin automatically.

Comprehensive Video File Management

The system must maintain all metadata associated with a video asset. Triggers and other

metadata are to be integrated with the player, and viewable upon playback. This system

needs to support all standard media types, as well as proprietary file types by associating

the related codecs and compatible player.

Exporting

The system shall be capable of exporting video files in any common file format for play by

Windows Media Player, Real Player and standard video software. The software shall

provide for export of the video files to virtually any digital recording media including to CD,

DVD, Zip Drives, etc.

Submission and Sharing of Digital Evidence

The proposed solution must offer the ability for officers to attach a group of videos to a

specific case file capable of being identified by the police department’s case number. This

collective case file should offer the ability to import additional digital evidence (e.g. digital

photographs, 9-1-1 audio, radio audio, etc.) to be incorporated into one digital evidence file

for purposes of submission to the district attorney’s office.

The system should provide the ability to share video recordings to designated e-mail

recipients such as the district attorney’s office. The e-mail should include instructions on

how to access the shared link and permissions and roles shall determine what type of

access is available to the user. Each shared video shall have an expiration dates which

should be customizable by Agency Managers.

Video and Audio Redaction

Vendors should include information related to automated video and audio redaction in their

proposals. Redaction software should be capable of quickly scanning entire video clips and

blurring deleting or altering faces based on a facial recognition algorithm or similar method

and muting voices related to uninvolved or protected parties. The redaction software should

be capable of beginning at a selected part of the video or throughout the entire video clip.

Password policy

Passwords must conform to industry standard strong password requirements, including

multiple types of characters, and a minimum password length. Agency Managers should be

able to set user passwords to expire and should require a change of password for the

account to remain active. Users should be notified once when 14 days remain, then again

when 7 days remain, before password expiration. Deactivated accounts should remain

present so they may be re-activated by the Agency Manager without being recreated.

Password assistance should be provided to users by sending an e-mail to their registered e-

mail address with a hyperlink, or other functionality, for resetting their password.

CHAPTER 4: PAGE 14

Auditing

The audit trail is critical in the records management aspect of this project. It is mandatory to

document ALL activity in the database by user ID, date/time, and type of MAV action. For

auditing search activity – the audit trail shall include: who searched for a video, who viewed

a video, who exported a video with reasons documented.

The software SHALL provide administrators with an audit trail of every action associated

with a video in the database. The audit trail shall include, but not limited to, the following:

Date/time imported to database

Login/logout - date & time by user ID

All actions including viewing, searching, modification to template (before & after data

export)

Export procedures should include mandatory free form comment section to

document the reason for export (preferably a drop down) and to document any

release of a video from the video system

Agency Managers must minimally be able to export all audit data in PDF and Excel formats.

The back office software must incorporate the information listed above. The audit log should

identify which user, by ID, was responsible for each action and shall include the date, time

and IP address (if applicable) of each action.

Other Equipment/Options

The police department will consider awarding extra points to proposals that include the

following options:

1. BWC which download and charge without the need for cables or connectors (e.g.

docking station)

2. Video Recording Triggering:

a. Weapon or other belt carried equipment removal.

b. Automatic record activation for shotgun/rifle removal

c. Other record mechanisms (specify)

3. Mobile device applications are a preferred option. These applications should be

available for both Android and iPhone and should allow for user to create cases in

the field, without having to return to the station to create cases for court purposes or

other reasons.

4. Ability to continuously capture video (buffer memory) for a programmable period of

time to allow for review of incidents after they have occurred and in the event the

officer failed to activate the recorder or of trigger failure. Provide specifics.

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5. Panoramic camera options that offer a wider field of view in addition to the color

camera requirements listed above. The panoramic camera should be a compact

camera that has two high definition cameras contained in one housing with a 140

degree panoramic view and a 70 degree forward facing camera.

6. Integrated facial recognition (Please describe capabilities and requirements in detail).

7. Automated License Plate Recognition (Please describe capabilities and

requirements in detail).

Additional Requirements

Additional requirements for this RFP can be found throughout this document and specifically

in Chapter 2 under the heading, “Independent Contract Agreement.” Please review this

document in its entirety to ensure proposals meet each of the requirements set forth herein.

Completion Date of January 31, 2018

All development, installation, training and delivery of the solution should be completed by

January 31, 2018.

