02-21 KPD - Body Worn & Squad Camera Systems

Kenosha Police Department Request for Proposal (RFP) Body Worn Camera and Squad Camera Systems Proposal No. 02-21 Section I. INVITATION The Kenosha Police Department is soliciting proposals from qualified companies to provide the department with 160 officer worn body cameras and 52 squad camera systems. In addition, companies must provide a video storage solution, which partners with the provided body worn cameras and squad cameras, to store, manage, retrieve and share captured digital video. Qualified companies will also provide a Service Agreement which includes service on equipment, hardware and software for 5 years. Potential Vendors must demonstrate experiences in designing and maintaining body worn camera, squad camera, and backend server solutions. The intent of this request for proposals is to acquire body worn and squad video cameras for public safety use that offers ease of use, functionality, recording and storage capabilities. Potential Vendors shall only submit one

proposal per firm. Proposals that do not conform to the mandatory items as provided in the proposal instructions will not be considered. Based upon results of the review and evaluation, the City may decide to proceed with an offer to one or more companies to furnish and potentially deploy units on a permanent basis throughout the Kenosha Police Department. Section II. GOALS AND OBJECTIVES The intent of this request for proposals is to acquire body worn and squad video cameras for public safety use that offers ease of use, functionality, recording and storage capabilities. Potential Vendors will also be required to provide training on the use of body cameras and storage systems. All proposals submitted must address the key components discussed in the Technical Information and Requirements section. Section III. GENERAL CONDITIONS TERMS The agreement which results from this RFP will be a contract for a period of 5 years. This agreement may be extended, on the same terms and conditions for additional 1 year terms, if the City exercises the option to do so. DESIGNATED CONTACTS Any explanation desired by a potential vendor regarding the meaning or interpretation of any RFP provision or questions must be submitted in writing via email to the procurement contact, Captain Joseph Labatore, no later than 4:00 p.m. on March 12, 2021. Captain Joseph Labatore 1 is the only individual who may be contacted regarding the RFP and all inquiries should be sent to jdl401@kenoshapolice.com. Responses to the questions will be provided to all parties who have requested copies of the RFP announcement by way of email. SCHEDULE OF EVENTS Activity Date 1. Release Request for Proposal February 26, 2021 2. Deadline to submit written questions March 12, 2021 3. Response to written questions March 19, 2021 4. Deadline for submitting proposal March 26, 2021 4:00 p.m. opening 5. Evaluation Committee review April 2, 2021 6. Interviews for selected firms if necessary April 5 – 9, 2021 7. Demonstrations April 9-23, 2021 8. Final recommended selection April 30, 2021 9. Final Approval by City May 3, 2021 10. Tentative contract date May 3, 2021 REFERENCES The Kenosha Police Department reserves the right to check any reference(s), regardless of the source of the reference information, including but not limited to, those that are identified by the company in the proposal, those indicated through the explicitly specified contacts in Appendix B, those that are identified during the review of the proposal, or those that result from communication with other entities involved with similar projects. COMMUNICATION WITH STAFF From the date the RFP is issued until a contract is executed, communication regarding this project between potential vendors and individuals employed by the Kenosha Police Department and/or the City of Kenosha is prohibited. Only written communication with the procurement contact, as listed on page one of this Request for Proposal, is permitted. Once a determination is announced regarding the selection of a vendor, the Vendor will be permitted to speak with person(s) participating in contract negotiations. Violation of these conditions may be considered sufficient cause to reject a vendor’s proposal and/or selection irrespective of any other condition. The following exceptions to these restrictions are permitted:  Contacts made pursuant to any pre-existing contracts or obligations; and  Presentations, key personnel interviews, clarification sessions or discussions to finalize a contract, as requested by the Kenosha Police Department and/or the City of Kenosha. PROPRIETARY INFORMATION 2 mailto:jdl401@kenoshapolice.com All information and data contained in the proposal becomes the property of the Kenosha Police Department and becomes public information upon opening the proposal. If the Potential Vendor wishes to have any information withheld from the public, such information must fall within the definition of proprietary information contained within the state’s Public Record statutes. All proprietary information the Potential Vendor wishes the City to withhold from the public must be submitted in a sealed package, which is separate from the remainder of the bid. The separate package must be clearly marked PROPRIETARY on the outside of the package. APPLICABLE LAW The laws of the State of Wisconsin shall govern, and the appropriate venue and jurisdiction for any litigation which may arise hereunder will be in those courts located in the State of Wisconsin, regardless of the place of business, residence or incorporation of the Vendor. Section IV. PROPOSAL SUBMISSION AND PROCESS PROPOSAL FORMAT The Potential Vendor shall submit one clearly labeled original and six copies of their proposal. The name of the Potential Vendor firm shall be indicated on the spine and/or cover of each binder. All proposals shall be on 8-1/2" x 11" paper bound with tabbed dividers labeled by section to correspond with the evaluation information requested. Proposals shall be signed by an authorized representative of the offeror. All information requested must be submitted. Failure to submit all information requested may result in the Kenosha Police Department requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Mandatory requirements are those required by law or such that they cannot be waived and are not subject to negotiation. