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City of Durham Police Department

1. The Department of Equal Opportunity Equity Assurance is responsible for the Equal Business Opportunity Program All questions about SDBE Professional Services Forms should be referred to Deborah Giles or other department staff at 919 560 4180 End of RFP Attachments Exhibit A Minimum Specifications Exhibit B Equal Opportunity city of Durham Small Disadvantaged Business Form Exhibit C Non Collusive Affidavit ITP 4 1 City of Durham IT Security Policy RFP for Body Worn Camera System page 16 Exhibit A SPECIFICATIONS FOR BODY WORN CAMERA SYSTEM PROPOSALS SHALL INCLUDE THE FOLLOWING INFORMATION Notice Candidates shall state in the third column the specifics your product offers indicating performance specific size and or make and model of all components Note in the right hand column if the feature can be modified turned off or turned on either manually or through a setting in the software or any other additional information Failure to return and fill in this form will be considered sufficient reason for rejection of your offer Literature alone is not sufficient for consideration of your offer All equipment must meet North Carolina and City County of Durham safety requirements The equipment shall be the latest model and shall not have been used as a demonstrator Candidates shall submit detailed literature on the unit they propose to furnish Camera system Specification Vide
2. Totals RFP for Body Worn Camera System page 25 Exhibit C NON COLLUSION AFFIDAVIT By executing this proposal certify that this proposal is submitted to the City of Durham competitively and without collusion am authorized to represent the candidate both in submitting this proposal and in making this Non collusion Affidavit To the best of my knowledge and belief 1 the candidate has not violated N C General Statute 133 24 in connection with the proposal 2 the candidate has not entered into any agreement participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with its proposal and 3 the candidate intends to do the work with its own bonafide employees or subcontractors and is not bidding for the benefit of another contractor The neuter includes the masculine and the feminine The candidate to which this Non Collusion Affidavit refers is insert name of candidate signature of individual ACKNOWLEDGMENT Type or print name of the individual who signed the affidavit Type or print the name of Notary Public signing this acknowledgement Place where acknowledgement occurred County of State of Notary s residence County of State of the Notary Public named above certify 1 the individual named above personally appeared before me this day 2 have personal knowledge or satisfactory evidence of the ind
3. Specifications for Body Worn Camera System Exhibit B Equal Opportunity City of Durham Small Disadvantaged Business Forms Exhibit C Non Collusive Affidavit ITP 4 1 City of Durham Information Technology Security Policy RFP for Body Worn Camera System page 3 10 Date of RFP July 6 2015 20 Project Manager and Contact with City Questions about this RFP Direct questions and concerns via email to Randy Browning Durham Police Department IT Services Manager 505 W Chapel Hill Street 4 Floor Durham NC 27701 Phone 919 560 4304 x29130 Email Randy Browning durhamnc gov Anthony Pergolotti PMP Senior Project Manager PMO Technology Solutions Department City of Durham Phone 919 560 4122 x33236 Email Anthony Pergolotti durhamnc gov If you have concerns about this RFP that you believe are not being addressed by the project manager please contact Deputy Chief Marsh Durham Police Department Office of the Chief 505 W Chapel Hill Street 5 Floor Durham NC 27701 Phone 919 560 4322 x29196 Email Anthony Marsh durhamnc gov DESCRIPTION OF PROJECT AND NATURE OF RFP 30 Definitions in this RFP City Police Department RFP Proposal Candidate Contractor Shall Should Unless the context indicates otherwise a the expressions RFP this RFP and the RFP refer to this document as it may be added or updated b City and city mean the City of Durham
4. c Durham Police Department and Police Department mean the City of Durham Police Department d The proposal is the response of a person firm or corporation proposing to provide the services sought by this RFP e The word candidate or Candidate is the person firm or corporation that submits a proposal or that is considering submitting a proposal f The word Contractor or contractor is the person firm or corporation with which the City enters into a contract to provide the services sought by this RFP That is contractor generally refers to a successful candidate that has RFP for Body Worn Camera System page 4 obtained a fully executed contract with the Police Department while candidate is generally reserved to the stage before a contract has been signed g The word shall is used to tell candidates what the Police Department requires Failure to comply with a shall will likely result in rejection h The word should is used to specify features or functions that the Police Department has deemed desirable but not required Candidates that want to increase the likelihood of selection will meet all shall standards and many or most of the should standards but failure to comply with all should standards will not necessarily and automatically result in rejection 35 Project The City of Durham City desires to procure a body worn camera BWC System inclu
5. 70 Installation Services A Services 1 The candidate shail provide installation and startup services including loading required software on the BWC System server and client workstations 2 Candidate shall coordinate all services with any authorized service center 75 Schedule Candidate shall provide a schedule to include delivery of a minimum of 250 BWC systems hardware and software installation services and training services 80 City IT Standards The City has Information Technology Standards for governance and regulatory compliance for applications within its portfolio The Police Department datacenter requirements are outlined below Server amp Storage Hardware Cisco UCS NetApp Server amp Client OS Windows Server 2012 r2 Hyper V Windows 7 Pro Database SQL Server 2012 64 Enterprise Network Equipment Standard Cisco Firewall Standards Cisco ASA McAfee Enterprise Security Data Security Standards Vendor and solution See attached Policy must adhere to the City s information RFP for Body Worn Camera System page 8 Technology Security Policy 90 Compensation Amount and Schedule The timing of the payment or payments will be determined by a contract based on the project scope of work and budget Provide separate pricing for the following regardless of whether the items will be bundled Hardware costs Software license costs Initial installation configuratio