APPENDIX A: PAGE 1

APPENDIX A

CHECKLIST FOR RESPONSIVENESS

This checklist is provided for Bidder’s convenience and identifies the documents to be

submitted with each Response. Any Response received without any one or more of these

documents may be rejected as being non-responsive.

One (1) original Letter of Submittal - signed by a person authorized to legally obligate

the Vendor and submitted with the proposal.

Proposal submitted on or before 4:00 p.m. on August 31, 2017

Proposal Contains the Following:

Completed Subsection B (Chapter 3), General information regarding vendor’s

company

Completed Subsection C (Chapter 3), Vendor References

Completed subsection D (Chapter 3), Summary of proposed solution, documentation

and installation approach

Completed Subsection E (Chapter 3), Information regarding computer hardware,

system software, network communications and other components

Completed Subsection F (Chapter 3), Plan for implementing proposed solution

Completed Subsection G (Chapter 3), Warranty and maintenance services

Completed Subsection H (Chapter 3), Vendor contractual responsibilities

Completed Subsection I (Chapter 3), Pricing information

Completed Subsection J (Chapter 3), Exceptions to RFP terms and conditions

Completed APPENDIX B, Requirements

Completed APPENDIX C, Offer, Certifications and Assurances

APPENDIX B: PAGE 1

APPENDIX B

Requirements (MANDATORY/SCORED)

Please check the appropriate box as to how your product:

a) Meets the requirement, or b) Partially meets the requirement, or c) Requirement is available on future release (provide timeframe), or d) Requirement is not on your roadmap

As well, in the “Description/Comment” section, please provide a description including product information of how your product proposed will meet or exceed our needs. This can include case studies, images, or other documentation. As well, please explain why your product is unique or better than other vendors. Doing so will help the evaluation team during scoring. If you run out of space in the “Description/Comment” column, please feel free to include an appendix and refer to the particular requirement (i.e. 1.1, 1.2, etc…).

1. Vendor Response (maximum 200 pts.)

Requirement Available Partially

Meets

Future

Release

Not

Available

Description/Comment

1. Describe the quality, availability and suitability

of the supplies, equipment or services to the

particular use required.

2. Describe your ability, capability and skill to

perform the services required.

APPENDIX B: PAGE 2

3. Describe your financial resources and facilities

to perform or provide the services promptly, or

within the time specified without delay or

interference.

4. What information do the references provide

related to the character, integrity, reputation,

judgment, experience and efficiency of the

bidder?

5. The bidder’s record of performance on

previous contracts or services, including

compliance by the bidder with laws and

ordinances relative to such contracts or

services.

6. The ability of the bidder to provide future

maintenance and service for the use of the

equipment or materials to be purchased as

outlined in their response.

APPENDIX B: PAGE 3

2. System Abilities/Body-Worn Cameras (maximum 100 pts.)


Meets

Future

Release

Not

Available

Description/Comment

1. Provide the dimensions and weight of the

BWC.

2. Is the in-car extended microphone integrated

into the BWC?

3. Do the in-car system triggers activate the

BWC? (e.g. emergency lights, collision sensor,

etc.)

4. Do the BWC and the in-car solution work

together as a single system to capture and

synchronize video from multiple vantage points

from multiple cameras? (explain)

5. Does BWC allow for on scene (in the field)

viewing? If so, describe the ability to playback

or view video.

6. Does the BWC have an indicator that shows

current operating mode?

7. What is the video compression rate?

APPENDIX B: PAGE 4

8. What is the battery capability in hours for BWC

standby between charges (include information

for prerecording capabilities)?

9. What are the BWC continuous recording

capabilities in hours for the various resolution

rates?

10. What BWC resolution rates do you offer?

11. Does your BWC offer the ability to track the

wearer via GPS and play the location of the

video on a map (similar to Google or Bing

maps) during playback?

12. Does your BWC offer a pre-event recording

capability? Please specify the time frames

available for pre-event recording.

13. What is your BWC Ingress Protection (IP)

rating? (A rating of IP67 is preferred)

14. Describe what features are in place to prevent

accidental activations of BWC by the user

(without the need for accessories or alteration

of equipment by user).

APPENDIX B: PAGE 5

15. Identify the transfer rate of video from the

multi-dock station to the cloud in minute

increments. Vendors shall break down transfer

rates by video quality (i.e. Hi Def).

16. Describe the charging/downloading connectors

and process for the BWC.

17. Describe the BWC field of view in degrees.

18. What is the recording speed of the BWC in

frames per second?

