Body Camera Solution Services Agreement

Allegan County RFP #1002-21 Body Camera Solution Services Page 1 of 19 REQUEST FOR PROPOSAL PACKET Allegan County 3283 122nd Ave Allegan, MI 49010 Body Camera Solution Services RFP #1002-21 This request for proposal packet incorporates the following documents: Attachment A – Scope of Work ................................................................................................... 2 Body Camera Solution Services Agreement ............................................................................... 4 Agreement and Scope of Work Clarifications .......................................................................... 10 RFP Supplement A – Instructions to Contractors ................................................................... 11 RFP Supplement B – Proposal Requirements.......................................................................... 14 RFP Supplement C – Proposal Evaluation Criteria ................................................................ 19 Key Dates

Request for Proposals issued ................................................................................. October 13, 2021 Deadline for Questions to be submitted ............................................. 3:00 PM on October 22, 2021 Deadline for County’s response to questions..................................... 5:00 PM on October 27, 2021 Due date for proposals .................................................................... 3:00 PM on November 5, 2021 Allegan County RFP #1002-21 Body Camera Solution Services Page 2 of 19 Attachment A – Scope of Work SCOPE OF SERVICES Contractor shall provide the County with a turnkey Body Camera Solution that must include all the following elements based on Contractor’s proposal as accepted by the County: 1.1 Body Worn Cameras (BWCs) rated IP67 (or better) for 70 personnel (exact count to be finalized with contract award). 1.2 BWC Accessories including, but not limited to, batteries, chargers, cables, mounting solutions, etc. necessary to operate BWC units and upload captured video. 1.3 Hosted Video Storage and Management Solution that allows for group security and permissions based access to review, annotate, redact and share captured video, entirely within a Criminal Justice Information Services (CJIS) security compliant system environment. 1.4 Implementation Services to help the County deploy the solution. 1.5 Comprehensive Training for users of both the BWCs and the Video Management Software 1.6 Maintenance and Support of the solution for a minimum of 5 years. SCHEDULING AND COORDINATION 2.1 All work is to be scheduled at least five business days in advance and coordinated through: Jim Steuer Compliance Specialist (269) 673-0500 x4521 jsteuer@allegancounty.org COSTS, BILLING AND INVOICES 3.1 Costs Unless specifically noted as an additional cost in Contractor’s proposal or quote(s), Contractor agrees that costs for all equipment, features and system functionality noted in Contractor’s proposal are included in any quote(s) submitted with its proposal. 3.2 Taxes The County is exempt from Federal Excise Tax and Michigan Sales Tax. Neither shall be added to the quoted costs or added by the Contractor to any invoice billing the County. 3.3 Delivery Provisions All goods procured through this Agreement by the Contractor for the County shall be delivered by the Contractor under the terms Free on Board 640 River Street, Allegan, Michigan 49010. Title and risk of loss to the purchased goods does not pass to the Allegan County RFP #1002-21 Body Camera Solution Services Page 3 of 19 County until the items are received by County, activated and accepted as functioning by the County. 3.4 Invoices: All invoices must reference contract #1002-21, itemize services rendered and be sent by email to projects@allegancounty.org or mailed to: Project Management - Accounts Payable Allegan County Information Services 3283 122nd Avenue Allegan, MI 49010 mailto:projects@allegancounty.org Allegan County RFP #1002-21 Body Camera Solution Services Page 4 of 19 Body Camera Solution Services Agreement This Agreement (“Agreement”) is made by and between the County of Allegan, 3283 122nd Avenue, Allegan, Michigan 49010 (“County”) and Contractor Name: Contractor Address: (“Contractor”). The parties agree as follows: 1. Contractor Services Contractor shall provide the County with the services, products and supplies described in Attachment A subject to the terms and conditions set forth in this Agreement. Contractor warrants to the County that the services to be provided under this Agreement shall be of the kind and quality that meet generally accepted standards and shall be performed by qualified personnel. Contractor further warrants to the County that all products and supplies used in conjunction with the services provided under this Agreement shall be new and of acceptable quality and quantity to the County. 2. Payment The County shall pay Contractor for the services described in Attachment A based on the pricing provided by Contractor in any final quote accepted by the County and incorporated into this Agreement. Any additional work must be mutually agreed upon in writing and costs known before that work may commence. Payment shall be provided within thirty (30) days following receipt of invoice commensurate with progress towards Scope of Work completion and satisfactory performance. 