2022-05 Addendum 2.pdf

i:\deptdata\finance\purchase\quote summaries\2022\2022-05 gunshot detection\2022-05 addendum 2.docx

Addendum #: 2

RFP #:2022-05 Gunshot Detection Technology & Automated License Plate Reader

RFP DUE DATE: 8/25/2022 by 2PM CT

The purpose of this Addendum is to clarify questions received from Vendors and notify Vendors of changes made to the specifications on this bid. Vendors must acknowledge receipt of any and all Addenda in the space provided in the bid documents. Failure to do so may result in rejection of the proposal. All requirements of the proposal documents remain unchanged except as cited herein.

Information contained in this Addendum will be included in any subsequent contractual agreement between the City and the successful bidder(s).

Enter questions & answers, clarifications, or modifications below.

QUESTION # 1: Does the City have a map with the required coverage area for shot detection and License Plate Reader (LPR) locations? If not, please provide the anticipated square mile coverage area and number of LPR systems.

ANSWER: There is not a confirmed map. The square mile coverage area and number of LPR system will depend on approved by appropriate committees.

QUESTION # 2: Please confirm you are looking for a cloud-based system for both shot detection and LPR.

ANSWER: The system can be on premise or cloud based.

QUESTION # 3: There is a requirement for the proposed system to be able to integrate with other systems. Do you have a list of current and future systems you would like it to integrate with as mentioned in the Statement of Work 2.2 #8?

ANSWER: We are using evidence.com for as much multimedia storage as we can currently.

QUESTION # 4: Section 1.10 states vendors may take “exception” to proposed specifications and indicates the specifications may be waived if it is in the city’s best interest. We are requesting an exception to specifications 33,34, and 35 which involve outdated technology and violate citizen civil liberties. These specifications require open always on microphones and recordings of all sounds, not just gunshots. This has resulted in civil liberty complaints, lawsuits, dismissed criminal charges, and unlawful prison confinement.

Will the city waive specifications for 33, 34, and 35 as they relate to microphones and audio recordings and files? If the City of Green Bay determines it is in the city’s best interest to have microphones, record audio, and maintain audio files we can include this outdated and unnecessary technology in our bid. However due to the increased risk of civil liberties lawsuits, will the City of Green Bay documentation indemnify us?

ANSWER: At this time, we cannot answer this question. We are seeking advice from our legal team. If you cannot or will not meet these specifications take exception on your submittal.

QUESTION # 5: Our offering includes compliant technical solutions with capabilities that allow for the customer to control the aggregation of their data while also protecting the privacy of citizens. What if any privacy policies are under consideration by the city that would guide the use of, and aggregation of the data collected?

ANSWER: We have an internal policy on usage along with following local, state and federal requirements.

QUESTION # 6: Can the city provide clarity on the planned or desired governance of the system by designated personnel identified in the RFP? For example, are there other emergency agencies, third party vendors, who would need also to access the systems?

ANSWER: If approved, we will share our data with other Law Enforcement agencies. Our internal and city IT does some work with 3rd party vendors.

QUESTION # 7: What is the RMS that is currently being used by CGB?

ANSWER: Our RMS is It’s SQL database. the actual database is MSSQLand the custom application (GERP) is a WINFORMS application .net version 3.5. We also use evidence.com

QUESTION # 8: Does CGB have camera system in use? If so, what brand or make is it?

ANSWER: Milestone

QUESTION # 9: Is it the intention to have the proposed gunshot detection and ALPR systems integrate into CGB’s current VMS? If so, what VMS is being used?

ANSWER: Milestone

QUESTION # 10: What are the specific data and video retention requirements by CGB?

ANSWER: Data is stored for thirty (30) days and then purged unless it is saved and entered into a case.

QUESTION # 11: What system is the DOT using? Would we have access to the data base?

ANSWER: NA

QUESTION # 12: Is this project funded? If so, is it through City, State or Federal funds?

ANSWER: We are requesting the funds through our City Council and believe there may be ARPA funds .

QUESTION # 13: Is there a TAA requirement for the hardware? If so, what percentage needs to be TAA compliant?

ANSWER: Refer to Federal Clauses.

QUESTION # 14: Is there a diversity requirement for this project? Ex: Wisconsin MBE, SBE, WBE or Federal HUBZONE entity? If so, how do we submit these certifications?

ANSWER: No, there is not a diversity requirement for this project. But we do need to abide by the Federal Clauses. If you do have diversity certifications, you may submit them with your proposal. They will not affect our scoring or have any advantage over other submittals.

QUESTION # 15: Please clarify term “Must prevent disparate outcomes and show assurances on unintended equity”

ANSWER: The systems will not be designed in a way to target any specific groups based on any orientation.

QUESTION # 16: When do you expect the demo phase to begin? Due to supply chain issues and our desire to meet the expectations of CGB, we are asking for specific timeframes.

ANSWER: If funding is approved by the city, we would like to start immediately. There is no set time that this will or won’t be approved.

QUESTION # 17: After the demo phase is complete, when do you intend to purchase? Due to supply chain issues and our desire to meet the expectations of CGB, we are asking for specific timeframes

ANSWER: If funding is approved by the city, we would like to start immediately. There is no set time that this will or won’t be approved.

QUESTION # 18: Based on the complexity of the specifications and the need to identify and coordinate with potential partners, we respectfully requests a two-week extension of the proposal due date. This will ensure that all vendors have sufficient time to prepare a quality proposal for the City.