19. Describe the various methods of mounting the

BWC for use by patrol, detective, K-9 and

SWAT level users.

20. Does the BWC notify the user when activated?

Describe how.

21. Describe the BWC’s ability to operate in a

covert fashion.

22. Describe the method for adding desired

metadata to video in the field prior to upload.

23. Describe the functionality of your BWC multi-

dock.

APPENDIX B: PAGE 6

24. Does the multi-dock have the ability to connect

or interface with the storage solution without

the need for a departmental computer?

25. Explain how the BWC will maintain data

without loss or corruption in the event of a

power failure.

26. Describe the BWC capability of performing in

environmental conditions found in the Imperial

County.

27. Describe the ease of start and stop recording

functions on the BWC.

28. Does the BWC offer the ability to take “snap

shots” or still photos?

APPENDIX B: PAGE 7

3. System Abilities/In-Car Solution (maximum 100 pts.)


Meets

Future

Release

Not

Available

Description/Comment

1. Does the proposed solution minimally

provide the following?

a. Front camera;

b. Backseat camera with infrared

capability;

c. Color LED monitor with audio;

d. Ability to integrate audio and video

with existing MDCs to eliminate the

need for the color LED monitor;

e. BWC that acts as a wireless audio

transmitter for the in-car system;

f. Covert secondary hard-wired

microphone;

g. Digital Video Recorder (DVR);

h. Integrated GPS receiver and

antenna;

i. Collision sensor;

j. Means to transfer media from in-car

to storage solution;

k. Video viewer capability; and

l. Wi-Fi access points for wireless

video off-load

APPENDIX B: PAGE 8

2. Does the solution provide a collision sensor covering 360 degrees to trigger recordings without the need to connect to the vehicle’s airbag system?

3. If a collision is detected, does the video recorder (including pre-event memory) automatically activate so the collision and video leading up to the collision are recorded?

4. Does the solution provide the ability for the officer to quickly categorize the incident in the field by toggling through an agency defined list?

5. Is the DVR capable of being mounted in standard equipment consoles between the seats, or overhead as to not hinder the operation of the police unit?

6. Is the DVR minimally capable of recording two video inputs from a powerful zoom, forward-facing camera, and a wide-angle rear-facing camera?

7. What upload options are offered?

8. Does the DVR provide a removable Hard Disc Drive that supports plug and play?

APPENDIX B: PAGE 9

9. Does the DVR have the ability to record up to 12 hours of video before reaching the capacity of the storage media at maximum resolution?

10. Can video resolution, frame rates, and quality on the DVR be preset allowing for changes to be made by Agency Managers?

11. Resolution, frame rates and quality settings should be independently configurable for recording modes on each video camera. Please specify levels for:

a. Video resolution

b. Video frame rate

c. Video quality

12. Does the DVR provide a security feature to prevent unauthorized users from accessing the on-screen menus to adjust video settings and perform file management functions? If so, please specify which security features are offered.

13. Does the DVR include a GPS receiver to provide vehicle position, course and speed information?

APPENDIX B: PAGE 10

14. Is the GPS receiver used to set the internal DVR clock to the proper time and date so that all vehicles display and record proper time?

15. Video Recording Triggering Devices

a. Officer

b. Emergency lights

c. Siren

d. Auxiliary input

e. BWC

f. Vehicle speed

g. Crash detection sensor

h. Door

i. Weapon removal (shotgun/Long gun)

j. Other (describe)

16. How many simultaneously recorded audio and video tracks does the system support?

17. Does the DVR include a programmable pre-event recording mode allowing it to capture images prior to the activation of record mode? Specify pre-event recording capability of proposed DVR.

APPENDIX B: PAGE 11

18. Is the DVR capable of capturing date/time, user identification information, emergency light indication, siren indication, speed indication (w/ radar interface), braking indication, and whether the microphone is activated? How is this information stored?

19. Does the DVR allow video to be played back and viewed in the vehicle?

20. Describe how the DVR provides a means to ensure the integrity of he recorded video has not been compromised.

21. Please describe how updates to the Control Center/DVR firmware are made.

22. Describe the system’s ability to tag an incident at the time it is recorded with a priority designation.

23. Specify your DVR’s operating range and acceptability for the extreme temperature range in Imperial County.

24. Describe how your camera(s) are not subject to burn in, introduction of geometric distortion, not be affected by magnetic fields and shall be highly resistant to damage from vibration and shock?