3. Term of Agreement The term of this Agreement shall begin upon signature by both parties and end after five years of Contractor provided support and maintenance on the system unless terminated earlier in accordance with Section 4 of this Agreement. This Agreement may be extended beyond this term through mutual agreement between both parties in writing. 4. Termination of Agreement The County may terminate this Agreement for any or no reason prior to the expiration date set forth in Section 3 of this Agreement by giving thirty (30) days’ written notice to Contractor. 5. Insurance Requirements Contractor, and any and all of its subcontractors, shall not commence any services or perform any of its other obligations under this Agreement until Contractor obtains the insurance required under this Section. Contractor shall then maintain the required insurance for the full duration of this Agreement. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan. All coverages shall be with insurance carriers acceptable to the County. Insurance policies shall not contain endorsements or policy conditions which reduce coverage provided to the County. Contractor shall be responsible to the County for all costs resulting from both financially unsound insurance companies selected by Contractor and their inadequate Allegan County RFP #1002-21 Body Camera Solution Services Page 5 of 19 insurance coverage. The specified limits of liability do not limit the liability of Contractor. All deductibles and self-insured retentions are the responsibility of Contractor. A. Worker’s Compensation Insurance: Contractor shall procure and maintain during the life of this Agreement, Worker’s Compensation Insurance, including Employers’ Liability Coverage either in accordance with all applicable statutes of the State of Michigan or have the State of Michigan listed under Section 3 - Other States Insurance in the Contractor’s insurance policy. B. Commercial General Liability Insurance: Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability of not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included ; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable. C. Motor Vehicle Liability Insurance: Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverage, with limits of liability not less than $1,000,000 per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. D. Additional Insured: Commercial General Liability Insurance as described above, shall include an endorsement stating the following shall be additional insureds: “Allegan County, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof.” It is understood and agreed that, by naming Allegan County as additional insured, coverage afforded is considered to be primary and any other insurance the County may have in effect shall be considered secondary and/or excess. E. Cancellation Notice: Worker’s Compensation Insurance, Commercial General Liability Insurance, and Motor Vehicle Liability Insurance, as described above, shall be endorsed to state the following: “It is understood and agreed thirty days, ten days for non-payment of premium, Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: Allegan County Administrator, 3283 122nd Avenue, Allegan, MI 49010.” If any required insurance expires or is canceled during the term of this Agreement, services and related payments will be suspended and the County may terminate this Agreement immediately. F. Proof of Insurance Coverage: Upon execution of this Agreement and at least ten business days prior to commencement of services under this Agreement, Contractor shall provide the County with a copy of its Worker’s Compensation, Commercial Liability and Vehicle Liability certificates of insurance evidencing the required coverage and endorsements. Should the need arise, the County reserves the right to request a copy of any policy mentioned above and if so requested, Contractor agrees to furnish a Certified Copy. No payments shall be made to Contractor until current certificates of insurance have been received and approved by the County. If any of the above coverages expire during the term of this Agreement, Contractor shall deliver renewal certificates to the County at least ten days prior to the expiration date. Allegan County RFP #1002-21 Body Camera Solution Services Page 6 of 19 6. Reporting and Review Contractor shall report to the County as required by this Agreement and also upon request. Contractor shall cooperate and confer with the County as necessary to ensure satisfactory work progress and performance. All documents submitted by Contractor must be dated and bear the Contractor’s name. All reports made in connection with Contractor’s services are subject to review and final approval by the County. The County may review and inspect Contractor’s activities during the term of this Agreement. After reasonable notice to Contractor, the County may review any of Contractor’s internal records, reports or insurance policies. 7. County Data All data including, but not limited to, video, audio, metadata, notes, etc., uploaded or generated by the County, and stored in Contractor’s solution shall remain the sole property of the County and shall be provided to the County upon termination of this Agreement by the Contractor at no cost to the County. 