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Elaborate brochures and excessive promotional materials are not required or desired All proposals must be submitted in a sealed envelope plainly marked with the name and address of the Potential Vendor and the RFP number and title. No responsibility will attach to the Kenosha Police Department, or the City of Kenosha, or any official or employee thereof, for the pre-opening of, post-opening of, or the failure to open a proposal not properly addressed and identified. All proposals must be mailed to: City of Kenosha Finance Department 625-52nd St Rm 208 3 Kenosha, WI 53140 All proposals will be opened at 4:00 p.m. on March 26, 2021. NEITHER FAXED NOR EMAIL PROPOSALS ARE ALLOWED AND WILL NOT BE CONSIDERED. PROPOSAL REQUIREMENTS The Potential Vendors shall provide the appropriate information in sufficient detail to demonstrate that the evaluation criteria has been satisfied as specified. To allow for easier comparison of proposals during evaluation, proposals should contain the following sections and attachments and be arranged in consecutive order. Executive Summary. This section shall serve to provide the Kenosha Police Department with the key elements and unique features of the proposal by briefly describing how the Potential Vendor is going to provide the best solution. The Executive Summary should include a schedule of major milestones to accomplish the implementation. The Executive Summary should also include a list of high risk or problematic areas which were identified during the proposal process that are reasons for concern. Potential Vendor 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 negotiations. Experience & References. Provide a list of at least three (3) references where you have provided similar goods and services to include name, address, 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. Staff Qualifications and Availability. Provide information concerning the experience, background and resumes of those persons who would actually perform work on the project. Indicate the present workload of the project staff to demonstrate their ability to devote sufficient time to meet the proposed schedule. Conceptual Treatment of Project and Work Plan. Describe in more detail the approach to the project. Include a preliminary project plan that includes Potential Vendor’s concept of the project including the methodology to be used, proposed timeline, and the major deliverables to be produced. In addition, the Potential Vendor must provide and specify the roles and responsibilities for the City, Potential Vendor, and any companies providing the video storage solution. Include any assumptions and constraints. Body Worn and Squad Camera Selection and Assessment Tool (Appendix C). All potential vendors must complete and submit this form for review by the Department. License Agreement, Software Maintenance Agreement and Hosted Agreement must be provided for review and evaluation by the Department. 4 Financial Statement. The Potential Vendor must substantiate their financial stability along with the financial stability of any subcontractors. The most recent audited financial statements must be submitted with your bid. Provide a complete written description concerning your past, current, and future financial stability relative to your ability to meet the long-term requirements of this contract. The information should be supported with appropriate documentation, such as a current Dunn & Bradstreet report. The Kenosha Police Department and/or the City of Kenosha will exclusively determine financial stability of respondents to this RFP process. The Potential Vendor should provide, at a minimum, the following financial data:  Most current audited financial statement including an Income Statement, Statement of Cash Flows and a Balance Sheet (publicly held firms should include quarterly reports since the last annual report)  Financial information specific to the division within the organization responsible for research, development, marketing and support of the proposed Products and Services  Bank references and name of auditing firm  Identification of any and all parent or subsidiaries relationships. BUDGET DETAIL WORKSHEET A sample Budget Detail Worksheet is included in Appendix D. Vendors that submit their budget in a different format should include the budget categories listed in the sample budget worksheet. BUDGET NARRATIVE The budget narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. Proposed budgets must be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities). Vendors should demonstrate in their budget narratives how they will maximize cost effectiveness of grant expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. The narrative should be mathematically sound and correspond with the information and figures provided in the Budget Detail Worksheet. The narrative should explain how the vendor estimated and calculated all costs, and how they are relevant to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format. The Budget Narrative must include the following:  Unit price for wearable and squad cameras  Unit price for dvr’s  Unit price for microphones  Unit price for camera accessories (mounts, collars, etc.)  