Body Worn Cameras

BOONE COUNTY, ILLINOIS REQUEST FOR PROPOSALS BODY WORN CAMERAS BCG-2024-03 FEBRUARY 20, 2024 PROPOSALS WILL BE ACCEPTED UNTIL: 11:00 a.m. (Central Time) Monday, March 18, 2024 SUBMIT PROPOSALS TO: Office of the Boone County Clerk 1212 Logan Ave, Suite 103 Belvidere, IL 61008 GENERAL INSTRUCTIONS Boone County Government will accept sealed proposals until Monday, March 18, 2024. Boone County, Illinois is soliciting proposals from qualified companies to outfit the Boone County Sheriff’s Office, deputies and correctional officers with 60 (sixty) body worn cameras including cloud based long term storage. SUBMISSION Proposals are to be submitted in hard copy print to be received no later than 11:00 a.m. (Local Time), Monday, March 18, 2024. All correspondence should be marked “BCG-2024-03 Body Worn Cameras”. All are to be submitted to the Office of the Boone County Clerk at 1212 Logan Avenue, Suite 103 Belvidere IL, 61008. OFFICIAL CONTACT Any questions concerning this Request for Proposal

(“RFP”) should be submitted to: Kevin Smyth, Lieutenant 601 N Main St Belvidere, IL 61008 smyth@boonecountyil.gov GENERAL TERMS AND CONDITIONS A. Three (3) hard copies of your proposal and any attachments are to be submitted in a sealed envelope. B. Any proposal may be withdrawn by giving notice to the County Clerk and Recorder before the stated-closing time. C. Proposals that take exception to the County’s Terms and Conditions as a whole and substitute the proposers’ standard terms and conditions may be rejected. D. Vendors shall assume full responsibility for all costs necessary to assemble the required information and for the timely delivery of the proposal at the above location. E. This request for proposals (RFP) does not commit the County to award a contract or to undertake any financial obligation whatsoever with respect to the requirement referred to herein. F. The County reserves the right, when it is deemed to be in the best interest of the county, to negotiate contract terms with the selected Vendor to award the proposal or combination of proposals deemed in the best interest of the County, at the County’s sole discretion. Boone County reserves the right to reject any and all proposals. mailto:smyth@boonecountyil.gov G. To be responsive, the proposal must set forth full, accurate and complete information as required by this RFP and all attachments. H. Any amendment to this RFP will be issued in writing by the County. No information or representation other than that contained in such an amendment, whether received from an employee of the County or other person, will be considered to have been modified or be grounds for deviation from any stipulation or requirement of this RFP. I. The Vendor shall be responsible for complying with all Local, State, and Federal regulations pertaining to this project including State of Illinois law relating to prevailing wage and preference to citizens on public works project. SCHEDULE (TENTATIVE) Proposal response due at County by 11:00 AM CST March 18, 2024 Proposal opening at 11:00 AM – County Board Room March 18, 2024 Evaluation of proposals March 18-29, 2024 Interviews with selected firms April 1-12, 2024 Testing Period April 15-26, 2024 County Board approval May 16, 2024 *This schedule is subject to change. INTRODUCTION Boone County Sheriff’s Department is seeking the procurement of 60 body worn cameras, as well as the associated equipment and software for the body cameras to properly function. Vendors are to provide information regarding their body cameras, software licensing, software installation and necessary training for the body cameras and associated software. Cost model should include a breakdown of equipment costs, licensing fees and annual fee to maintain equipment and software. SCOPE OF SERVICES Deputies:  40 Body Worn Cameras  4 multi-bay docking stations (minimum)  40 individual charging stations - 1 per deputy  40 magnetic or durable uniform mounts  Each body worn camera device shall be capable of providing the following: o Rugged waterproof design o Low light capability o Instant playback capability (including audio and video) o Adjustable LED/LCD front light capability (configurable or automatic) o Multiple mounting options. o Configurable pre-event buffering o Full shift battery life (12 hours minimum) Corrections/Reserves:  20 Body Worn Cameras  2 multi bay docking stations (minimum)  20 individual charging stations - 1 per deputy  20 magnetic or durable uniform mounts  Each body worn camera device shall be capable of providing the following: o Rugged waterproof design o Low light capability o Instant playback capability (including audio and video) o Adjustable LED/LCD front light capability (configurable or automatic) o Multiple mounting options o Configurable pre-event buffering o Full shift battery life (12 hours minimum) Software:  The software shall have built in redaction capability with automated redaction  The software shall be configurable with permissions based access o The videos and any other digital evidence (i.e., photographs, pdf files, word files, etc.) shall be accessible to any person or persons granted permission to view such files as determined by Boone County Sheriff’s Office command officers. Example: Prosecutors, Defense Attorneys etc. having their own portals for access  Audit Trails for chain of custody  The ability to upload and play I-Pro/ Panasonic Arbitrator (AV3 file type) video  Unlimited digital evidence storage  All applicable user licenses for full functionality  Unlimited transcription for videos All yearly maintenance and support fees shall be provided at a “fixed” per year price. Operation of all software and hardware products shall be warranted at minimum for a period of 12 months with option for extended warranty. Included in this is a minimum of 1 hardware refresh for cameras and docking stations during the length of agreement. Proposal Content/Submittal Requirements Below are the minimum requirements for the proposal. Consultants are encouraged to add context and add sections as needed to fully explain your proposal. 