8. Indemnification To the fullest extent permitted by law, Contractor shall hold harmless, defend and indemnify the County and its elected officials, agents, representatives, volunteers and employees from any and all liabilities, claims, liens, fines, demands and costs, including attorney fees, of whatsoever kind and nature, such as, but not limited to, those resulting from injury or death to any persons, including Contractor’s own employees, or from loss or damage to any property, including property owned or in the care, custody or control of the County, in connection with or in any way incident to or arising out of the occupancy, use, operations or performance or non-performance of services by the Contractor or its agents, representatives and employees, or any subcontractor or its agents, representatives and employees, in connection with this Agreement. The obligations of Contractor under this Section shall survive any termination of this Agreement or completion of Contractor’s performance under this Agreement. 9. Independent Contractor To the fullest extent permitted by law, the parties agree that Contractor is an independent contractor; that Contractor and its employees shall in no way be deemed, nor hold themselves out to be, an employee, agent or joint venture partner of the County for any purpose, and shall not be entitled to any fringe benefits of the County, such as, but not limited to, health and accident insurance, life insurance, paid sick or vacation leave, or longevity pay; and that Contractor shall be responsible for withholding and payment of all applicable taxes, including, but not limited to, income, social security and unemployment taxes, to the proper federal, state and local governments, and maintaining the required workers’ compensation insurance, in connection with services rendered by its employees pursuant to this Agreement, and agrees to protect, defend and indemnify the County against such liability. 10. Subcontracting Contractor shall provide all services covered by this Agreement and shall not subcontract, assign or delegate any of the services without written authorization from the County unless the intent to use subcontractors is clearly stated in the Contractor’s Proposal with details provided on the names of the agencies and portion of work to be subcontracted. Allegan County RFP #1002-21 Body Camera Solution Services Page 7 of 19 Contractor assumes all risk, liability and supervisory responsibility for the actions and / or inactions and performance of all subcontractors used by Contractor in providing services under this Agreement. In choosing to use subcontractors, Contractor shall ensure that all subcontractors comply with, and perform services in manner consistent with, all the terms and conditions set forth in this Agreement. Contractor shall also verify that subcontractors have insurance coverage that matches or exceeds the coverage detailed in Section 5 and make certain that subcontractors do not operate outside the required scope of work. This Agreement is solely between County and Contractor and County shall have no relationships or obligations to any subcontractors used by Contractor in performing work under this Agreement. 11. County Employees Contractor shall not hire any County employee to perform any of the services covered by this Agreement without written authorization from the County. 12. Default In the event of default by Contractor, the County may procure the products or services from other sources and hold Contractor responsible for any excess costs incurred, in addition to all other available remedies. 13. Endorsement Prohibition Contractor shall not use in any form or medium the name of the County, or supportive documentation or photographs of County projects, facilities, equipment or employees, for public advertising or promotional purposes unless authorized in writing by the County. 14. Compliance with Laws Contractor shall observe and comply with all applicable federal, state and local laws, ordinances, rules, and regulations including, but not limited to OSHA/MIOSHA requirements, the Elliot- Larsen Civil Rights Act and the Persons with Disabilities Civil Rights Act. Contractor agrees to protect, defend and indemnify the County against liability for loss, cost or damage resulting from actual or alleged violations of law by Contractor. 15. Nondiscrimination Contractor shall adhere to all applicable federal, state and local laws, ordinances, rules and regulations prohibiting discrimination. Contractor, as required by law, shall not discriminate against a person to be served or any employee or applicant for employment because of race, color, religion, national origin, age, sex, disability, height, weight, marital status, or any other factor legally prohibited by applicable law. 16. Equal Opportunity Employer In signing this Agreement, Contractor certifies that it is an Equal Opportunity Employer. 17. Confidentiality Contractor acknowledges that during the performance of its obligations under this Agreement, it or its personnel may become aware of or receive confidential information relating to or kept by the County, and therefore Contractor agrees that all such information shall be kept confidential and shall not be disclosed without the written authorization of the County. Allegan County RFP #1002-21 Body Camera Solution Services Page 8 of 19 18. Contractor Personnel Contractor’s employees may be subject to an approved criminal background check prior to entering County property to perform work under this Agreement. Employees of Contractor must wear apparel or other means of identification while performing services under this Agreement. 