Unit price for evidence transfer managers (docking stations)  Annual price for hardware maintenance and support  Annual price for software maintenance and support  Price for servers and other related hardware  Hourly rates for training services  Installation price for cameras and other hardware/software 5 Specifically, the initial order is estimated to be for 160 body worn and 52 squad cameras. The equipment pricing will be used for purchases of equipment throughout the term of the contract. 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 for a period of 36 months from the date of acceptance at no additional cost. Section V. EVALUATION OF PROPOSAL Proposals will be reviewed by an Evaluation Panel made up of representatives of the Department. The Evaluation Panel will select a "short list" of qualified Service Providers who will be formally interviewed and may be requested to provide a formal demonstration to the Department. The contract will be awarded to the Potential Vendor whose proposal the Department determines, in its sole discretion, is the most advantageous to the Department and in the Department’s best interest. Evaluations will be based on the required criteria listed, and qualitative evaluation will also be based on:  Ease of solution’s use  Ability to meet the requirements of the RFP Scope of Services  Maintenance, training, and support offering  Cost of Services  Acceptance of Department’s RFP Terms and Conditions Section VI. WITHDRAWAL OF PROPOSAL Potential Vendors may request withdrawal of a posted, sealed proposal prior to the scheduled proposal opening time provided the request for withdrawal is submitted to the Department's contact in writing or a proposal release form has been properly filled out and submitted to the Department’s contact. Proposals must be re-submitted and time-stamped in accordance with the RFP document in order to be accepted. No proposal may be withdrawn for a period of 90 calendar days after the date of proposal opening. All proposals received are considered firm offers during this period. The Potential Vendor’s offer will expire after 90 calendar days. If a Potential Vendor intended for award withdraws their proposal, that Potential Vendor may be deemed non-responsible if responding to future solicitations. Section VII. REJECTION OF PROPOSAL The Department reserves the right to reject any and all proposals received by reason of this request. ADDENDUM TO THE RFP If any addendum is issued for this RFP, it will forwarded to any requestor of the RFP. The Department reserves the right to cancel or amend the RFP at any time. 6 Section VIII. TECHNOLOGY INFORMATION AND REQUIREMENTS All potential vendors must provide detailed and specific information on the following characteristics and requirements of their body-worn camera systems. CAMERA AND SOFTWARE CONSIDERATIONS Camera Characteristics:  Maximum total combined weight of device to be worn by officers, in ounces  Minimum recording capability on a single battery charge, in hours  Minimum storage capacity on the device, in hours  Minimum sustained stand-by battery life without recharging, in hours  Recording indicator visible to the operator  Ability for the officer/operator to turn the recording indicator off and on  Minimum field of vision, in degrees  Low light functionality similar to the human eye  Ability to disable night vision function,  Ability to transfer camera between multiple locations on the body, ability for multiple camera mounting options for in car video system. IE front facing, side view, transport area(s)  Maximum number of wire or cable connections for the worn device / In car device  Auto-tagging function for date/time, including hours, minutes, and seconds  Additional product literature  Mil810 rating for vibrations, fall, dust and water intrusion  Field upgradability by trained/authorized personnel Display and Access:  Ability to view the video in the field  Presence of enhanced user authentication  Existence of a log showing users that have viewed and copied the video  Ability to set and control the length of video retention by the System Administrator  Identified management of account administration  Ability to support multiple concurrent user log-ins  Existence of customized search criteria  Built in audio and video redaction capability  Customizable logs/reports Technical Capabilities:  Capability with existing Department software System Warranty:  Minimum warranty for all patches, hardware, and software with option to extend warranty 7  Articulated Return Material Authorization process  Maximum time allowed for replacement of inoperable equipment by the vendor Qualifications and Experience:  The Potential Vendor shall provide a history of the business including the date established, the type of ownership or legal structure of the business (sole proprietor, partnership, corporation, etc.), the length of time that the firm has been operating as the legal entity, and the length of time the firm has been providing the requested service.  The Potential Vendor shall list the proposed key members of staff to be assigned to the Department’s contract including their roles and estimated participation in delivering the services.  The Potential Vendor shall disclose and explain any litigation, threatened litigation, investigation, reorganization, receivership, filing, strike, audit, corporate acquisition, unpaid judgments or other action that could have an adverse impact on their ability to provide the required needs.  The Potential Vendor shall disclose and explain whether they have been unable to complete a contract, been removed from a contract, or been replaced during a contract period in the past five years.  