1. Executive Summary a. This section shall serve to provide the County with the key elements and unique features of the proposal by briefly describing how the Potential Vendor is going to provide the best solution. Summary should include a schedule of major milestones to accomplish from contract execution to going live. b. The summary should also include a list of high risk or problematic areas which are identified during the proposal process that are reasons for concern. Potential Vendors will not be evaluated on this paragraph and cannot lose evaluation points for listing areas of concern. These concerns will be addressed with the successful Vendor during contract negotiations. 2. Experience & References a. Provide a list of at least three (3) references where you have provided similar goods and services. Include organization, point of contact name, phone number, number of cameras in use, number of years each has been using your system, and corresponding interfacing systems that will be used by the Department. 3. Conceptual Treatment of Project and Work Plan a. Describe in more detail your approach to the project. Include a project plan that includes your concept of the project including the methodology to be used, proposed timeline, and major deliverables to be produced. Potential Vendor must provide and specify the roles and responsibilities for the County and the Potential Vendor, and any additional companies providing the video storage solution. Include any assumptions and constraints. 4. License Agreement a. Must be provided for review and evaluation by the County. 5. Delivery Time a. The Potential Vendor must state delivery time for the body worn cameras and video storage solution. 6. Budget Costs a. All pricing and all requested information is to be in the proposal and outlined. b. Budget should include a breakdown of equipment costs, licensing fees as well as annual fees to maintain the equipment and associated software. c. Proposer is to include a 60 month payment program as well as provide a cost breakdown per year. EVALUATION & SELECTION PROCESS Proposals will be reviewed by Boone County Administration and the Sheriff’s Office Command Staff. The Evaluation Panel will select a “short list” of qualified Service Providers who will be formally interviewed and will provide a formal demonstration to the County. The contract will be awarded to the Potential Vendor whose proposal meets the County’s needs and best interest. Evaluations will be based on the criteria listed, and qualitative evaluation will be based on the following: 1. Ease of solution’s use 2. Ability to meet requirements outlined in Scope of Services 3. Maintenance, training, and support offering 4. Cost of Services 5. Acceptance of County’s RFP Terms and Conditions Selection will be made as soon as possible after the closing date of receipt of proposals and will be brought to Committee and County Board for final approval of project. TESTING PERIOD A testing period will be performed, and during this time, the County will evaluate each camera to assess in a static and fluid environment based on the following: 1. Ease of camera use 2. Camera functionality 3. Camera sturdiness 4. Video download capability STANDARD TERMS & CONDITIONS Contract Term: The Term of this contract will begin from date of award and end upon project completion. Acceptance-Rejection: Boone County reserves the right to accept or reject any or all quotes and to waive technicalities in any quotation or part thereof deemed to be in the best interest of Boone County. Non-Discrimination/Affirmative Action: Boone County is committed to equal employment opportunity and is obligated not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age or physical or mental handicap in regard to any position for which qualified. Further you are advised that as a contractor, subcontractor, vendor or lessee of Boone County, you may be subject to Executive Order 11246, as amended, and Section 503 of the Rehabilitation Act, as amended. If covered, acceptance of this contract or purchase order shall constitute your agreement that you will not discriminate against any employee or applicant for national origin, age or physical or mental handicap in regard to any position for which qualified; and that you will comply with other specific requirements of these laws. In the event of noncompliance with the nondiscrimination clause, this purchase order or contract may be canceled, terminated, or suspended in whole or in part and you may be declared ineligible for further contracts or purchase orders. Applicable Law: This contract shall be governed under the laws of the State of Illinois and is made at Boone County, Illinois, and venue for any legal action to enforce the terms of the agreement shall be in Boone County Circuit Court. Assignment: No right or duty in whole or in part by the contractor under this contract may be assigned or delegated without the written consent of Boone County. Cancellation: Boone County reserves the right to cancel this contract in whole or in part without penalty due to the non-appropriation of funds or for failure of the contractor to comply with