19. Amendment This Agreement shall not be modified, nor may compliance with any of its terms be waived, except by written instrument executed by both parties. 20. Binding Effect This Agreement is binding upon and shall inure to the benefit of Contractor and the County and their respective legal representatives, successors and authorized assigns. 21. Waiver No provision of this Agreement shall be deemed waived and no breach excused, unless such waiver or consent is in writing and signed by the party claimed to have waived or consented. Any consent by any party to, or waiver of, a breach of the other party, whether express or implied, shall not constitute consent to, waiver of, or excuse for any different or subsequent breach. 22. Counterparts This Agreement may be executed simultaneously in one or more counterparts each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. 23. Severability If any provision of this Agreement is held to be invalid or unenforceable, it shall be considered to be deleted, and the remainder of the Agreement shall remain in full force and effect. Where the deletion of the invalid provision would result in the illegality and/or unenforceability of this Agreement, this Agreement shall be considered to have terminated as of the date on which the provision was declared invalid. 24. Section Titles Section titles used in this Agreement are inserted for the convenience of reference only and shall be disregarded when construing or interpreting any provisions of this Agreement. 25. Choice of Law and Forum This Agreement is governed by and interpreted according to the laws of the State of Michigan. The parties agree that the proper forum and venue for litigation arising out of this Agreement is in Allegan County, Michigan. 26. Royalties and Patents Contractor shall pay all royalties and license fees and shall defend all suits or claims for infringement of any copyright or patent rights and shall hold and save the County and its officers, agents, servants and employees harmless from any and all loss and liability of any nature or kind whatsoever, including costs and expenses of defense, for or on account of any copyrighted, patented or unpatented invention, process, article or appliance manufactured or used in the performance of the contract, including its use by Contractor and/or Contractor’s subcontractors and agents. Allegan County RFP #1002-21 Body Camera Solution Services Page 9 of 19 27. Debarment or Suspension Status In signing this Agreement, Contractor certifies that it is not suspended, debarred or ineligible from entering into contracts with the Executive Branch of the Federal Government, or in receipt of a notice of proposed debarment from any State agency or local public body. 28. Conflicts of Interest In signing this Agreement, Contractor certifies that it has no interest which would conflict with its performance of services under this Agreement. If a possible conflict of interest arises, Contractor shall immediately inform County regarding same. 29. Anti-Collusion Statement In signing this Agreement, Contractor certifies that it has not divulged to, discussed or compared its bid with other contractors and has not colluded with any other bidder, with the exception of qualified subcontractors, or parties to the bid. No premiums, rebates or gratuities to employees or officials of the County are permitted either with, prior to, or after delivery of any product(s) or service(s). Any such violation will result in the termination of this Agreement, the cancellation and/or return of any item(s), as applicable, and possible exclusion of Contractor from future bidding opportunities. 30. Entire Agreement This Agreement, including and incorporating the documents listed below, constitutes the entire Agreement. In the event of any conflict or inconsistency in the terms and conditions between these documents, the documents shall govern in following order: 1. This Body Camera Solution Services Agreement 2. Agreement and Scope of Work Clarifications 3. Attachment A – County’s Scope of Work issued with RFP on 4. Attachment B – Contractor’s Proposal received and opened by County on This Agreement contains all the terms and conditions agreed upon by the parties, and no other negotiations, representations, understandings or agreements, written, oral, or otherwise, regarding the subject matter of this Agreement or any part thereof shall have any validity or bind the parties in any way. The Parties hereby cause this Agreement to be executed by their duly authorized representatives. Contractor: County: Sign: Sign: Name: Name: Robert J. Sarro Title: Title Allegan County Administrator Date: Date: Allegan County RFP #1002-21 Body Camera Solution Services Page 10 of 19 Agreement and Scope of Work Clarifications Contractor questions and the County’s responses posted during the open bidding process as RFP Clarifications will be included here wherein they modify or clarify the terms of this Agreement or the scope of work outlined in the RFP. Final decisions on quantities and any limits to the scope of work shall also be noted here once project costs have been evaluated by the County. The County will discuss and negotiate any additional modifications or clarifications made after the proposal due date with the Contractor prior to incorporating them into this Agreement. Allegan County RFP #1002-21 Body Camera Solution Services