APPENDIX B: PAGE 12

25. Describe how your camera(s) resist nighttime blooming and/or smearing from light sources.

26. Provide a photograph and the dimensions of color cameras that will be mounted inside of police vehicles.

27. Does your solution offer a minimum of 720P in 16:9 wide screen HD format?

28. Does your solution offer low light capability with an illumination of 1 lux or lower at full shutter speeds and 0.05 LUX in night view mode?

29. Describe the zoom (optical and digital) capabilities of your cameras.

30. Describe the field of view provided by your cameras (forward facing and backseat).

31. Describe the automatic and manual focus

abilities of your forward facing color

cameras.

APPENDIX B: PAGE 13

32. Specify how your forward facing cameras

meet the following specifications:

a. Minimum resolution of 450

horizontal lines

b. Signal to noise ratio of at least 46

db

c. Provide backlight compensation

33. Describe the capabilities of the forward

facing camera to be rotated and moved to

record video to the side of the police cars.

34. Specify the lux rating of the backseat

camera.

35. Describe the backseat (covert) camera’s

ability to capture video in lowlight

conditions.

36. Provide dimensions and specifications for

the color LCD module used to view video in

the police vehicle.

37. Does the color LCD module allow for

viewing of live video even when the system

is not in record mode?

APPENDIX B: PAGE 14

38. Does the color LCD monitor have controls /

indicators that mimic the DVR and include

record; stop; play/pause; forward/reverse;

brightness; volume; and power?

39. Does the color LCD monitor include a

button for disabling the monitor when the

system in standby, and accessing a menu

for programming?

40. Does the color LCD monitor have the

capability to display: date/time, user

identification information, emergency light

indication, siren indication, latitude and

longitude, speed (w/ radar interface),

braking indicator and microphone

activation indicator?

41. Does the color LCD monitor allow for

covert operation by allowing the DVR to

RECORD with the monitor turned off?

42. Does the color LCD monitor provide an

audible beep or other form of tone shall

warn operator prior to or when there is

10%, or less, time remaining on the media?

43. Explain how your BWC will act as a digital

wireless microphone for the in-car camera

system.

APPENDIX B: PAGE 15

44. Describe in-car microphones (cabin and

backseat).

45. Do all microphones record on separate

audio channels/tracks? Please explain.

46. Does the activation of the BWC activate

the in-car camera and vice versa?

47. Does the system have shut down timers? Describe the ability to configure shutdown timers, selectable from 0 to 60 minutes each that begin after the ignition is turned off.

a. Timer 1 should simply delay the system’s recognition that the ignition has been turned off.

b. Timer 2 must be a low power state timer that allows video to transfer wirelessly and firmware upgrades to continue.

APPENDIX B: PAGE 16

4. System Abilities/Storage Solution & Video Transfer (maximum 75 pts.)


Meets

Future

Release

Not

Available

Description/Comment

1. Describe your proposed storage solution. Provide specifics as to server requirements, cloud storage, etc.

2. Describe how the proposed storage solution meets the minimum requirements of California Government Code §34090.6 and comfortably manage video generated from the in-car, BWC and interview room cameras (MAV system).

3. Describe the solutions ability to set expiration

dates and automate the purging of expired

videos.

4. Describe the solutions ability to retain videos

past the standard expiration date based on

crime classification or pre-determined tags.

5. Describe the solutions ability to transfer video

from multiple devices (BWC and in-car)

simultaneously.

APPENDIX B: PAGE 17

6. Describe how the downloading of BWC video is accomplished

a. Multi-Dock

b. Individual dock

c. USB connection

d. Wi-Fi

e. Alternative method(s)

7. Describe the need for officer interaction in

downloading or transferring of in-car video to

the proposed storage solution.

8. Transfer of recording should occur anytime a

MAV equipped vehicle is parked in its normal

parking area. Explain how this will be

accomplished.

9. Explain how transferred data will be encrypted

to prevent unauthorized persons from

accessing or interfering with the recordings.

10. Explain the transfer technology’s capability of

restarting a data transfer when interrupted and

continuing where it left off and how it will

confirm the accuracy of the files before

deleting the originals from the vehicle’s DVR.

APPENDIX B: PAGE 18

11. If applicable, describe your solution for

mirrored storage locally and storage in the

cloud without additional steps required of the

officer downloading video.

