Canton Body Worn Camera and In Car Digital System 2025.pdf

Charter Township of Canton

Request For Proposal for

BODY WORN CAMERA AND

IN-CAR DIGITAL CAMERA SYSTEM

WITH CENTRALIZED CLOUD-HOSTED SOLUTION

Contact: Captain Joseph Bialy E-mail: bwcinquiry@cantonmi.gov

Date Issued: 1/30/2025

Due Date & Time: 3:00 p.m., Thursday, February 13, 2025

The deadline established for the receipt of your sealed proposal is 2/13/2025 at 3:00 p.m. The proposal is to be submitted to the Clerk's Office, 1150 S. Canton Center Road, Canton, Michigan 48188. Address the proposal to:

Canton - Clerk’s Office

BODY WORN CAMERA AND IN CAR DIGITAL CAMERA SYSTEM

WITH CENTRALIZED CLOUD-HOSTED SOLUTION

DUE 2/13/2025 BEFORE 3:00 PM

1150 Canton Center S Canton MI 48188

SECTION # 1 GENERAL REQUIREMENTS & INSTRUCTIONS

1. SUBMISSION OF OFFERS: All offers should be submitted in a sealed envelope or package. The invitation title, opening date and time, company name, address and telephone number shall be clearly displayed on the outside of the sealed envelope or package. The delivery of responses to the Clerk’s Office prior to the specified date and time is solely and strictly the responsibility of the offeror. Any submittal received in the Clerk’s Office after the specified date and time will not be considered. Responses shall be submitted on the forms provided by Canton. Additional information may be attached to the submittal. Facsimile submissions are NOT acceptable. No offer may be modified after acceptance. No offer may be withdrawn after opening for a period of sixty days unless otherwise specified. The proposal must include all costs. All offers must include the original, one electronic (thumb drive) and one (1) hard copy.

2. EXECUTION OF OFFER: Offer shall contain a manual signature in the space(s) provided of a representative authorized to legally bind the offeror to the provisions therein.

3. EXECUTION OF ACCEPTANCE: Canton Township legally recognizes acceptance of formal offer when a written contract is signed by both parties. Offerer is not to assume that the Canton Board of Trustees resolution approving the bid or proposal is a binding contract.

4. OPENING & RECORDING: Opening shall be public in the Clerk’s Office immediately following the advertised deadline date and time for receipt of submittals.

5. INTEGRITY: Canton Township does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services.

6. TABULATION: Bid results will be posted on the MITN website at https://www.bidnetdirect.com/mitn/solicitations/open-bids/page1

7. BOARD AWARDS: As the best interest of Canton may require, Canton reserves the right to make award(s) by an individual item, group of items, all or none, or a combination thereof; on a geographical basis and/or on a countrywide basis with one or more supplier(s) or provider(s); to reject any and all offers or waive any irregularity or https://www.bidnetdirect.com/mitn/solicitations/open-bids/page1 technicality in offers received. Offerors are cautioned to make no assumptions. Any or all awards made as a result of this invitation shall conform to applicable ordinances and policies of Canton Township. Bid awards will be posted on the Township’s website at www.cantonmi.gov

8. BRAND NAME OR EQUAL: If items requested by this invitation have been identified in the specifications by a brand name “OR EQUAL” description, such identification is intended to be descriptive and not restrictive and is to indicate the quality and characteristics of products that will be acceptable. Offers proposing “equal” products will be considered for award if such products are clearly identified in the offer and are determined by Canton to meet fully the salient characteristic requirements listed in the specifications.

9. PRICING: As the contract may not be decided or signed until September 2025, prices offered shall remain firm for a period of at least two-hundred eighty (280) days; all pricing of goods shall include FOB Canton Township, all packing, handling, shipping charges and delivery to any point(s) within Canton to a secure area or inside delivery.

10. PAYMENT TERMS: Canton Township will remit full payment on all undisputed invoices within thirty (30) days from receipt by the appropriate person(s) of the invoice or receipt of all products or services ordered.

11. INCURRED EXPENSE: This invitation does not commit Canton to make an award nor shall Canton be responsible for any cost or expense which may be incurred by any respondent in preparing and submitting a reply, or any cost or expense incurred by any respondent prior to the execution of a purchase order or contract agreement.

12. QUESTIONS/ ADDENDA: Any questions concerning the conditions or specifications shall be directed to the designated contact person. Addenda items will be posted on the township website, on the Purchasing Division page under Requests for Bids, Proposals and Qualifications. It is the bidder’s responsibility to check and verify that addenda have been issued. Failure to acknowledge addenda may result in the offer not being considered.

13. CLARIFICATION/CORRECTION OF ENTRY: Canton reserves the right to allow for the clarification of questionable entries and the correction of OBVIOUS MISTAKES.