6. City IT Assets hardware and software that is owned and operated by the City of Durham Shareware copyrighted software that is available free of charge on a trial basis usually with the condition that the City pay a fee for continued use and support Simple Mail Transfer Protocol SMTP an internet standard for electronic mail e mail transmission across the City of Durham s Internet Protocol IP networks Procedure A Roles and Responsibilities 1 TS Staff a It is the sole responsibility of designated TS staff to assess and monitor the security of the City s internal network and network perimeter Personnel authorized by the CIO shall make use of any tool or device to probe or monitor the City network segments or computers with specific formal approval from the CIO and or designee J b No other City personnel or entity shall employ any software tool or device to hamper or restrict the scanning or monitoring capability of tools deployed for this purpose by TS This serves to eliminate redundant http codinet apps codipolicy Lists Policy 20List Policy displayifs aspx List c12b92f5 7 7 2015 Policy List ITP 4 1 Page 2 of 4 efforts through centralized coordination and preempts potentially harmful negative impacts to network operations c TS must provide the direction and technical expertise to ensure that the City s information assets are properly protected This includes consideration of the confiden
7. basis is every City employee s duty Ail City employees are expected to acquire and maintain an awareness of the requirements and provisions established in this policy and to conduct all activities in compliance with the policies and procedures referenced herein F Cloud Data Security http codinet apps codipolicy Lists Policy 20List Policy displayifs aspx List c1l2b92f5 7 7 2015 Policy List ITP 4 1 Page 4 of 4 The ClO is required to ensure that selected departmental enterprise cloud based applications comply with the following data security requirements before contracting with vendors for that service Cloud Applications that do not comply with the security requirements will not be approved The data security requirements are as follows Vendor must offer data assurances such as protection against data breaches unauthorized access and provide disclosure of data storage locations The vendor must aiso provide assurances in the contract regarding data ownership data segregation and access to data In addition the contract must state how legal data holds public record request e discovery and request regarding how disposition of data will be handled e Vendor must provide the City the right to inspect and audit the City s data e Vendor must provide disaster recovery and business continuity e Vendor must sanitize the storage when service is terminated Vendor must provide the City the ability to encrypt e Vendor must
8. it is said that a proposal will be rejected if certain information or documentation is not submitted with it and ii to enter into an agreement for some or all of the work with one or more persons firms or corporations that do not submit proposals For example all deadlines are for the administrative convenience or needs of the City and may be waived by the City in its discretion The subparagraph B applies to the entire RFP including the SDBE portions C Where the City asks or tells candidates to do stated things such as the at a proposal should follows a stated format or that the candidate should do stated things in seeking the contract the City may reject a proposal because it does not comply with those request so the candidate is adding to its risk of rejection by non compliance Still the City may in its discretion waive non compliance This subsection C does not limit subsections A and B D Of course once a contract is signed the parties to the contract may enforce the contract according to its terms as allowed by applicable law SCHEDULE 160 Schedule Task Date Solicitation of Proposals from Candidates by the City July 7 2015 Pre Bid Conference and Due Date for Questions from Candidates July 21 2015 Addendums to RFP Posted to Website July 30 2015 RFP application deadline Aug 10 2015 The Pre Bid Conference will be held at the Police Department Headquarters on July 21 2015 at 2 PM 505 W
9. supply all the City s data within one week in open standards formats e Vendor may need to comply federal state and local data regulatory requirements V Other A This policy applies to all the information assets of the City no matter where they reside or what form or technology is used to store process or transport data B Technology Solutions TS is responsible for establishing and maintaining the City wide Standard Operating Procedures SOPs for IT security IT security SOPs are subject to approval by the Chief Information Officer CIO C Compliance with this policy is mandatory and considered a condition of continued employment Any violation s of this policy may result in disciplinary action to include termination Contractors business partners and other non City personnel must comply with the provisions of this policy unless another more restrictive policy has been approved relating to a specific concern control when accessing the City s information assets Failure to do so may result in the termination of the relationship with the City and the City may pursue legal action for damages that arise as the result of any breach of this policy VI Attachments Please Print Attachments Separately http codinet apps codipolicy Lists Policy 20List Policy displayifs aspx List cl2b92f5 7 7 2015
10. Chapel Hill Street Durham NC 27701 This schedule is the City s best estimate of the schedule that will be followed If a component of this schedule is delayed the rest of the schedule will be shifted by the same number of days 170 Keeping Proposals Open All proposals will remain open and valid for the City to accept for a period of 30 days after the deadline for submission of proposals The Project Manager may release candidates from this obligation by a written letter that specifically refers to this paragraph if he or she determines that the candidate and or the proposal will not meet the City s needs 180 Deadline to Submit Proposals Candidates should see that their proposals are received at the following address by August 10 2015 at 3 00 p m ET RFP for Body Worn Camera System page 11 Attn Jonathan Hawley City of Durham Finance Department Purchasing Division 101 City Hall Plaza Annex Durham NC 27701 GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS 190 Questions Questions about the RFP and the RFP process should be submitted to the project manager identified at the beginning of this RFP 200 Updates and revisions to RFP If you have supplied the Project Manager with your preferred method of contact email fax etc updates to this RFP addendums or addenda will be sent to you in that manner This RFP and addendums are normally posted on the city s website on the Purchasing Div