5. System Abilities/User Access and Functionality (maximum 100 pts.)


Meets

Future

Release

Not

Available

Description/Comment

1. Explain how the back office software supports multiple simultaneous users with a range of permissions.

2. Provide a brief overview of how the solution allows users to locate video evidence quickly and manage criminal cases effectively while ensuring chain-of-custody is protected.

APPENDIX B: PAGE 19

3. Users may search for video using any combination of the following parameters:

a. Start Date and End Date, including time

of day with a minute level of precision.

b. Unit number, user ID, officer name or

defendant/witness name, case number

or custom event tags.

Location and proximity range. This could

be a geocoded address field, lat/long

coordinates, or other functionality for

allowing the user to specify a location and

search radius.

4. Do search results include all information associated with the video?

5. Can users export results for offline viewing in PDF format?

6. Does playback of video allow the user to pause video and take a screen shot of the image?

7. Does solution allow for playback of multiple videos linking them by time and allowing viewing on one screen (e.g. the review of in-car video, BWC and back-seat cameras all on one screen simultaneously)?

APPENDIX B: PAGE 20

8. Does the in-car and BWC solution provide for GPS data collection and the viewing of GPS location to be shown during playback on an interactive map (For example, as the video plays, the map updates to show precisely where the BWC and/or vehicle is in each frame of the video)? Explain

9. Does the system prompt users of any potentially related videos based on proximity of cameras using location data provided by in-car and BWC GPS to find all videos recorded at or near an event?

10. Does the system identify users of any potentially related videos based on their response to a call as identified by CAD integration?

11. Describe the ability to integrate CAD/RMS into the solution and the level of integration provided.

12. Describe the solutions ability to use definable video tags used to categorize activities.

13. Describe the ability to verify that the file ingested into the management system is an exact duplicate of the file recorded in the vehicle.

APPENDIX B: PAGE 21

14. Describe the ability to develop user and group permissions to restrict individual users to various types of incident files.

15. The solution is capable of maintaining metadata associated with a video asset.

16. Triggers and other metadata are integrated with the player, and viewable upon playback.

17. Solution supports all standard media types, as well as proprietary file types by associating the related codecs and compatible player.

18. The solution is capable of exporting video files in any common file format for play by Windows Media Player, Real Player and standard video software.

19. The software provides for export of the video files to virtually any digital recording media including to CD, DVD, Zip Drives, etc.

20. Individual user IDs and passwords can be issued by the Agency Manager.

21. Passwords can be programed to expire, with notification provided 14 days prior to expiration.

22. Deactivated accounts should remain present so they may be re-activated by the Agency Manager without being recreated.

APPENDIX B: PAGE 22

23. Password assistance should be provided to users by sending an e-mail to their registered e-mail address with a hyperlink, or other functionality, for resetting their password.

24. The software shall store videos and group

videos by both Unit number and Office ID. A

GUI front end with drag and drop capabilities is

the preferred management interface for video

file management.

25. The software database preferred is based on

the Microsoft SQL platform (most current

release).

6. System Abilities/Training and Tech Support (maximum 50 pts.)

Requirement Requirement Requirement Requirement Not

Available

Description/Comment

1. Describe the level of on-site training for all end users prior to, or at the time of, initial deployment?

APPENDIX B: PAGE 23

2. Describe the level of on-site training for Agency Managers for all aspects of the system prior to, or at the time of, initial deployment?

3. Describe the level of back office training to the Agency Manager and department supervisors?

4. Do the end users have access to an online training manual, and user guide (to include self-help troubleshooting)?

5. Does the vendor provide continuous training for updates and new features?

6. Do the end users have 24/7 access to vendor for real time tech support (beyond internal tech support), to help resolve issues as quickly as possible (at no additional cost)?

7. Does the vendor provide an efficient, timely, and documented warranty and/or repair process. Please provide documentation?

8. Does the vendor provide the ability to print documentation of training for use in court?

APPENDIX B: PAGE 24

9. Does the vendor provide access to expert witnesses in the event they are needed at trial (at no additional cost)?

7. System Abilities/Evidence Management Tools (maximum 75 pts.)


Meets

Future

Release

Not

Available

Description/Comment

1. The system should provide a configurable and easy-to-use structure for automatically managing digital evidence based on the type of event and retention period, allowing the deletion of archived data based on a customizable retention period.

2. California Penal Code §832.18 recommends that records or logs of access and deletion of data should be permanently retained. How is this accomplished with your proposed system?