If selected, Vendor, and any of their employees who work with the video system, must agree to submit and pass a criminal background check. Storage  Ability to export video in an industry standard file format  Acknowledgment that all data is property of the Department and must be made available at no additional cost  Storage solution compliance with law enforcement Criminal Justice Information Services (CJIS) data protection and transport (i.e. SSL) standards. No external party-initiated connections will be allowed. [NOTE: For additional information on CJIS standards, please see https://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center.]  Clear indication of storage costs and equipment replacement costs. Disclosure of all additional costs.  Ability to export audit trail along with video, including redactions. Identified scope of audit trail.  Identified data integrity.  Capability to produce digitally authenticated duplicates. Technical Component:  Ability to index data, e.g. officer name, date/time of recording, report number, and type of crime.  Identified technical support and assistance that will include, but not be limited to the following; devices worn by police personnel or installed in squads, docking/charging stations, networking equipment, WAN/LAN connectivity, system software, system upgrades, and video retrieval software and procedures.  Identified areas of expertise and resources available both nationally and locally to provide the requested services. 8 https://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center  Described process for video uploading  Supported integration system to support integration for the backup of data (including video and database with audit logs) for data integrity in the event of corruption or malware.  Supported local backend infrastructure in addition to CJIS compliant storage with the ability to migrate in either direction at the discretion of the police department. OWNERSHIP AND PUBLIC RECORDS The Department shall own all rights to any data and video that is stored at the Vendor’s host site, (if applicable) with no transfer, conveyance, assignment, or sharing of data ownership to/with the hosting provider, the Department must follow the State’s Retention Records Schedule. It will be the responsibility of the Department to notify the Vendor when the data can be deleted from the Vendor’s host site. The Department is a public agency as defined by state law, and as such, it is subject to the State’s Public Records Law. Under that law, all of the Department’s records are public records (unless otherwise declared by law to be confidential) and are subject to inspection and copying by any person. MAINTENANCE AND USER FEES The Department will not pay software maintenance or support fees until the functions and features are demonstrated as operational in production. The City shall be entitled to exercise its option to purchase Extended Maintenance for a given option period. User account fees, if any, will include costs for all subscription licensed software provided by the Vendor, such as third-party modules, middleware, and integration. During implementation, testing, training, validation and integration, the Vendor will provide sufficient numbers of user access accounts to enable the team to achieve a successful "go-live" into production. User Account fees will be based on production system use. Training, Development and Test accounts will not be considered additional users for access purposes. Section IX. EVALUATION OF SELECTED CAMERAS Testing Period: The testing period will be performed, and during this time, the Department will evaluate each camera to assess in a static and fluid environment based on the following:  Ease of Camera Use  Camera Functionality  Camera Sturdiness  Video Download Capability  Ease of Storage System  Data Distribution Capability  Account Administration/Storage Rights 9 Vendors who pass the Technical Component evaluation criteria will be required to attend an assigned testing date and will provide training to police officers who will test that proposer’s camera. Each Potential Vendor will indicate any pre set-up requirements needed from Department staff or equipment required for training. On the assigned training day, each proposer will provide three working test units and training at no cost to the Department. All units undergoing testing will be returned to the proposer at the proposer’s expense following the testing and grading of the units. Testing Data:  Upon completion of the test period, all data collected during the testing phase will be submitted to the Department in its entirety at no cost and submitted in a readily viewable format.  Data must be indexed and searchable by date and time of recording.  Data must be submitted to the Agency by April 23, 2021 10 Appendix A STANDARD CONDITIONS AND TERMS OBSERVANCE OF DEPARTMENT RULES AND REGULATIONS The Vendor agrees that at all times its employees will observe and comply with all regulations of the Kenosha Police Department’s (hereinafter referred to as “Department”) facilities, including but not limited to parking and security regulations. INDEPENDENT CONTRACTOR STATUS Nothing contained in this Contract is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. The Vendor shall at all times remain an independent contractor with respect to the work and/or services to be performed under this Contract. Any and all employees of the Vendor or other persons engaged in the performance of any work or services required by the Vendor under this Contract shall be considered employees or subcontractors of the Vendor only and not of the Department; and any and all claims that might arise, including Worker's Compensation claims under any state’s Worker's Compensation Act, on behalf of said employees or other persons while