11. OLIC i oeeARTME yy i CITY OF MEDICINE Request for Proposal RFP for a Body Worn Camera System City of Durham Police Department July 2015 RFP 16 0002 Table of Contents General 10 Date of RFP 20 Project Manager and Contact with City Questions about this RFP Description of Project and Nature of RFP 30 Definitions in this RFP 35 Project 40 Scope of Work 50 Product Support 60 Training 70 Installation Services 75 Schedule 80 City IT Standards 90 Compensation Amount and Schedule 110 Contract 120 Trade Secrets and Confidentiality 130 Bonds 140 Insurance 150 Discretion of the City Schedule 160 Schedule 170 Keeping Proposals Open 180 Deadline to Submit Proposals Getting More information on the Project and RFP Process 190 Questions 200 Updates and revisions to RFP Trial Testing 205 Trial Testing Evaluation Criteria 210 Evaluation Criteria RFP for Body Worn Camera System page 2 Contents of Proposai 220 Contents of Proposal Cover Letter with Proposal 250 Cover Letter 260 Addendums How to Submit a Proposal 270 How to Submit a Proposal 280 Format 290 Alternative Proposals 300 Candidate to Bear Expense No Claims against City 310 Privilege License 320 Notice Under the Americans with Disabilities Act ADA 330 E Verify Compliance 340 Equal Business Opportunity Program Attachments Exhibit A
12. OMPLETE THIS FORM DECLARATION OF PERFORMANCE BY VENDOR CONTRACTOR Briefly address each of the following items 1 A brief synopsis of the company and the products services it provides 2 Describe the normal procedure used on a bid of this type giving the flow of purchase from the company to the ultimate purchaser 3 List anyone outside of your company with whom you will contract on this bid The undersigned vendor contractor certifies that a It is normal business practice of the vendor contractor to perform all elements of the contract with its own work force without the use of subcontractors vendors and b That the above documentation demonstrates this firm s capabilities to perform all elements of the contract with its own work force or without the use of subcontractors vendors Date Authorized Signature RFP for Body Worn Camera System page 22 COMPLETE THIS FORM Managerial Profile Name of Firm Contact person Title Address Telephone No Date List the managerial persons in your work force who will be participating in this project including name position and whether the individuals are minority or woman within the definition of the City of Durham s Minority and Women Business Enterprises Ordinance Managerial Employees YES NO NAME POSITION MINORITY WOMAN Minority means an individual who is a citizen or lawful permanent
13. View camera option LCD for in field playback Size of unit s specify Weight of unit s specify Secure access to videos Video cannot be while on camera from accessed without client unauthorized persons and authorized login Chain of custody or specify event logs Cable connection type Water testing specify Drop testing specify Certifications specify Warranty specify File Management Software System Specification Requirement Offered by Candidate Notes yes or no or state specification offered Unique user accounts specify Security groups specify Granular security rights specify Chain of custody event specify log and for what actions RFP for Body Worn Camera System page 18 Event tagging specify File retention with automatic purge based on event type and associated retention period specify Searchable fields including date range officer ID report number suspect name specify Ability to scrub fast forward rewind video during playback specify Bookmarking and annotation specify Proprietary or non proprietary play for playback specify Playback includes meta data specify Create DVD copy specify directly from back office File Tagging and Transfer System Specification Minimum or equivalent Offered by Candidate yes or no or state equivalent Direct conn
14. al partnership limited liability company professional corporation professional association etc If it is anything other than an individual or general partnership specify the State under which the entity is organized If the Statue under which the entity is organized is not North Carolina specify whether the candidate has received a certificate of authority from the N C Secretary of State to RFP for Body Worn Camera System page 12 transact business in North Carolina State whether the entity is in existence at the time the proposal is submitted and if not whether and when the candidate intends to officially form the entity State the names and titles of the individuals who will sign the contract with the City 3 Qualifications References and Licenses This part should include the candidate s experience on similar projects and include references and how to contact them List the candidate s current licenses that are pertinent to this project 4 Project Team Location of Work and Subcontracting State the names and qualifications of the individuals who will have responsibility for this project 5 Methods and Procedures Include the work break down structure for this project 6 Compensation Explain the entire compensation arrangement that you propose Provide pricing broken out by i Equipment ii Initial configuration and set up iii Yearly maintenance or licensing fees iv Training v Ongoing technical su
15. ate A With respect to all trade secrets that the candidate may submit to the City in connection with this proposal or the contract if the contract is awarded to the candidate the candidate shall comply with the section of the RFP titled Trade Secrets and Confidentiality including all of its subsections including the subsection titled Defense of City and or City The candidate acknowledges that the City will rely on the preceding sentence or B The candidate is not submitting any trade secrets to the City in connection with this proposal or the contract if the contract is awarded to the candidate the candidate will not submit any trade secrets to the City in connection with this proposal or the contract The candidate acknowledges that the City will rely on the preceding sentence A This proposal is an offer that cannot be revoked before 60 days The City may allow the candidate to withdraw the offer by sending written withdrawal permission that refers specifically to this provision or B This proposal is not an offer and the candidate retains the right to decline to enter into a contract with the City for this project 260 Addendums The cover letter should list the last addendum that the City issues for this RFP with a statement such as the undersigned candidate has read all the addendums issued by the City for this RFP through and including Addendum No ___ In that blank the candidate should list the number of the
16. ccess individuals must not leave workstations logged on and unattended for more than 10 minutes without employing a password protected screen saver There will be exceptions to this ona limited basis i e public access terminals and PCs with appropriate physical security measures such as those in locked offices http codinet apps codipolicy Lists Policy 20List Policy displayifs aspx List cl2b92f5 7 7 2015 Policy List ITP 4 1 Page 3 of 4 7 Remote access to the City s internal network will be provided upon request with the department head s approval using TS approved IT tools or applications see also TP1 Use of Information Technology Resources D System Development and Maintenance 1 Production applications must be hosted on hardware with appropriate capacity and fault tolerance requirements and with physical and logical access controls change controls and contingency disaster recovery plans adequately accounted for 2 As a goal system development activities should take place in an environment separate from production information systems 3 Systems hosting production applications must not be used for software development or testing and wherever possible development and test environments must be implemented on network segments separate from production systems 4 Before a new system is developed or purchased management of the user department s must have clearly specified the relevant security requirements A