APPENDIX B: PAGE 25

3. System must have the ability to integrate with Active Directory. System must have fully customizable user and group based permission that allow administrators to tailor each user's ability to use the system. Specific permissions must be able to allow access to; login and view one's video, other's video, restricted video, export video, evidence management, security management, fleet management, edit event data.

4. Once digital evidence is tagged, the system can be configured to automatically trigger a workflow process based on the police department’s retention and storage policy.

5. The proposed solution must offer the ability for officers to attach a group of videos to a specific case file capable of being identified by the police department’s case number.

6. The collective case file should offer the ability to import additional digital evidence (e.g. digital photographs, 9-1-1 audio, radio audio, etc.) to be incorporated into one digital evidence file for purposes of submission to the district attorney’s office.

7. The system should provide the ability to share video recordings to designated e-mail recipients such as the district attorney’s office.

APPENDIX B: PAGE 26

8. The e-mail should include instructions on how to access the shared link and permissions and roles shall determine what type of access is available to the user.

9. Each shared video shall have an expiration dates which should be customizable by Agency Managers.

10. The data management software shall provide administrative functionality to allow for authenticating user access for retrieval of archived data.

11. Does the redaction software support automated face detection, forward and backward object scanning, and selective audio muting?

12. Describe the redaction process.

13. Does the system provide a full evidentiary audit trail recorded in the system which provides a chronological report that can quickly be generated to document who has accessed a file, what file operations have been performed on the file, and when they were performed?

a. Are these reports printable?

APPENDIX B: PAGE 27

8. System Abilities/Auditing and Reporting (maximum 50 pts.)


Meets

Future

Release

Not

Available

Description/Comment

1. Does the proposed service provide permission/security level functionality in order to define user rights and access?

2. Can agency managers view queried records for all employees and individual officers?

a. These should include date and time, last record, query by plate, query by requestor, defendant, officer, or other employee, IP address and browsing of records and hotlists/alerts.

b. Can agency managers export all audit data in PDF and Excel formats?

3. When exporting video, does the system automatically include a standalone playback application to be included with the exported video?

a. When used on another computer, does the playback application run solely from the export media (DVD, USB, etc.) and not require any software installation on the local playback computer?

APPENDIX B: PAGE 28

b. Is the video accompanied by a full audit log showing every time the event was moved, reviewed, or exported with full MD5 hash verification data?

4. Do export procedures include a mandatory free form comment section to document the reason for export and release of video?

a. Is a drop down list of choices available?

5. Does the software have the ability to be installed on premise and have video stored on premise with the option of using the Cloud for sharing video and cases with intended recipients?

a. Does the agency have the ability to control which e-mail addresses and or domains are allowed to be sent links to shares, how long the shares are available for, the type and security of the share and the ability to remove the share at any time?

b. Is all information stored in the Cloud for sharing purposes stored in a government secure data center?

c. Does the video maintain an audit trail for the video when it is exported to the Cloud and when it is viewed or downloaded by the recipient?

6. Is there an audit trail related to redacted

APPENDIX B: PAGE 29

video?

9. System Abilities/Optional Upgrades or Services (maximum 50 pts.)


Meets

Future

Release

Not

Available

Description/Comment

1. BWC which download and charge without the need for cables or connectors (e.g. docking station).

2. Video Recording Triggering:

a. Weapon or other belt carried

equipment removal.

b. Automatic record activation for

shotgun/rifle removal

c. Other record mechanisms (specify)

3. Ability to enter metadata for videos from a smart-phone or tablet by authorized users.

4. Access to review audio/video from a smart-phone or tablet by authorized users.

5. Ability to continuously capture video for a programmable period of time to allow for

APPENDIX B: PAGE 30

review of incidents after they have occurred and in the event the officer failed to activate the recorder or in the event of trigger failure. Provide specifics.

6. Panoramic camera options that offer a wider field of view in addition to the CCD color camera requirements listed above.

7. Integrated facial recognition (Please describe capabilities and requirements in detail).

8. Automated License Plate Recognition (Please describe capabilities and requirements in detail).

APPENDIX C: PAGE 1

APPENDIX C OFFER, CERTIFICATIONS, AND ASSURANCES

I/we have read and understand all information contained within this entire bid package.

I/we make the following certifications and assurances as a required element of the proposal to which

it is attached, understanding that the truthfulness of the facts affirmed here/ declare that all answers

and statements made in the proposal are true and correct and the continuing compliance with these

requirements are conditions precedent to the award or continuation of the related contract(s).