so engaged in any of the work or services to be rendered or provided herein, shall be the sole obligation and responsibility of the Vendor. SUBCONTRACTING The Vendor shall provide written notice to the Department and obtain the Department’s authorization to sub- contract any work or services to be provided to the Department pursuant to this Contract. ASSIGNMENT OR TRANSFER OF INTEREST The Vendor shall not assign any interest in the Contract, and shall not transfer any interest in the same either by assignment or novation without the prior written approval of the Department. The Vendor shall not subcontract any services under this Contract without prior written approval of the Department INSURANCE Insurance secured by the Vendor shall be issued by insurance companies acceptable to the Department and admitted in this state. The insurance specified may be in a policy or policies of insurance, primary or excess. Such insurance shall be in force on the date of execution of the Contract and shall remain continuously in force for the duration of the Contract. Acceptance of the insurance by the Department shall not relieve, limit, or decrease the liability of the Vendor. Any policy deductibles or retention shall be the responsibility of the Vendor. The Vendor shall control any special or unusual hazards and be responsible for any damages that result from those hazards. The Department does not represent that the insurance requirements are sufficient to protect the Vendor‘s interest or provide adequate coverage. Evidence of coverage is to be provided. A thirty (30) day written notice is required if the policy is canceled, not renewed, or materially changed. The Vendor shall require any of its 1 Appendix A subcontractors, if sub-contracting is authorized, to comply with these provisions, or the Vendor will assume full liability of the subcontractors. The Vendor and its subcontractors shall secure and maintain the following insurance:  adequate workers’ compensation (statutory)  commercial liability in an amount not less than $1 million for injuries including accidental death to any person and subject to the same limit to each person in an amount not less than $2 million where more than one person is involved in any one accident  property damage insurance in an amount not less than $1 million. The Department must be named as additional insured for the term of the agreement. INDEMNIFICATION The Vendor agrees to indemnify, defend, and hold harmless, the Department and its officers, agents, officials and employees for any and all third party claims, actions, causes of action, judgments and liens to the extent they arise out of any negligent or wrongful act or omission by the Vendor or any of its officers, agents, employees or subcontractors, regardless of whether or not it is caused in part by the negligence of a party indemnified hereunder. Such indemnity shall include attorneys’ fees and all costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein. LIMITATION OF LIABILITY Neither party shall be liable for any indirect, incidental, special, punitive, or consequential damages, except with respect to the indemnification obligations of the Vendor herein; this includes liability for claims for personal injury or damage to real or personal tangible property caused by the Vendor’s negligence or tortuous conduct or that if its officers, employees, agents or subcontractors. NON-DISCLOSURE The Vendor and Department acknowledge that they or its employees may, in the performance of the resultant Contract, come into the possession of proprietary or confidential information owned by, or in the possession of the other. Neither party shall use any such information for its own benefit or make such information available to any person, firm, corporation, or other organizations, whether or not directly or indirectly affiliated with Vendor or the Department unless required by law OWNERSHIP OF MATERIALS All finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials resulting from this Contract shall become the property of the Department upon final approval of the final report or upon request by the Department at any time before then. The Department at its own risk, may use, extend, or enlarge any document 2 Appendix A produced under this Contract without the consent, permission of, or further compensation to the Vendor. INTELLECTUAL PROPERTY Unless the Vendor is subject to one or more of the intellectual property provisions in the paragraphs below, the Department own all rights, title, and interest in all of the intellectual property rights, including copyrights, patents, trade secrets, trademarks, and service marks in any “Work” created, in progress, produced or completed and paid by this Contract. Work covered includes inventions, improvements, discoveries, databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes, or other media. All Work produced by the Vendor under this Contract will be the exclusive property of the Department and will be surrendered to the Department immediately upon completion, expiration, or cancellation of this Contract. The Vendor may retain a copy of the work for its files in order to engage in future consultation with the Department and to satisfy professional records retention standards. The Vendor represents and warrants that the Work does not and will not infringe upon any intellectual property rights of other persons or entities. Each party acknowledges and agrees that each party is the sole and exclusive owner of all right, title, and interest in and to its services, products, software, source and object code, specifications, designs, techniques, concepts, improvements, discoveries and inventions including all intellectual property rights thereto, including without limitations any modifications