Page 11 of 19 RFP Supplement A – Instructions to Contractors HOW TO PARTICIPATE IN THE CONTRACTING PROCESS Contractors interested in responding to this Request for Proposal (RFP) must follow the bidding process outlined below. The County will not reimburse firms for any expenses incurred in preparing and submitting proposals in response to this RFP. Copies of this RFP in Microsoft Word format are available upon request. Should prospective contractors require further information or clarification, contact the County’s Project Management Specialist at projects@allegancounty.org. All deadlines are Eastern Prevailing Time. 4.1 Proposal and Contract Examination Before submitting a proposal, contractors should carefully examine the entire RFP packet. By the submission of a proposal, Contractor will be understood to have read and be fully informed as to the contents of this RFP packet and accepting of the terms and conditions herein, unless noted in the proposal submitted by the Contractor and affirmed in any final agreement by the County. 4.2 Contractor Inquiries – due by 3:00 p.m. on October 22, 2021. Should Contractor find any discrepancies, omissions, ambiguities, or conflicts within the RFP packet, be in doubt about their meaning, or have any questions about the RFP process or the scope of work, they should bring such questions in writing to the attention of: Kristin VanAtter – Project Management Specialist Allegan County – County Services Building 3283 122nd Ave Allegan, MI 49010 projects@allegancounty.org 4.3 County Response – posted by 5:00 p.m. on October 27, 2021. The County will compile and review all questions received from contractors and post responses to the County website as an RFP Clarification. Clarifications modifying the Agreement or Scope of Work will be incorporated into the final Agreement. The County will not be responsible for any oral instructions. 4.4 Proposal Submission – due by 3:00 p.m. on November 5, 2021. Contractors may either email a copy of their proposal with the subject line RFP #1002-21 Body Camera Solution Services to projects@allegancounty.org OR Contractors may mail or deliver a hardcopy proposal in an envelope marked RFP #1002-21 Body Camera Solution Services to: Kristin VanAtter – Project Management Specialist Allegan County Services Building 3283 122nd Ave Allegan, MI 49010 mailto:projects@allegancounty.org mailto:kvanatter@allegancounty.org mailto:kvanatter@allegancounty.org mailto:kvanatter@allegancounty.org Allegan County RFP #1002-21 Body Camera Solution Services Page 12 of 19 It is the sole responsibility of contractor to ensure that the proposal reaches County by the specified deadline. 4.5 Withdrawal of Proposals A written request for the withdrawal of a proposal or any part thereof will be granted if the request is received by the Project Management Specialist prior to the specified proposal due date and time. Proposals, amendments thereto, or requests for withdrawal of proposals received by the Project Management Specialist after the specified proposal due date and time will not be considered. 4.6 Freedom of Information Act All information submitted by a Contractor in a proposal and any resulting contract is subject to the Michigan Freedom of Information Act and may not be held in confidence by the County after a proposal is opened or contract awarded. All proposals shall be available for review after County staff has evaluated them. CONSIDERATIONS FOR THE COST PROPOSAL 5.1 Discounts and Incentives The County will consider discounts and other pricing incentives in each individual proposal prior to determining the successful contractor. 5.2 Quantities The quantities or usage specified in this RFP are estimated only unless otherwise stated. No guarantee or warranty is given or implied by the County as to the total amount that may be or may not be purchased through any resulting contracts. These quantities are for Contractor’s information only and will be used for bid tabulation and cost comparison. The County reserves the right to increase or decrease quantities until contract is finalized. 5.3 Bidding on Equivalent Products If and wherever in the specifications a brand name, make, name of manufacturer, trade name, or vendor catalog number is mentioned, it is the purpose of establishing a grade or quality of material only. Since the County does not wish to rule out other competition and equal brands or makes, the phrase or approved equal is added. However, if a product other than those specified is bid, it is the contractor’s responsibility to name such a product within the bid, and to prove to the County that said product is equal to that specified and to submit brochures, samples, and/or other specification in detail on the item(s) bid. The County shall be the sole judge concerning the merits of bids submitted. Allegan County RFP #1002-21 Body Camera Solution Services Page 13 of 19 PROPOSAL EVALUATION AND CONTRACT AWARD In evaluating proposals and awarding contracts, the County will use the following process: 6.1 Proposal Evaluation Proposals will be evaluated and scored by an evaluation team using the criteria specified in RFP Supplement C – Proposal Evaluation Criteria. Compiled scores from all eligible proposals will form the basis for recommending a contract award. 