14. INSURANCE: The successful bidder is required to furnish evidence of the following insurance requirements in accordance with Canton’s Risk Management Policy O:02.

Work may not commence until the Certificates of Insurance have been received. The coverage requirements are as follows:

Workers’ Compensation Insurance: The Contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

Commercial General Liability Insurance: The Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $ 1,000,000 per occurrence and aggregate combined single limit, http://www.cantonmi./

Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following extensions:(A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent.

Motor Vehicle Liability: The Contractor, or its subcontractors, shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverage, with limits of liability not less than $ 1,000,000 per occurrence combined single limit, Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

Additional Insured: Commercial General Liability Insurance as described above, shall include an endorsement stating that the following shall be Additional Insured: The Charter Township of Canton, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof.

Cancellation Notice: The Insurance coverage described above, shall include an endorsement stating the following: “It is understood and agreed that Thirty (30) days Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: Jeanette Aiello, 1150 Canton Center S., Canton MI, 48188.

Indemnification: To the fullest extent permitted by law, the (name of contractor) agrees to defend, pay on behalf of, indemnify, and hold harmless the Charter Township of Canton, its elected and appointed officials, employees and volunteers, and others working on behalf of the Charter Township of Canton against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed, or recovered against or from the Charter Township of by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this agreement.

15. PUBLIC ACT 517 OF 2012: In accordance with Public Act 517 of the Public Acts of 2012, any Iran linked business is not eligible to submit a bid on a request for proposal with a public entity in Michigan. An “Iran linked business” includes the following:

(1) A person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas tanker or products used to construct or maintain pipelines used to transport oil or liquefied gas for the energy section of Iran; and

(2) A financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran.

For purposes of this prohibition, “person” includes an individual, corporation, company, limited liability company, business association, partnership, society, trust, or any other non-governmental entity, organization or group. It also includes a governmental entity or instrumentality of a governmental entity, or any successor, subunit, parent company or subsidiary of, or company under common ownership or control with and of the foregoing.

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Canton Township, MI

Canton Police Department Request for Proposal (RFP) - Body Worn Camera and In Car Digital Camera System with Centralized Cloud-Hosted Solution

Introduction:

The Canton Department of Public Safety desires to procure the following information technology goods and services as stated by internal policy: a body worn camera system (BWC) and in - car digital camera system (CCS) including cameras and charging stations, a digital file management and storage system for the associated audio/video (‘a/v’) files, installation services, training and maintenance and related services, that will allow for the capture and preservation of interactions between police officers and the public (‘project’). 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 and CCS to the digital file management system. Also critical to the project is compliance with the Michigan Criminal Justice Information Services (CJIS) requirements and the ability for the Police Department to comply with Michigan law, including its release and disclosure requirements, along with retention requirements of the State of Michigan.

Definitions:

Canton 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 to or updated.

The "proposal" is the response of a person or entity proposing to provide the information technology goods and 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.

The word "Contractor" or "contractor" is the person or entity with which the Township enters into a contract to provide the information technology goods and services sought by this RFP. That is, "contractor" generally refers to a successful candidate that has obtained a fully executed contract with the Police Department, while "candidate" refers to those submitting a proposal in response to this

RFP.

The word "shall” is used to tell candidates what is required under this RFP. Failure to comply with a "shall" will likely result in rejection.

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

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"shall" standards and many or most of the "should" standards, but failure to comply with all "should" standards will not necessarily or automatically result in rejection.

Scope of Work:

The following section details the scope of work and requirements of the Township. The Contractor shall furnish all equipment, training, installation, maintenance, and all other related services provided in the scope of work. All work shall be in accordance with the specifications and subject to the terms and conditions of this Request for Proposals (RFP).

1. CPD functional objectives for a BWC and/or CCS shall include the following, but not be limited to:

▪ 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

▪ The BWC shall provide internal memory/storage for 5 hours of HD 30 FPS a/v

▪ The BWC shall have a battery life that will support a 12-hour shift (minimum of approximately five total hours of recording time)

▪ The BWC shall be hot swappable with CCS.

▪ The BWC and CCS shall have pre-event recording for video and audio independently

▪ The BWC a/v files shall automatically record date/time

▪ The BWC shall be associated with an officer so that a search can be performed on a/v files based on officer name or identification (ID)

▪ The BWC shall securely attach to the Police Department's uniforms

▪ The start/stop recording shall be easily activated with a gloved hand

▪ The start/stop recording should provide protection from inadvertent recording

▪ The BWC should be light weight

▪ The BWC should include any activity in the metadata file such as viewing, copying, etc.