ANSWER: At this time no extensions have been approved.

QUESTION # 19: RFP page 7 describes how vendors should organize their proposal. Under Tab #4, the RFP simply states, “Tab # 4- Quality of Proposal: Proposals will be evaluated for neatness, organization, and submission of required material. Along with systems ability to meet the City’s needs.” Should vendors include any specific information under Tab #4 – Quality of Proposal?

ANSWER: No need to include anything under TAB 4.

QUESTION # 20: For clarification, does the City desire vendors to use a checkmark symbol (√ ) to mark requirements that comply, or use the words “Comply” or “Exception” in the RFP specifications table?

ANSWER: Either is acceptable.

QUESTION # 21: How should vendors include the requested descriptions and clarifications on the RFP specifications table (pages 10-14)? Is it acceptable to provide this information in a separate Attachment in order to adhere to the 50-page limit for the proposal?

ANSWER: Per RFP complete pages 10-15 signifying if comply/exception and send in with your submittal. Yes, you can provide this information in a separate attachment. It will not be counted as part of the 50 pages.

QUESTION # 22: Under which tab should vendors include the required forms and signatures?

ANSWER: No need to put under any specific TAB. They can be submitted with your proposal.

QUESTION # 23: If the Prime vendor’s proposal includes subcontractors, which elements of the RFP should the subcontractors complete and include in the proposal?

ANSWER: Subcontractors must complete any part of the RFP that their equipment will be supplying. Along with any mandatory forms.

QUESTION # 24: The Federally Required clauses indicate that DBE participation is required.

Is there a set goal for this RFP?

If so, may vendors request an exemption if all associated services will be provided by the vendor’s own staff?

ANSWER: There is no set goal for this RFP. We do not believe DBE participation is required.

QUESTION # 25: RFP page 10 Specification: Gunshot Detection System, Section 2, Item #7 states, "Company must supply mobile deployment by trained internal personnel." Please elaborate on this requirement. How does the City define a "mobile deployment?"

ANSWER: The police department would like a mobile deployment option for the GSD and the company would provide trained personnel to install and train GBPD employees To do this after being trained by the vendor.

QUESTION # 26: RFP page 11 Specification: Gunshot Detection System, Section 3, Item #2 states, "Must prevent disparate outcomes and show assurances on unintended equity impacts." Please elaborate on this requirement. Please describe the City’s expectations of the awarded vendor to fulfill this requirement.

ANSWER: The systems will not be designed in a way to target any specific groups based on any orientation.

QUESTION # 27: RFP page 10 Specification: Gunshot Detection System, Section 2, Item #9 states, "Company must supply API to integrate with City of Green Bay's Police department RMS." Please provide more details on the Police Department’s RMS.

a. RMS vendor?

b. Current RMS software version?

ANSWER: Our RMS is It’s sequel database. the actual database is mssql and the applications (GERP) is a WINFORMS application .net version 3.5. We also use evidence.com.

QUESTION # 28: General Clarifying Question: Regarding the ALPR portion of the RFP, overall is this RFP requesting both Fixed location ALPR systems such at an intersection as well as mobile vehicle mounted ALPR systems? What is the anticipated approximate quantity for the mobile vehicle systems and or Fixed ALPR systems to be deployed?

ANSWER: Yes, we are requesting both fixed and mobile systems. See revised pricing sheet with lines for pricing for both Fixed and Mobile Systems. In your submittal, supply where there are price breaks on quantities.

QUESTION # 29: In section 2.2 in COMPUTER -TECHNICAL REQUIRMENTS OF THE ALPR section 9, the last line item is stated as follows: “Supply cost for vehicle mounted ALPR system.”

Does this indicate that the request is only for one mobile vehicle ALPR system price?

ANSWER: See revised pricing sheet with lines for pricing for both Fixed and Mobile Systems. At this time, we do not know the quantity we will be purchasing. In your submittal supply price for one and where there are quantity price breaks.

QUESTION # 30: If the number of systems is not known does the City expect the vendor to perform a site survey or will locations be given after contract award?

ANSWER: The city will work with awarded company to determine if a site survey is needed.

QUESTION # 31: Can you confirm the number of lanes that should be covered by a single camera?

ANSWER: As many as the technology allows and still provide quality performance. State in your RFP how many lanes your camera is capable of doing.

QUESTION # 32: Can you confirm if the City will be providing poles/power for this project or if they need to be supplied by the vendor?

ANSWER: Some/many sites should have power available. The final locations are 100% confirmed and we are aware some companies have solar options that may be utilized once the locations are established.

QUESTION # 33: Will the City consider a lease option for the pricing of the ALPR system?

ANSWER: We are open to all options depending on what the city believes is the best value for the city.

QUESTION # 34: Can the City confirm a budget for this project?

ANSWER: At this time the budget is not established which the appropriate committee will determine.

QUESTION # 35: General Clarifying Question: Regarding the ALPR portion of the RFP, overall is this RFP requesting both Fixed location ALPR systems such at an intersection as well as mobile vehicle mounted ALPR systems? What is the anticipated approximate quantity for the mobile vehicle systems and or Fixed ALPR systems to be deployed?

ANSWER: Neither of those numbers are known at this time. It is dependent on what budget is approved by city council.

End of Addendum