6.2 Product Samples To assist in product evaluation, samples may be requested if brand is unfamiliar to the County or other than specified in the Scope of Work. Such samples are to be furnished after the date of bid opening only upon request of the County unless otherwise stated in the bid requirements. 6.3 Supplemental Information During the evaluation process, the County reserves the right to request additional information or clarifications from Contractor, or to allow corrections of errors or omissions. 6.4 Contractor Presentations, Product Demonstrations and Interviews At the discretion of the County, as part of the evaluation process, Contractor submitting proposal may be requested to make a presentation, conduct a product demonstration and/or be interviewed in person or remotely. Should this become necessary, the County will contact Contractor and expects them to be available at a location determined by the County within two weeks of notification. Contractor shall not receive payment from the County for costs that may be incurred through this step in the evaluation process. 6.5 Service and Parts Contractors must be prepared to submit evidence to the County, in addition to that required in the attached specifications that qualified personnel and adequate parts inventory are available to maintain all bid equipment in effective operation. 6.6 Contract Finalization Should any material changes to the Agreement, Scope of Work or Contractor’s Proposal need to be clarified or negotiated, a revised agreement may be drafted and sent to Contractor for review and signature. 6.7 Contract Award Once finalized, an agreement will be processed for final approval and award by the necessary County authority. Upon award, Contractor will be contacted to plan and schedule work. Notification of award will be posted to the County’s website along with a bid tabulation. Notification letters will also be sent to each contractor that submitted a proposal. 6.8 Rejection of Proposals The County reserves the right to reject any and all proposals or to accept the proposal or any part thereof which it determines to best serve the needs of the County and to waive any informalities or irregularities in the proposals. While cost is a factor in any contract award, it is not the only factor and may not be the determining factor. Allegan County RFP #1002-21 Body Camera Solution Services Page 14 of 19 RFP Supplement B – Proposal Requirements PROPOSAL REQUIREMENTS 7.1 General Instructions Before submitting a proposal, Contractor should carefully examine the entire RFP Packet and have a full understanding of the contents needed for a proposal. Submission of a response constitutes Contractor’s understanding of the contents of this RFP. Any erasures or corrections to this RFP packet or the Contractor’s proposal must be initialed in ink by Contractor. The Agreement and Cost Proposal Form must be typed into or filled out with pen and ink and be signed in longhand, in ink, by a principal authorized to make contracts. 7.2 Proposal Organization and Length: Contractor’s proposal and all supporting documentation should be organized and formatted to ensure the County receives only the most relevant information necessary to select a contractor. In responding to proposal content requested in Section 8 below, please reference the number and the question before each response and respond in sequence of the questions asked. PROPOSAL CONTENT 8.1 Company Information: 8.1.1 State the legal name under which Contractor carries out business, the year the company was established and the approximate size of the company in terms of total employees and annual revenues. 8.1.2 Identify the location of the office from which work described here will be managed and the year that office was established if other than above. 8.1.3 Provide the contact information (name, title, telephone number and email) for Contractor representative submitting proposal. 8.1.4 Indicate whether any disciplinary action has been taken or is pending against Contractor by state regulatory bodies, professional organizations, or through legal action in the past five years. If no, so state. If yes, detail the circumstances and current status of such action. 8.2 Company Experience: 8.2.1 List three clients for whom your firm has provided and supports a Body Camera Solution. Name the firm, agency or organization for whom the work was performed, briefly describe the scope of work and provide the name and telephone number or email of the individual who may be contacted as a reference. Allegan County RFP #1002-21 Body Camera Solution Services Page 15 of 19 8.2.2 State the approximate number of law enforcement agencies in Michigan that are currently using your firm’s solution and the names of the three closest to Allegan County. 8.3 Body Worn Cameras and Accessories: 8.3.1 For ease of comparison, please summarize the following for the IP67 (or better) BWC being proposed: 8.3.1.1 Video capture format and compression 8.3.1.2 Video capture resolution and frames per second (if multiple options, note which is most typically used) 8.3.1.3 Video aspect ratio 8.3.1.4 Field of view (horizontal and vertical) 8.3.1.5 Typical size in Megabytes of a 1 minute video (note if multiple resolutions are available or provide formula for calculating) 8.3.1.6 Total hours of video that can be captured and stored on the unit 8.3.1.7 Battery life 8.3.1.8 Approximately how long it takes to fully charge a spent battery 8.3.1.9 Are the batteries built-in or field replaceable 8.3.1.10 Number of buttons, and their function 8.3.1.11 State ratings/certifications met by the BWC in terms of  Federal Information Processing Standards (FIPS):  Military Standards:  Ingress Protection (IP) number:  Video Encryption Standard 8.3.2 Describe any features that are built into the camera to improve video capture and address issues of lighting, motion, lens distortion, etc. 8.3.3 Describe how audio is captured and the number and type of microphones that are built into the BWC. 8.3.4 Explain how the video is stored on the BWC and how is it encrypted. 