terms, conditions, and specifications of this contract. Delivery: Delivery shall be F.O.B. destination unless otherwise specified. Deviation and Exceptions: Deviations and exceptions from terms, conditions, or specifications shall be described fully under the bidder's letterhead, signed, and attached to the request for bid. In the absence of such statement, the bid shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder shall be held liable. Entire Agreement: These standard terms and conditions shall apply to any contract order awarded as a result of this request for bid except where special requirements are stated elsewhere in the request. In such the contract order with reference to parts and attachments shall constitute the entire agreement with previous communications pertaining to the subject of this request for bid being hereby superseded. Guaranteed Delivery: Failure of the contractor to adhere to the delivery schedule that is specified or to promptly replace rejected materials shall render the contractor liable for all costs in excess of the contract price if alternate procurement is necessary. Excess costs shall include administrative costs. Insurance Responsibility: The contractor to perform services for the County of Boone shall: (A} Maintain worker's compensation insurance as required by Illinois Statutes, for all employees engaged in work: (B) Maintain general liability and property damage against any and all claim(s) which might occur in the carrying out of this agreement/contract. Provide, upon request, an insurance certificate(s) indicating this coverage, countersigned by an insurer licensed to do business in the State of Illinois, covering the period of this agreement/contract. The insurance certificate shall state that the County is an additional insured. Invoicing: Purchase orders shall be individually invoiced in accordance with the instructions contained on the purchase order or contract. The County is subject to payment provisions of 1989 Illinois Act 233. The County, after receipt of a properly completed invoice or receipt and acceptance of the property or service whichever is later, will make payment within thirty (30) days. Service Request: Vendor shall render service requests in accordance with Scope of Services by an Authorized County Representative. Quality Level: Unless otherwise indicated in the Request for Bid, all materials shall be first quality. Items which are used, obsolete, or which have been discontinued are unacceptable without prior written approval by the Purchasing Agent. Quantities: Quantities shown on this request for bid are based on estimated needs. County reserves the right to increase/decrease quantities to meet actual needs or availability of funds. Taxes: Boone County and its departments are exempt from payment of all federal taxes and Illinois State and local taxes on its purchases except Illinois excise tax as described below: The County is exempt from state sales tax per Illinois Statute 77.54 (9) (a). Contractors performing construction activities are required to pay state user tax on the cost of materials. Boone County, including all of its departments, is required to pay an excise tax on Illinois beer, liquor, wine, cigarettes, tobacco product, motor vehicle fuel engine oil and aviation fuel. However, Boone County is exempt from payment of State of Illinois sales or user tax on this purchase. Boone County may be subject to other state taxes on its purchases dependent upon the laws of that state. Public Records Law Compliance: Pursuant to 5 ILCS 140/7(2), a public record that is not in the possession of a public body but is in the possession of a party with whom the agency has contracted to perform a governmental function on behalf of the public body and that directly relates to the governmental function and is not otherwise exempt is considered a public record of the public body. All terms of this agreement, and the records created thereunder, are subject to and conditioned on the provisions of the Illinois Freedom of Information Act, 5 ILCS 140 et seq. The contractor shall assist the County in producing and retaining records that are subject to the Illinois Freedom of Information Act. All correspondence, emails, etc., between and among the contractor, the County, and other parties relating to, necessitated by, or arising from the contractor's services under this Agreement that are created or received by the contractor shall be produced and maintained in such a way as to ensure the County's ability to comply with all aspects of the Freedom of Information Act. The contractor's failure to do so will constitute a material breach of this agreement, and require the contractor to defend and hold the County harmless from any liability under that law. Except as otherwise authorized, all such records shall be maintained for a period of seven (7) years after receipt of final payment under this Agreement. Certification of Independent Price Determination: By signing this bid, the respondent certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, that in connection with this procurement: The process in this response have been arrived at independently, without consultation, communication, agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other respondent or with any competitor; Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the respondent and will not knowingly be disclosed by the respondent prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other respondent or to any competitor; and no attempt has been made or will be made by the respondent to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.