The prices and/or cost data/bid submittal information has been determined independently, without

consultation, communication, or agreement with others for the purpose of restricting competition.

However, I/we may freely join with other persons or organizations for the purpose of presenting a

single bid. No attempt has been made or will be made by the Bidder/Proposer to induce any other

person or firm to submit or not to submit a proposal for the purpose of restricting competition.

Unless otherwise required by law, the prices and/or cost data which have been submitted have not

been knowingly disclosed by the Bidder and will not knowingly be disclosed by him/her prior to

opening, directly or indirectly to any other bidder or to any competitor.

In preparing this proposal, I/we have not been assisted by any current or former employee of the City

of El Centro whose duties relate (or did relate) to this proposal or prospective contract, and who was

assisting in other than his or her official, public capacity. Any exceptions to these assurances are

described in full detail on a separate page and attached to this document.

The attached proposal is a firm offer for a period of 60 days following receipt, and it may be accepted

by the City of El Centro without further negotiation (except where obviously required by lack of

certainty in key terms) at any time within the 60-day period.

I/we further offer to furnish materials, equipment or services in compliance with all terms, conditions,

and specifications herein including all amendments.

I/we understand the City of El Centro will not reimburse me/us for any costs incurred in the

preparation of this proposal. All proposals become the property of the City of El Centro, and I/we

claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal.

I/we agree that submission of the attached proposal with an authorized signature constitutes

complete understanding and compliance of this Request For Proposals solicitation contents and all

incorporated and attached Appendixes, schedules, and amendments including the sample contract

and general terms and conditions and certifies that all necessary facilities or personnel are available

and established at the time of bid submittal. If there are any exceptions to these terms, I/we have

described those exceptions in detail on a page attached to this document.

(Typed or Printed Name) Vendor’s Signature

(Title) (Date)

APPENDIX D INSURANCE REQUIREMENTS

Without limiting VENDOR’s indemnification of the City of El Centro (hereafter City), and prior

to commencement of work, VENDOR shall obtain, provide and maintain at its own expense

during the term of any agreement or contract, policies of insurance of the type and amounts

described below and in a form satisfactory to the City.

General liability insurance: VENDOR shall maintain commercial general liability insurance

with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount

not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury,

personal injury, and property damage. The policy must include contractual liability that has

not been amended. Any endorsement restricting standard ISO “insured contract” language

will not be accepted.

Automobile liability insurance: VENDOR shall maintain automobile insurance at least as

broad as Insurance Services Office form CA 00 01 covering bodily injury and property

damage for all activities of the Vendor arising out of or in connection with work to be

performed under any agreement or contract, including coverage for any owned, hired, non-

owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for

each accident.

Professional liability (errors & omissions) insurance: VENDOR shall maintain

professional liability insurance that covers the services to be performed in connection with

any agreement or contract, in the minimum amount of $1,000,000 per claim and in the

aggregate. Any policy inception date, continuity date, or retroactive date must be before the

effective date of any agreement or contract and VENDOR agrees to maintain continuous

coverage through a period no less than three (3) years after completion of the services

required by any agreement or contract.

Workers’ compensation insurance: VENDOR shall maintain Workers’ Compensation

Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least

$500,000).

VENDOR shall submit to the City, along with the certificate of insurance, a Waiver of

Subrogation endorsement in favor of the City, its officers, agents, employees and

volunteers.

Other provisions or requirements

Proof of insurance: VENDOR shall provide certificates of insurance to the City as evidence

of the insurance coverage required herein, along with a waiver of subrogation endorsement

for workers’ compensation. Insurance certificates and endorsements must be approved by

City’s Risk Manager prior to commencement of performance. Current certification of

insurance shall be kept on file with the City at all times during the term of any agreement or

contract. The City reserves the right to require complete, certified copies of all required

insurance policies, at any time.

Duration of coverage: VENDOR shall procure and maintain for the duration of the contract

insurance against claims for injuries to persons or damages to property, which may arise

from or in connection with the performance of the work hereunder by VENDOR, his agents,

representatives, employees or sub-vendors.

Primary/noncontributing: Coverage provided by VENDOR shall be primary and any

insurance or self-insurance procured or maintained by the City shall not be required to

contribute with it. The limits of insurance required herein may be satisfied by a combination

of primary and umbrella or excess insurance. Any umbrella or excess insurance shall

contain or be endorsed to contain a provision that such coverage shall also apply on a

primary and non-contributory basis for the benefit of the City before the City’s own insurance

or self-insurance shall be called upon to protect it as a named insured.