8.3.5 Explain the types of notifications the BWC can present to the user and how those are indicated (i.e. BWC on; recording; battery low; memory low; etc.). 8.3.6 Describe the minimal required accessories needed to successfully maintain the BWC in operational condition and upload captured video (i.e. chargers, cables, batteries, memory cards, mounts etc.) and confirm that these are included in the base bid. 8.3.7 Describe any fail-safes available to capture and retrieve video from incidents if the deputy did not manually initiate video recording or stopped it too soon. 8.3.8 Describe any additional BWC functionalities and accessories (if any) that are built into the BWCs and are included in the base bid. 8.3.9 Itemize any optional equipment or functionality that is available for the BWCs (integration with duty weapons, TASERS, radios, light bars, sirens, etc.) and costs to add these features on a per-unit basis. Allegan County RFP #1002-21 Body Camera Solution Services Page 16 of 19 8.3.10 Describe the chest-mounting options for the body camera considering that most users will need a standard pocket clip and a magnetic chest clip with approximately 25% also needing the ability to occasionally mount the camera on a MOLLE vest. Describe pricing for the various options. 8.3.11 State the typical life expectancy for the proposed BWC. 8.3.12 Attach a full spec sheet for the proposed BWC. 8.4 Video Upload, Transfer and Tagging 8.4.1 Given Allegan is a large rural county (840 square miles), based on your firm’s experience with similar implementations, what is recommend as the best way(s) to upload video and note any other potentially viable alternatives. It is important to note that deputies typically start and end their shifts from home. A single Sheriff’s Office is centrally located. 8.4.2 Describe the types of docking stations that are available to charge and upload video if docking stations are used. If not, describe how the BWC battery is charged. 8.4.3 Describe any relevant metadata that is automatically extracted from the video or user information that is automatically attached. 8.4.4 Describe how officers can interactively review and tag captured video and assign case numbers and other annotations to their video during and after their shift. 8.4.5 The County currently uses Tyler Technology’s New World Solution for Computer Aided Dispatch (currently version 2020.1.HF2 upgrading to 2021.2 SP1 or newer during the first quarter of 2021). Note whether your firm’s BWC solution offers any integration with New World and describe how that integration improves efficiency. If your solution has an integration, provide the names of a few agencies that have implemented this integration and note whether there are any additional costs to establishing it. 8.4.6 Note whether the Video Management Platform allows non-BWC digital content such as, but not limited to photos, texts, bystander videos, social media posts, tips, etc. to be attached to the case number by the BWC wearing user or directly by other individuals. If this feature exists, note costs, content formats that can be attached (e.g. MP3, JPEG, HEIC, etc.) and provide details on how it works. 8.4.7 Explain what happens if connectivity to the BWC is interrupted during video transfer (i.e. a Deputy removes it from the dock to respond to a call before upload is complete). 8.5 Hosted Video Storage and Management Solution 8.5.1 Confirm that the solution is entirely hosted in a CJIS compliant environment and provide details on the system architecture, security, redundancy and uptime of the servers where the data are stored. Proposals with solutions that are not hosted or are not CJIS security compliant will not be entertained. Allegan County RFP #1002-21 Body Camera Solution Services Page 17 of 19 8.5.2 Note how much video storage is included in the base bid. If unlimited storage is not included in the base bid, note the cost of additional storage. 8.5.3 Describe the permission groups available to manage the solution and control internal access to stored video and related content. 8.5.4 Describe the key functions that are included in the base bid for the Video Management Software. 8.5.5 State the types of devices on which the video browsing software is configured for display and interaction (i.e. Laptops, tablets, smart phones, etc.) along with any minimal requirements. 8.5.6 Describe the video redaction assistance tools that are available as part of the Video Management Solution and are included in the base bid. 8.5.7 Describe any additional redaction assistance tools that are available as part of the Video Management Solution and are not included in the base bid. Note pricing. 8.5.8 Confirm that the redaction software has the ability to mute captured audio. 8.5.9 Describe how files are intended to be shared internally among users that typically have access to the County network (road patrol supervisors, Sheriff’s command staff, prosecuting attorneys, etc.). 