improvements, or derivative works thereof, created prior to, or independently, during the terms of this Contract. This contract does not affect the ownership of each party’s pre-existing, intellectual property. Each party further acknowledges that it acquires no rights under this Contract to the other party’s pre-existing intellectual property, other than any limited right explicitly granted in this Contract. RETENTION OF RECORDS The Vendor shall retain all records pertinent to expenditures incurred under this Contract in a legible form for a period of six years commencing after the later of contract close-out or resolution of all audit findings. Records for non-expendable property acquired with funds under this Contract shall be retained for six years after final disposition of such property. SEVERABILITY If one or more provisions of the resultant Contract, or the application of any provision to any party or circumstance, is held invalid, unenforceable, or illegal in any respect, the remainder of the Contract and the application of the provision to other parties or circumstances shall remain valid and in full force and effect. 3 Appendix A CONTRACT AMENDMENTS No modification or amendment to the Contract shall become valid unless in writing and signed by authorized representatives of both parties. All correspondence regarding modifications or amendments to the Contract must be forwarded to the Department for prior review and approval. TERMINATION The Department may cancel this Contract for any reason without cause upon thirty (30) days’ written notice. Both the Department and the Vendor may terminate this Contract if either party fails to fulfill its obligations under the Contract in a proper and timely manner, or otherwise violates the terms of this Contract. The non-defaulting party shall have the right to terminate this Contract, if the default has not been cured after ten (10) days’ written notice or such other reasonable time period to cure the default has been provided. If termination shall be without cause, the Department shall pay the Vendor all compensation earned to the date of termination. If the termination shall be for breach of this Contract by the Vendor, the Department shall pay the Vendor all compensation earned prior to the date of termination minus any damages and costs incurred by the Department as a result of the breach. If the Contract is canceled or terminated, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared by the Vendor under this Contract shall, at the option of the Department, become the property of the Department, and the Vendor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination. Notwithstanding the above, the Vendor shall not be relieved of liability to the Department for damages sustained by the Department as a result of any breach of this Contract by the Vendor. The Department may, in such event, withhold payments due to the Vendor for the purpose of set-off until such time as the exact amount of damages due to the Department is determined. The rights or remedies provided for herein shall not limit the Department, in case of any default by the Vendor, from asserting any other right or remedy allowed by law, equity, or by statute. The Vendor has not waived any rights or defenses in seeking any amounts withheld by the Department or any damages due the Vendor. 4 Appendix B REFERENCES CONTRACTOR NAME: Contractors are expected to provide three (3) references with accurate contact information. Every proposal must include this sheet (or an exact replica) to facilitate proposal evaluation. This is a requirement that will not be waived. 1. Name of business Address Contact person Telephone number/email address Years dealing with your company 2. Name of business Address Contact person Telephone number/email address Years dealing with your company 3. Name of business Address Contact person Telephone number/email address Years dealing with your company Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 1 of 9 Appendix C SYSTEM QUESTIONS If you would like multiple solutions considered, please submit one form for each proposed solution. No. Question Vendor Response Cost of AnyModification General Requirements The intent of this request for proposals is to acquire body worn and squad video cameras for public safety use that offers ease of use, functionality, recording and storage capabilities. Potential Vendors will also be required to provide training on the use of body cameras and storage systems. Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 2 of 9 Appendix C 1.0 PHYSICAL ASPECTS - BWC 1.1 What is the Model Number and Name of the Body Worn Camera (BWC) which you are proposing? 1.2 Describe and Explain the BWC mounting options (e.g., Head, Chest, Glasses, Helmet, Various). 1.3 Identify optional mounting locations and devices w/costs required to use the optional mounting location. 1.4 What is the weight of the device? 1.5 What are the dimensions of the device? 1.6 How is the battery recharged? 1.7 Is the device instant-on with battery replacement? 1.8 Describe the field serviceability of thereplaceable battery. 1.9 How long does it take for the battery torecharge? 1.10 Is there a battery charge indicator light? If so, please describe. 1.11 Is there a back-up battery in the event that the primary battery fails? If so, please describe. 1.12 Is there a visual indicator of activeRecording? If so, please describe. 1.13 Describe the in-field playback capabilitiesand the user interface (audio and visual). 1.14 What is your certified International Protection Rating for Dust and Water protection? 1.15 What is your certified drop test rating per Mil Standard 810? 1.16 Describe any restrictions on downloadingor uploading data outside of the formal process. 