District’s rights of enforcement: In the event any policy of insurance required under any

agreement or contract does not comply with these specifications or is canceled and not

replaced, the City has the right but not the duty to obtain the insurance it deems necessary

and any premium paid by the City will be promptly reimbursed by VENDOR or the City will

withhold amounts sufficient to pay premium from VENDOR payments. In the alternative, City

may cancel any agreement or contract.

Acceptable insurers: All insurance policies shall be issued by an insurance company

currently authorized by the Insurance Commissioner to transact business of insurance or is

on the List of Approved Surplus Line Insurers in the State of California, with an assigned

policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in

accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by

the City’s Risk Manager.

Waiver of subrogation: All insurance coverage maintained or procured pursuant to this

agreement shall be endorsed to waive subrogation against the City, its elected or appointed

officers, agents, officials, employees and volunteers or shall specifically allow VENDOR or

others providing insurance evidence in compliance with these specifications to waive their

right of recovery prior to a loss. VENDOR hereby waives its own right of recovery against

the City, and shall require similar written express waivers and insurance clauses from each

of its sub-vendors.

Enforcement of contract provisions (non estoppel): VENDOR acknowledges and

agrees that any actual or alleged failure on the part of the City to inform VENDOR of non-

compliance with any requirement imposes no additional obligations on the City nor does it

waive any rights hereunder.

Requirements not limiting: Requirements of specific coverage features or limits contained

in this section are not intended as a limitation on coverage, limits or other requirements, or a

waiver of any coverage normally provided by any insurance. Specific reference to a given

coverage feature is for purposes of clarification only as it pertains to a given issue and is not

intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or

a waiver of any type. If the VENDOR maintains higher limits than the minimums shown

above, the City requires and shall be entitled to coverage for the higher limits maintained by

the VENDOR. Any available insurance proceeds in excess of the specified minimum limits of

insurance and coverage shall be available to the City.

Notice of cancellation: VENDOR agrees to oblige its insurance agent or broker and

insurers to provide to the City with a thirty (30) day notice of cancellation (except for

nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each

required coverage.

Additional insured status: General liability policies shall provide or be endorsed to provide

that the City and its officers, officials, employees, and agents, and volunteers shall be

additional insureds under such policies. This provision shall also apply to any

excess/umbrella liability policies.

Prohibition of undisclosed coverage limitations: None of the coverages required herein

will be in compliance with these requirements if they include any limiting endorsement of any

kind that has not been first submitted to the City and approved of in writing.

Separation of insureds: A severability of interests provision must apply for all additional

insureds ensuring that VENDOR’s insurance shall apply separately to each insured against

whom claim is made or suit is brought, except with respect to the insurer’s limits of liability.

The policy(ies) shall not contain any cross-liability exclusions.

Pass through clause: VENDOR agrees to ensure that its sub-vendors, subcontractors,

and any other party involved with the project who is brought onto or involved in the project

by VENDOR, provide the same minimum insurance coverage and endorsements required of

VENDOR. VENDOR agrees to monitor and review all such coverage and assumes all

responsibility for ensuring that such coverage is provided in conformity with the

requirements of this section. VENDOR agrees that upon request, all agreements with

VENDORS, subcontractors, and others engaged in the project will be submitted to the City

for review.

District’s right to revise specifications: The City reserves the right at any time during the

term of any agreement or contract to change the amounts and types of insurance required

by giving the VENDOR ninety (90) days advance written notice of such change. If such

change results in substantial additional cost to the VENDOR, the City and VENDOR may

renegotiate VENDOR’s compensation.

Self-insured retentions: Any self-insured retentions must be declared to and approved by

the City. The City reserves the right to require that self-insured retentions be eliminated,

lowered, or replaced by a deductible. Self-insurance will not be considered to comply with

these specifications unless approved by the City.

Timely notice of claims: VENDOR shall give the City prompt and timely notice of claims

made or suits instituted that arise out of or result from VENDOR’s performance under any

agreement or contract, and that involve or may involve coverage under any of the required

liability policies.

Additional insurance: VENDOR shall also procure and maintain, at its own cost and

expense, any additional kinds of insurance, which in its own judgment may be necessary for

its proper protection and prosecution of the work.

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