8.5.10 Describe how files are intended to be shared in response to external requests coming from defense attorneys, news outlets and the public. 8.5.11 Note whether availability/access to video that is shared can be time limited. 8.5.12 Note whether authorized users such as Sheriff’s command staff can limit access and review of video by the user that captured if needed during an internal investigation. 8.5.13 Confirm that all interactions within the platform including, but not limited to views, annotations, edits, redactions or content deletions, generate an audit trail necessary to verify a secure chain of custody. 8.5.14 Note the reporting capability of the system and the types of reports that are most commonly generated by users. 8.5.15 Explain how video retention can be set and managed. 8.6 Implementation Services 8.6.1 Note whether there are currently any supply chain issues associated with the equipment that may prevent delivery and implementation in January, 2022. 8.6.2 If your firm intends to use any subcontractors on this project to support installation, state the name of the contractor and the scope of services to be provided. Allegan County RFP #1002-21 Body Camera Solution Services Page 18 of 19 8.7 Comprehensive Training 8.7.1 Fully describe the training your firm will provide to all user groups (number of session, duration of each session, summary of content) during implementation. 8.7.2 Describe any training opportunities post-implementation. 8.8 Maintenance and Support 8.8.1 Describe the standard warranty on the BWCs. 8.8.2 Describe any extended warranties that are available and their cost. 8.8.3 Describe how the County would report an equipment issue and how it would be resolved. Provide timeframes for issue acknowledgement and the process for replacement. 8.8.4 Describe the services to be provided with annual support and maintenance. 8.8.5 Clarify whether maintenance and support includes all firmware and software updates, software upgrades and new software versions. 8.8.6 If your firm intends to use any subcontractors on this project to provide maintenance and support, state the name of the contractor and the scope of services to be provided. 8.9 General 8.9.1 If your solution includes location intelligence or situation awareness such as allowing supervisors to see where units are in the field during incidents or tap into live camera feeds, describe. Note whether this functionality is included in the base bid or note additional costs. 8.9.2 Confirm that all data generated and housed within the solution remains the property of the County and explain how content will be returned to the County and the format in which it will be provided should this contract be terminated. 8.10 Contract Agreement and Costs: 8.10.1 Review and sign the Body Camera Solution Services Agreement containing the County’s standard terms and conditions. 8.10.2 Attach one or more quotes representing pricing for your firm’s proposed solution(s). The County will accept quotes for a traditional implementation (up front purchase/implementation cost in year one with a minimum five years of annual support and maintenance) or a five-year subscription based quote with a per-officer fee (or similar). If both options are available, quotes for each should be submitted. If any savings or discounts are available from bundling, leveraging existing equipment, or being a first time customer are available, these should be identified, itemized and noted in the quote(s). 8.10.3 Contractor may attach pricing and details for additional items, services and costs for consideration. Allegan County RFP #1002-21 Body Camera Solution Services Page 19 of 19 RFP Supplement C – Proposal Evaluation Criteria County will review and evaluate Contractor’s proposal in accordance with the requirements of this RFP and score it using the matrix below. The decisions and opinions of the evaluation committee regarding proposal reviews are final and cannot be appealed. References may be checked to verify accuracy and results from reference interviews or questionnaire responses may be scored and added to the evaluation at County’s discretion. Contractor may be requested to make additional written submissions or presentations to County, the results of which may be added to the evaluation. Proposals will be scored relative to other proposals using the following rating scale: 0 -3 -1 5 +1 +3 10 Min. Score Per Major Concern Per Minor Concern Initial Default Score Per Minor Benefit / Plus Per Major Benefit / Plus Max. Score Submission (failure to meet these requirements may be cause for bid rejection) Bid proposal received on time Yes / No Correct number of copies received Yes / No Any legal action within the past 5 years Yes / No Contract Agreement Acknowledged Yes / No Scope of Work (Attachment A) Score (0-10) Weight Points Max. Points % of Total 8.1 Company Information x 1 = 10 8.2 Company Experience x 3 = 30 8.3 Body Worn Cameras x 5 = 50 8.4 Video Upload x 5 = 50 8.5 Video Management System x 5 = 50 8.6 Implementation Services x 1 = 10 8.7 Comprehensive Training x 2 = 20 8.8 Maintenance and Support x 3 = 30 8.9 General x 2 = 20 Proposal Quality and Completeness x 1 = 10 280 45% Contractor Presentation / Product Demonstration Evaluation Team Score 60 10% Cost Proposal (Attachment B) Total purchase, installation, maintenance and support costs. 280 45% GRAND TOTAL Total Points 620 100%