1.17 Does the proposed device allow forexpanded optional memory? If so, describe the process to upgrade the 1.18 How does the proposed device secure data from being erased by the end user? 1.19 Describe the process to download data from the Device. Describe the method and any officer interaction and hardware required such as wifi etc. Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 3 of 9 Appendix C 1.0 PHYSICAL ASPECTS - ICV 1.1 What is the Model Number and Name of the In car video system (ICV) which you are proposing? 1.2 Describe and Explain the ICV mounting options (e.g. Dashboard, Visor, Various). 1.3 Identify optional mounting locations and devices w/costs required to use the optional mounting location. 1.5 Is there a visual indicator of activeRecording? If so, please describe. 1.5 Describe the in-field playback capabilities and the user interface (audio and visual). 1.6 What is your certified International Protection Rating for Dust and Water protection? 1.7 What is your certified vibration test ratingper Mil Standard 810? 1.8 Describe the process to download data from the vehicle. Describe the method and any officer interaction and hardware required such as wifi etc. 1.9 Does the proposed device allow for expanded optional memory? If so, describe the process to upgrade the memory. 2.0 How does the proposed device secure data from being erased by the end user? Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 4 of 9 Appendix C 2.0 EQUIPMENT PERFORMANCE - BWC Video Resolution and Frame Rate 2.1 *Recording frame rate at 60 frames preferred second (fps) is required. Please describe any deviation from this. 2.2 What is your maximum resolution forrecording at 60 fps? 2.3 Please define your maximum cameraresolution. 2.4 Does your video recording comply with H.264 video compression standards? If not, please describe the proposed equipment standard. 2.5 Field of View 2.6 Please list the field of view specification and describe how it balances depth versus breadth. 2.7 Does the unit have the ability to capturestill photo? If yes, at what Megapixel? 2.8 Does the unit apply date and timestamp? Identify the format. 2.9 Describe GPS marking capabilities and attributes. 2.10 Operational time and Storage capacity of (12) hours continuous at highest video resolution and frame rate available per device is required. Describe any deviation from this. *please note resolution and frame rate in response 2.11 What is the Lux rating (to what lux operational scale?) 2.12 Please describe night mode; distance,clarity and field of view. 2.13 Does the camera capture 30 Seconds pre-event record? what is included in pre-event capture. 2.14 What capabilities exist to prevent deletion or modification of any captured video locally (on the device)? 2.15 Is there functionality to allow for event marking at any time during recording? Please describe. Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 5 of 9 Appendix C 2.0 EQUIPMENT PERFORMANCE - ICV Video Resolution and Frame Rate 2.1 *Recording frame rate at 60 frames preferred second (fps) is required. Please describe any deviation from this. 2.2 What is your maximum resolution forrecording at 60 fps? 2.3 Please define your maximum cameraresolution. 2.4 Does your video recording comply with H.264 video compression standards? If not, please describe the proposed equipment standard. 2.5 Field of View 2.6 Please list the field of view specification and describe how it balances depth versus breadth. 2.7 Does the unit have the ability to capturestill photo? If yes, at what Megapixel? 2.8 Does the unit apply date and timestamp? Identify the format. 2.9 Describe GPS marking capabilities and attributes. 2.10 Operational time and Storage capacity of (12) hours continuous at highest video resolution and frame rate available per device is required. Describe any deviation from this. *please note resolution and frame rate in response 2.11 What is the Lux rating (to what lux operational scale?) 2.12 Please describe night mode; distance,clarity and field of view. 2.13 Does the camera capture 30 Seconds pre-event record? what is included in pre-event capture. 2.14 What capabilities exist to prevent deletion or modification of any captured video locally (on the device)? 2.15 Is there functionality to allow for event marking at any time during recording? Please describe. Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 6 of 9 Appendix C 3.0 APPLICATION PERFORMANCE 3.1 Describe the functionality of the proposed application. 3.2 How is the application deployed and supported? Is it an on premise or cloud application or a hybrid? 3.3 How often is the application upgraded?Please describe the upgrade process. 3.4 Describe how the video content is moved from the BWC/ICV to the application repository. 3.5 Will the proposed application support the management of uploaded video from other recording sources? (Will the application allow import, playback and editing of other video formats?) 3.6 System must have 24x7 help / support services available. Please describe any deviations from this. 3.7 Describe security access and permissions. Is it granular enough to segregate / limit access to video content data? Please describe how your application accomplishes this. 3.8 Where is the data stored (video, audioand metadata)? 3.9 How is the data backed up? 3.10 System must support an enterprise-wide single sign-on user authentication process that allows individual users to log-on to different systems with one global user ID and password. Please describe how you accomplish this. 3.11 What capabilities exist to set retention periods for data storage and can this be managed by system administrators. 