17. ding cameras a digital file management system for the associated audio video a v files installation services and maintenance that will allow for the capture and preservation of interactions between police officers and the public Critical to the project is to minimally impact officers time required for entering data into the system related to an event type or case number and the time required to transfer digital files from the BWC to the a v management system 40 Scope of Work The following section details the scope of work and requirements of the City Please respond to all applicable requirements in your response Any additional materials and or documentation can be referenced and attached with your submission 1 The City s functional objectives for a BWC shall or should include but are not limited to e The BWC shall record video and audio day and night standard definition and high definition 68 or better degree field of view 30 to 60 frames per second H 264 or MPEG 4 AVC or better e The BWC shall provide internal memory storage for 5 hours of HD 30 FPS a v e The BWC shall have a battery life that will support a 12 hour shift minimum of approximately five total hours of recording time e The BWC a v files shall automatically record date time e The BWC shall be associated with an officer so that a search can be performed on a v files based on officer name or ID e The BWC shall securely attach to the Police Department s u
18. e City s internal network that provides any network service i e DNS DHCP SMTP etc without the prior approval of the CIO and or designee No City employee or contracted third party shall assign a static IP address to any network attached device without coordinating with the IT Infrastructure Division It is the sole responsibility of the IT Infrastructure Division to assign network addresses add or delete subnets and configure and maintain all network infrastructure equipment that routes operates at network layer of TCP IP stack traffic on the City enterprise network All usage of the City s network resources is subject to acceptable use guidelines as defined All connectivity to networks external to the City must be reviewed and approved by the CIO and or designee 2 Physical and Environmental Security Alt City owned information systems and supporting network infrastructure will be secured by an appropriate level of physical security Servers containing production information systems shall be housed in restricted access areas requiring badge and or bio metric access Wiring closets containing infrastructure devices must also be locked at all times TS personnel designated by the CIO must have access to all wiring closets It is the responsibility of departmental management to provide appropriate physical security measures for all department owned information resources 3 Security Awareness Responsibility for IT security on a day to day
19. ection to specify upload station at police sub station Direct connection to in specify car equipment Docking station at specify police sub station RFP for Body Worn Camera System page 19 Exhibit B EE CITY OF DURHAM 862 SMALL DISADVANTAGED BUSINESS ENTERPRISE PROGRAM PROCUREMENT FORMS Revised 06 08 Mailing Address Street Address 101 City Hali Plaza 101 City Hali Plaza Annex Durham North Carolina 27701 Durham NC 27701 Phone 919 560 4180 Facsimile 919 560 4513 The Department of Equal Opportunity Equity Assurance Good Things Are Happening In Durham RFP for Body Worn Camera System page 20 Small Disadvantaged Business Enterprise Ordinance SDBE Procurement Documentation If applicable information is not submitted with your bid your bid will be deemed non responsive Declaration of Performance must be completed and submitted with your bid Managerial Profile must be used to list the managerial persons in your work force who will be participating in this project Equal Employment Opportunity Statement for your company must be completed and submitted with your bid Employee Breakdown must be completed and submitted for the location providing the service commodity If the parent company will be involved in providing the service commodity on the City contract a consolidated employment breakdown must be submitted RFP for Body Worn Camera System page 21 C
20. from its disclosure or use and b Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy The existence of a trade secret shall not be negated merely because the information comprising the trade secret has also been developed used or owned independently by more than one person or licensed to other persons The term record means all documents papers letters maps books photographs films sound recordings magnetic or other tapes electronic data processing records artifacts or other documentary material regardless of physical form or characteristics received by the City in connection with the candidate s proposal a Designation of Confidential Records To the extent that the candidate wishes to maintain the confidentiality of trade secrets contained in materials provided to the City the candidate shall prominently designate the material with the words trade secrets at the time of its initial disclose to the City The candidate shall not designate any material provided to the City as trade RFP for Body Worn Camera System page 9 secrets unless the candidate has a reasonable and good faith belief that the material contains trade secret The candidate shall promptly disclose to the City the candidate s reasoning for designating material as trade secrets the candidate may need to label parts of that reasoning as trade secrets In providing materials to the City the candidate sha
21. ision s webpage at http durhamnc gov ich a fin pages bids aspx Check that webpage to see that you have received all addenda TRIAL TESTING 205 Trial Testing The City reserves the right to field test at candidates expense their BWC System Requested equipment for trial must be received at 505 W Chapel Hill Street Durham NC 27701 within 2 weeks of notification Candidate also must be able to provide to Police IT Staff all necessary technical support needed for setting up a trial server amp back office management system within 3 weeks of notification of desired field test EVALUATION CRITERIA 210 Evaluation Criteria if an award is made it is expected that the City s award will be to the candidate that agrees to meet the needs of the City A number of relevant matters will be considered including qualifications and cost Please complete the attached table that will assist the City in evaluating your proposal CONTENTS OF PROPOSAL 220 Contents of Proposal The proposal should include sections numbered as follows 1 Contact information Include the candidate s name and address and the contact information name mailing address email address fax number and telephone number of the person whom the City should contact regarding the proposal 2 Legal Status of the Candidate and Signers State the full exact name of the candidate State whether the candidate is an individual corporation limited partnership gener
22. ividual s identity and 3 the individual acknowledged signing the foregoing affidavit This the day of 2015 Notary Public My Commission expires RFP for Body Worn Camera System page 26 Policy List ITP 4 1 Page 1 of 4 DURHAM Subject Infomation Technology Security Policy Revision 1 Effective Date 1 1 2012 Policy Number ITP 4 1 Department Technology Solutions 1849 Revised Date Rescinded Date irn To All City Employees X hanat gorp Thames Bonfield Oy Manager Purpose To establish a consistent and consolidated approach to the protection of the City of Durham s data applications networks and computer systems from unauthorized access alteration or destruction Policy it is the policy of the City of Durham to guarantee reliable and consolidated security standards for the protection of the City of Durham s Information Technology IT data and assets Definitions Dynamic Host Configuration Protocol DHCP a network configuration protocol for hosts on internet Protocol IP networks Domain Name System DNS a hierarchical distributed naming system for computers services or any resource connected to the City s network Freeware computer software that is available for use at no cost or for an optional fee but usually with one or more restricted usage rights Information Assets a definable piece of information stored in any manner which is recognized as valuable to the
23. l provide complete hard and or soft documentation for the BWC System installation instructions system administration and maintenance technical reference and user manuals RFP for Body Worn Camera System page 7 3 Asimple step by step user s manual shall be provided for the end users and administrators during on site training 60 Training 1 The selected candidate shall train personnel in the use of all BWC System hardware and software Initial training shall be conducted on site at the Police Department Follow up training can be provided on site or on line 2 Ata minimum required courses are as follows e Officer Training provide training sessions on site that instructs at a minimum 10 trainers in the use and operation of the BWC System The training shall include operating the BWC for the purpose of obtaining audio video files event tagging the file and transferring the files Training shall also include using the BWC System to search for and view a v files e System Administrator Training Provide training on site for two designated personnel who will act as system administrators for the BWC System computer configuration and applications The training shall include BWC System administration tasks software management functions and computer security The training shall also include file management utilities and system procedures Course outlines for officer training and administrators training are to be submitted
24. last addendum RFP for Body Worn Camera System page 14 HOW TO SUBMIT A PROPOSAL 270 How to submit a proposal Candidates should submit their proposals at Jonathan Hawley Purchasing Supervisor City of Durham Finance Department Purchasing Division 101 City Hall Plaza Annex Durham NC 27701 280 Format Proposal shall bein legible format and address all of the requirements listed in this RFP Include one hard copy and one DVD pdf file 290 Alternative Proposals If you wish to submit a proposal that does not comply with the City s standards and expectations consider submitting two proposals a proposal that complies plus a proposal that does not comply so that your non compliant version can be considered if the City remains steadfast on applying the standards and expectations 300 Candidate to Bear Expense No Claims against City No candidate will have any claims or rights against the City arising out of the participation by a candidate in the proposal process No candidate will have any claims or rights against the City for the City s failure to award a contract to it or for awarding a contract to another person firm or corporation regardless of whether the other person firm or corporation participated in the RFP process or did not submit a proposal that complied with the RFP A notice of award will not constitute acceptance by the City the City s only method of acceptance is the City s execution of a formal co
25. ll make reasonable efforts to separate those designated as trade secrets from those not so designated both to facilitate the City s use of the materials and to minimize the opportunity for accidental disclosure For instance if only a sentence or paragraph on a page is a trade secret the page must be marked clearly to communicate that distinction To avoid mistake or confusion it is generally best to have only trade secret information on a page and nothing else on that page To the extent authorized by applicable state and federal law the City shall maintain the confidentiality of records designated trade secrets in accordance with this section Whenever the candidate ceases to have a good faith belief that a particular record contains a trade secret it shall promptly notify the City b Request by Public for Access to Record When any person requests the City to provide access to a record designated as a trade secret in accordance with subsection a above the City may 1 decline the request for access 2 notify the candidate of the request and that the City has provided or intends to provide the person access to the record because applicable law requires that the access be granted or 3 notify the candidate of the request and that the City intends to decline the request Before declining the request the City may require the candidate to give further assurances so that the City can be certain that the candidate will comply
26. ll software development and acquisition requirements shall include security requirements which are consistent with the City s security and network usage policies Ali new IT system implementations shall be reviewed and approved for IT security policy compliance by TS All production information systems must employ a formal change contro procedure to ensure that only authorized changes are made To prevent changes in hardware and software from contributing to or creating security vulnerabilities prior to installation every non emergency change to production systems must be compliant with the IT security architecture and approved by management as part of the formal change control process 5 Prior to moving software which has been developed in house to production status programmers and other technical staff must remove all special access paths so that access may only be obtained via normal secured channels All trap doors and other shortcuts that could be used to compromise security must be removed All system access privileges needed for development efforts but not required for production operation and support must be removed E Security 1 Network Security To ensure network stability and security primary responsibility for defining and maintaining the enterprise network topology and all enterprise network services will belong to the IT Infrastructure Division within TS No City employee or contracted third party shall attach any device to th