3.12 Does your application work with Microsoft Active Directory Services? If so how? 3.13 System should be certified to National Standards. What certifications does your system have? 3.14 Video clearinghouse methodology -- how does the application/process prevent flooding the network with uploading requests? 3.15 Are there restrictions on the number ofsimultaneous uploads? Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 7 of 9 Appendix C 3.16 Please describe any performance metrics 3.17 What are the bandwidth requirements for one unit downloading the maximum video capacity? 3.18 Describe any attributes of your system that allow for download management. 3.19 Does your software allow video markingwith searchable metadata? 3.20 Please describe redaction capabilitieswithin the software, if any. 3.21 What capabilities exist to audit system access and modifications? Please describe the chain of custody abilities to determine who has accessed, viewed, edited or copied data. Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 8 of 9 Appendix C 4.0 Training and Implementation Vendor must train all staff on-site. Staff consists of: Maximum of __ Officers, __ Command Staff, ___ Administrators. Please describe your approach to training. System must have system administrators trained by vendor on-site for how to do configurations, user permissions, etc. Please describe your approach to admin training. System must have Vendor provided training on Quality Control through audit trail. Please describe your approach. System Vendor must provide training on how the system produces customized, ad- hoc, aggregate reports. Kenosha Police Department CAMERA SELECTION AND ASSESSMENT TOOL Page 9 of 9 5.0 Contract Terms and Conditions 5.1 Please provide a sample contract. 5.2 Please describe our data rights and how we would retrieve our data and information in the event of our relationship being terminated. 5.3 Please provide a cost summary and itemization. Include the cost of any modifications. 5.4 If a cloud solution, please describe CALEA and CJIS compliance for both the application and hosting. Please describe any other compliance considerations. NOTE: CALEA (OPD Accrediting Body) requires that if we use a service provider for electronic storage of data (i.e. vendor or cloud storage) the written agreement establishes: a) data ownership; b) data sharing, access, and security; c) loss of data, irregularities and recovery; d) data retention and redundancy; e) required reports, if any; and f) special logistical and financial arrangements. 5.5 Please describe the length of contract you are proposing and how replacements and upgrades will be handled. 5.6 Describe the equipment refresh contracts available; i.e. Lease, hardware maintenance, warranty, etc 5.7 Please describe how the contract will be structured to allow for expansion of additional units or to other law enforcement entities. 5.8 Will the company send legal representation to present in a legal case in the event there is a lawsuit pertaining to use and application of the BWC? Police Department Body Worn Camera Procurement Budget Detail Worksheet Computation Cost Hardware Items - BWC Quantity Unit Price Wearable Cameras $0.00 Accessories (collar, epaulette, etc.) $0.00 Evidence Transfer Manager (docking station) $0.00 Hardware Maintenance & Support- Yr2 and Yr3 $0.00 Hardware Maintenance & Support- Yr4 and Yr5 $0.00 Hardware Items - ICV Quantity Unit Price Squad In Car Video system $0.00 Accessories (additional camera's, user control surfaces, etc.) $0.00 Evidence Transfer Wifi Devices if not built in $0.00 Hardware Maintenance & Support- Yr2 and Yr3 $0.00 Hardware Maintenance & Support- Yr4 and Yr5 $0.00 Subtotal Hardware $0.00 TOTAL Software Maintenance & Support- Yr2 and Yr3 $0.00 Software Maintenance & Support- Yr4 and Yr5 $0.00 Hosting Storage –immediate access $0.00 Hosting Storage –cold storage Tier 2 Archival storage $0.00 Subtotal Software $0.00 Total Hardware and Software TOTAL $0.00 Quantity Unit Price Training Program $0.00 $0.00 $0.00 $0.00 Evidence Transfer via Wireless Solution $0.00 Additional Storage $0.00 Subtotal Services $0.00 Amount $0.00 $0.00 $0.00 $0.00 Purpose: The Budget Detail Worksheet may be used as a guide to assist you in the preparation of the budget and budget narrative. You may submit the budget and budget narrative using this form or in the format of your choice (plain sheets, your own form, or a variation of this form). However, all required information (including the budget narrative) must be provided. Any category of expense not applicable to your budget may be deleted.A. Hardware--Itemize each piece of hardware equipment necessary for body-worn camera program implementation and show basis for computation. Generally, include any materials that are expendable or consumed during the course of the project. B. Software--Itemize each piece of software equipment necessary for body-worn camera program implementation and show basis for computation.Generally, include any materials that are expendable or consumed during the course of the project. C. Services-- Please provide information on costs associated with the body-worn camera program implementation including (but not limited to): training activities, additional storage, etc. Show basis for computation. Generally, include any additional services or fees that are incurred during the course of the project. Budget Summary--When you have completed the budget worksheet, transfer the totals for each category to the spaces below. Compute the total costs and the total project costs. Indicate the amount of Federal requested and the amount of non-Federal funds that will support the project. 02-21-KPD-Cameras Kenosha Police Department Request for Proposal (RFP) Body Worn Camera and Squad Camera Systems Proposal No. 02-21 Appendix A standard terms and conditions Appendix B References Appendix C Assessment Tool Appendix D Budget Worksheet PD_BWC_Year1