27. m or other is an option Docking units located at district stations are an option if minimal impact on officers time e Files may be offloaded temporarily at district stations but then must efficiently move across the wide area network without interrupting other business processes to centralized storage at Police Head Quarters e When off loading should have ability to manage security and chain of custody including if the process requires copying files to the desktop 4 Functional objectives include managing the a v files once they have been off loaded from the BWC to the long term storage system Functions shall include but are not limited to e Create user accounts and manage users rights e Restrict ability to create copies of videos or delete videos When making DVD copies it is preferable to have the ability to do so directly from file management system without a requirement to first copy to desktop Maintain log and or chain of custody of any activity related to a v files Automatically purge or delete a v files based on event type with associated file retention Search for video based on date time officer ID case number event type Scrub fast forward rewind video during playback Provide video integrity checking 5 The BWC System hardware software and file transfer methods shall be comprised of proven packages which are fully developed tested and supported It shall be compatible with the Police Department s system hard
28. n integration and set up Training costs Ongoing technical support maintenance costs by year Additional requirements or services Candidate will indicate which items are optional 110 Contract The City anticipates that at the conclusion of the RFP process will be a contract between the City and the successful candidate under which the successful candidate will provide the goods and services generally described in this RFP The contract requires compliance by the contractor and its subcontractors with respect to the N C E Verify law Please see section 330 which is titled E Verify Compliance 120 Trade Secrets and Confidentiality As a general rule all submissions to the City are available to any member of the public However if materials qualify as provided in this section the City will take reasonable steps to keep trade secrets confidential Definitions In this section Trade Secrets and Confidentiality The term candidate includes the candidate as contractor that is after it is a party to a contract with the City The term trade secret means business or technical information including but not limited to a formula pattern program device compilation of information method technique or process that a Derives independent actual or potential commercial value from not being generally known or readily ascertainable through independent development or reverse engineering by persons who can obtain economic value
29. niforms e The start stop recording shall be easily activated e The start stop recording should provide protection from inadvertent recording e The BWC should be light weight The BWC should include any activity in the metadata file such as viewing copying etc e The BWC should include LEDs and or other indicators for notifications of recording activation low battery and low storage space e The BWC should be waterproof and ruggedized 2 Functional objectives for managing a v files prior to off loading a v files from the BWC shall include but are not limited to e Ability to view video while in the field e Ability to tag video while in the field for event type associated with file retention and automatic purging e Ability to enter case number and suspect name in searchable fields e Ability to scrub fast forward rewind video during playback e Access to videos shall be secure by authorized users only RFP for Body Worn Camera System page 5 e Auser other than an administrator shall not have the ability to delete a video 3 Functional objectives include off loading a v files from the BWC to the long term digital file storage system Off loading shall include but is not limited to e Secure transfer from end to end e No ability to delete or modify files e Minimal impact on officers time to transfer files from BWC to file management system e Wireless upload via in car equipment mobile data computer in car camera syste
30. ntract in accordance with law 310 Privilege License N A 320 Notice Under the Americans with Disabilities Act ADA The City of Durham will not discriminate against qualified individuals with disabilities on the basis of disability in the City s services programs or activities The City will generally upon request provide appropriate aids and services leading to effective communications for qualified persons with disabilities so they can participate equally in the City s programs services and activities The City will make all reasonable modifications to the policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all City programs services and activities Anyone who requires an auxiliary aid or service for effective communications or a modification of policies or procedures to participate in the City program service or activity should contact Ms Stacey Poston ADA Coordinator voice 919 560 4197 fax 919 560 4196 TTY 919 560 1200 or Stacey Poston durhamnc gov as soon as possible but no later than 48 hours before the scheduled event 330 E Verify Compliance The contractor represents and covenants that the contractor and its subcontractors comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes NCGS The City is relying on this E Verify Compliance section in entering into this contract The parties agree to this section only to the extent a
31. o resolution Video type Minimum or equivalent if field is empty feature is not required but may be preferred Offered by Candidate yes or no or state specification offered 1280x720 HD or 848x480 SD Recording speed Recording format Lens field of view Date and time stamp Notes 68 degrees embedded on video frame color sitet 30 FPS H 264 MPEG 4 GPS stamp Officer ID stamp located in meta data and searchable field Storage in GB GB Storage space HD hours Storage space SD hours Low light recording lux Specify how IR flashlight Video only Audio only Snapshot option Start Stop recording Specify type of action button slide mechanism switch Other buttons bookmarking snapshot flashlight RFP for Body Worn Camera System page 17 i Other triggers to start recording light bar LEDs Recording low battery low disk space uploading video Battery life in standby hours Battery life in recording hours Battery recharge time hours Battery recharging Specify options car charger AC adapter spare battery Pre event recording Single unit or two piece specify camera amp DVR Mounting options Center mass camera position attachment Point of
32. ocumentation standards designated by TS Those departments seeking assistance in compiling such a plan may contact TS TS will assist and be responsible for the information and network access C Access Control 1 Authorization to access the City s information assets shall be based on the sensitivity as established by the department owning the data of the information and the users need to know in addition to any federal state or local regulations 2 Access to the data or system functions will be authorized by the management of the department which owns and administers the data system and implemented in accordance with current network operations procedures In accordance with business functions ownership will be established and assigned by the department for all information assets 3 Access to confidential data write modify access to public data or access to restricted system functions will be authorized in writing by the department management before access is given 4 The City information assets must be used only for authorized business purposes and usage must comply with all applicable policies and statutes pertaining to the public disclosure of information 5 Each individual requiring access to City IT resources will access these resources through a unique user name assigned to the City employee or other authorized individual and will be accountable for all activities performed under that identifier 6 To prevent unauthorized a
33. pport vi Additional requirements or services 7 Assumptions regarding City s Actions and Participation If your proposal assumes that the City will take certain actions provide facilities or do anything else you should state these assumptions explicitly 8 SDBE Participation See the statement with this RFP at the end of this RFP Exhibit B for SDBE participation information and instructions on which SDBE forms to fill in and return For help call the City s Department of Equal Opportunity Equity Assurance EO EA at 919 560 4180 You can print out the SDBE forms that are in the RFP and fill them in Here s another option after you have read the SDBE material in this RFP to learn which SDBE forms to fill in you may if you like go to the web to find versions that you can fill in online print out and submit They are at http durhamnc gov Pages forms aspx Once there scroll down until you see Equal Opportunity Equity Assurance EOEA Small Disadvantage Business Enterprise SDBE Forms Under that title you will see ok Procurement pdf 9 Financial Condition Insurance and Bonds The City may reject proposals from candidates that are overdue on City property taxes Candidates shall provide financial statements for the last 5 years including Balance Sheet Income Statement and Cash Flow Statement RFP for Body Worn Camera System page 13 10 Conflict of Interest if the candidate has any grounds to believe there co
34. resident of the United States and who is a Black American a person having origins in any of the Black racial groups of Africa On building contracts construction over 100 000 00 or federally funded projects the federal and or state definitions apply RFP for Body Worn Camera System page 23 COMPLETE THIS FORM EQUAL OPPORTUNITY STATEMENT RFP for Body Worn Camera System page 24 COMPLETE THIS FORM OR ATTACH COMPUTERIZE FORM EMPLOYEE BREAKDOWN Part A Employee Statistics for the Primary Location M a Fan M 5 Employment Total Total Black Indian or Hispanic Asianor Indian or Category Employees Males Females Alaskan Pacific Alaskan Native Islander Native Project Manger ra Professional amre l Labor Clerical Totals Part B Employee Statistics for the Consolidated Company See instructions for this form on whether this part is required M a e FenaoeQennee N A n O 5 Employment Category Total Employees Total Males Total Females White Black Hispanic Asian or Alaskan Islander Indian or Alaskan Native Hispanic Asian or Pacific Islander Indian or Alaskan Native Project Manger Professional Labor Clerical
35. rt A Technical Support 1 The candidate shall provide support for all hardware and software products included under the proposed contract Prior to Final Acceptance the candidates support staff shall respond within four hours to all support calls placed during normal business hours Support calls placed after normal business hours shall be responded to within four hours on the first regular business day following notification 2 One year of software support shall be provided under the proposed contract with an option for an extended support contract 3 The candidate shall provide a toll free number for support calls B Upgrades Fixes 1 Functional fixes to the software shall be provided as they are released at no extra cost Supporting documentation reflecting modifications shall be supplied when necessary at no extra cost 2 For as long as the Police Department maintains an active support agreement upgrades and enhancements to the software shall be provided automatically at no additional costs Supporting documentation for software reflecting upgrades and enhancements shall be supplied at no extra cost 3 Software service packs should be available for download from the vendor s website Upgrades should pull in any new features that were added to the BWC System C Documentation 1 The Police Department shall have full access to the BWC System user manuals in hard copy and or electronic pdf copy 2 The candidate shal
36. shall require the City to require any person including the City itself to be placed in substantial risk of imprisonment of being found by a court to be in contempt or of being in violation of a court order This subsection c is separate from and is to be construed separately from any other indemnification and warranty provisions in the contract between the City and the candidate 130 Bonds No fidelity bond performance bond or payment bond is required for this contract RFP for Body Worn Camera System page 10 140 Insurance Depending on the nature of the approved project the City of Durham Office of Risk Management may require the candidate to carry insurance for the project with the City named as an additional insured The project contract will include any necessary insurance requirements which shall be the responsibility of the candidate It is recommended that candidates indicate in their proposal what insurance they have 150 Discretion of the City A The City reserves the right to reject any or all proposals i B NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document unless the contrary provision refers specifically to this provision the City reserves the right i to negotiate changes of any nature with any candidate with respect to any term condition or provision in this document and or in any proposals whether or not something is stated to be mandatory and whether or not
37. tiality integrity and availability of both information and the systems that handle it d The ClO and or designee will act as a liaison on information security matters between all City departments and divisions as well as external business partners and must be the focal point for all T security activities throughout the City 2 CIO and Audit Services a The CIO and Audit Services shall have the responsibility for investigating any suspected security breach exposure or weakness in security procedures and make recommendations to the City Manager s Office to reduce or eliminate the exposure b Any suspected compromise or unauthorized use or destruction of the City information assets should be reported immediately to the department head of the department involved and to the CIO 3 Department Heads a Each City Department Head is responsible for ensuring that IT Security Policy is followed to protect all the City information owned by their department from unauthorized access use disclosure destruction or modification b Department directors are also responsible for an accurate accounting and enumeration of information assets under their control B Disaster Recovery Business Continuity All City departments are responsible for maintaining a Business Continuity Disaster Recovery plan to address foss of critical information systems and the network connectivity supporting them This plan must be in compliance with guidelines and d
38. uld be a conflict of interest such as that a City employee who is involved in awarding the contact has a connection with the candidate please explain 11 Non collusion The RFP constitutes an invitation to bid or propose Sign the attached Non Collusion Affidavit Exhibit C and include it with your response COVER LETTER WITH PROPOSAL 250 Cover letter The proposal should contain a cover letter signed by a principal of the candidate The cover letter should contain the following statement The undersigned whose title and position with the candidate are stated next to or beneath his or her signature has the authority to submit this proposal including this cover letter on behalf of the candidate in response to the City s Request for Proposals Unless otherwise clearly stated in this response to the RFP our proposal accepts the terms and conditions stated in the RFP including the description of services to be performed and the provisions of the contract to be signed The cover letter should contain one of the following two paragraphs A or B If i the cover letter lacks both paragraph A and paragraph B or ii the cover letter contains paragraph A but fails to comply with the instructions in the section of the RFP titled Trade Secrets and Confidentiality the City may treat everything it receives from the candidate as NOT trade secret or confidential and the City may disclose to the public everything it receives from the candid
39. uthorized by law If this section is hel to be unenforceable or invalid in whole or in part it shall be deemed amended to the extent necessary to make this contract comply with NCGS 160A 20 1 b 340 Equal Business Opportunity Program It is the policy of the City to provide equal opportunities for City contracting for small firms owned by socially and economically disadvantaged persons doing business in the City s Contracting Marketplace It is further the policy of the City to prohibit discrimination against any firm in pursuit of these RFP for Body Worn Camera System page 15 opportunities to conduct its contracting activities so as to prevent such discrimination to correct present effects of past discrimination and to resolve complaints of discrimination There are no goals set for this project in accordance with the Equal Business Opportunity Program Ordinance all contractors are required to provide information requested in the SDBE Procurement Forms which are included with this Request for Proposals Proposals that do not contain the appropriate completed Procurement Forms may be deemed non responsive and ineligible for consideration The Declaration of Performance Managerial Profile Equal Opportunity Statement and the Employee Breakdown documents are required of all contractors In lieu of the Employee Breakdown contractors may submit a copy of the current EEO 1 form corporate basis
40. ware and shall meet the functional requirements specified 6 The BWC System shall be installed on the City s network 7 The BWC System shall meet the Police Department s IT standards for Windows Server 2012 R2 virtual environment and install a database for the BWC System application The BWC System shall run on the configured server in the Police Department s virtual production data center environment The candidate will specify the server requirements based on the short term as well as long term needs 8 A V files shall be stored on the Police Department s SAN storage area network Cloud based systems are not an option 9 The operating system is Windows 7 The clients will not be dedicated to the BWC System but will also have other systems operating on them If the system is browser based the BWC System will be compatible with previous and current versions of Internet Explorer Chrome or Firefox RFP for Body Worn Camera System page 6 10 The candidate s BWC System shall remain compatible with Microsoft s supported operating system upgrades 11 The candidate shall provide a list of law enforcement agencies and contact names that are using the BWC System the candidate is proposing 12 Depending on overall project funding level and cost of solution the City intends to purchase between 250 amp 350 BWC s Selected candidate must be able to deliver cameras within 1 month of order placement 50 Product Suppo
41. with subsection c below c Defense of City If the City declines the request for access to a record designated as trade secrets in accordance with subsection a then in consideration of the promises in b above and for considering the candidate s proposal the candidate agrees that it shall defend indemnify and save harmless Indemnities from and against all Charges that arise in any manner from in connection with or out of the City s non disclosure of records In providing that defense the candidate shall at its sole expense defend Indemnities with legal counsel The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney Definitions As used in this subsection c Charges means claims judgments costs damages losses demands liabilities fines penalties settlements expenses attorneys fees and interest Indemnities means the City and officers officials independent contractors agents and employees of the City Indemnities does not include the candidate The City may require the candidate to provide proof of the candidate s ability to pay the amounts that may reasonably be expected to become monetary obligations of the candidate pursuant to this section If the candidate fails to provide that proof in a timely manner the City shall not be required to keep confidential the records whose non disclosure gives rise to the potential monetary obligation Nothing in this agreement

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