▪ The BWC should include LEDs and/or other indicators for notifications of recording activation, low battery, and low storage space

▪ The BWC should be waterproof and ruggedized

▪ The CCS shall be able to record video and audio

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▪ The BWC and CCS shall be integrated

▪ The BWC and/or CCS shall be capable of ALPR

▪ The CCS shall have a front forward and rear seat camera

▪ The CSS shall have in cabin microphone

▪ The BWC and CSS shall support the following triggers: Light-Bar, GPS/Speed, Impact Sensors, Siren, Manual/Remote body camera activation, door pop

▪ The BWC shall serve as the in-car body microphone

▪ The BWC should include home and mobile chargers

▪ The Cloud-Hosted solution must comply with the Criminal Justice Information Services (CJIS) State of Michigan and with Michigan law pertaining to police cameras.

▪ Products and systems that are proposed must strictly adhere to CJIS compliance standards and use FIPS 140-2 certified modules for encryption. The selected vendor will be asked to provide evidence of FIPS 140-2 certification for each encryption module used prior to work beginning.

2. Functional objectives for managing a/v files before off-loading a/v files from the BWC and CCS shall include but are not limited to:

▪ Ability to view video while in the field

▪ Ability to tag video while in the field for event type, associated with file retention and automatic purging

▪ Ability to enter case numbers and suspect name in searchable fields

▪ Ability to scrub (fast forward/rewind) video during playback

▪ Access to a/v shall be secure, by authorized users only

▪ A user other than an administrator shall not have the ability to delete a/v files

3. Functional objectives include off-loading a/v files from the BWC and CCS to the long-term digital file management and storage system. An administrator is someone who has elevated rights to manage the solution and make configuration changes. Off-loading shall include but is not limited to:

▪ The BWC shall be able to download video from the vehicle

▪ The BWC and CCS video must be integrated as one event

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▪ All data transfers must be encrypted to safeguard against unauthorized access or interference, The Storage solution must also comply with law enforcement Criminal Justice Information Services (CJIS) data protection standards. Ex. SSL/ using FIPS 140-2 certified encryption. Ensuring secure transfer from end-to-end.

▪ No ability to delete or modify files

▪ Minimal impact on officers' time to transfer files from BWC and CCS to file management system

▪ Wireless upload via in-car equipment (mobile data computer, in-car camera system or other) is required. The transfer technology shall be capable of restarting a transfer if interrupted and continuing from where it left off, confirming file accuracy before deleting the originals from the vehicle's DVR.

▪ Docking units located at the police department are an option if there is minimal impact on officers' time. If docking units are quoted, they must be standalone device that connects to the cloud storage solution via an Ethernet connection

▪ Files may be offloaded temporarily at the police department if an intermediary is required, but then must efficiently move across the wide area network, without interrupting other business processes, to a centralized cloud-hosted solution.

▪ When off-loading, should have the 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 and CCS to secure long-term storage system. Functions shall include but are not limited to:

▪ Create user accounts and manage user rights

▪ Restrict ability to create, disclose, delete, and release copies of videos

▪ If making DVD copies for long term storage, it is preferable to have the ability to do so directly from file management system without a requirement to first copy to the desktop

▪ Maintain log and/or chain-of-custody of any activity related to a/v files

▪ Automatically purge or delete permanently/ without availability elsewhere a/v files based on event type with associated file retention

▪ Search for a/v based on date, time, officer name, officer ID, case number, event type

▪ Scrub (fast forward/rewind) video during playback

▪ Provide a/v integrity checking

▪ Supervisors should be able to review officer’s a/v

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▪ Supervisors should be able to audit user access including a/v review

▪ Video, audio and privacy mask redaction capabilities shall be required

▪ Shall be able to import 3rd party a/v video and files

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 hardware and shall meet the functional requirements specified.

6. The candidate shall make effort for BWC and CCS System API’s and Webhooks to integrate with 3rd party applications if CPD chooses to with such applications. Not limited to other Law Enforcement Management Information Systems. (API packages preferred)

7. The desired candidate shall make an effort to deploy artificial intelligence (AI) in an appropriate matter, with the ability to turn off this feature. Ex. Artificial Intelligence could be used to speed up redaction times by using AI to detect and mark common objects, such as license plates, screens, and faces. Candidates may share other AI features that could interest CPD. The BWC and CCS System shall be a cloud-based system and must be CJIS compliant.

8. The client operating system is Windows 11 Pro. The clients will not be dedicated to the BWC or CCS System but will also have other systems operating on them. If the proposed system is browser based, the BWC System must be compatible with current versions of Microsoft Edge, Google Chrome or Mozilla Firefox.

The candidate's BWC System shall remain compatible with Microsoft's supported operating system upgrades

9. Depending on the overall project funding level and cost of the solution, the CPD intends to purchase 100 body-worn cameras and 42 in-car cameras.

10. The system software must allow for permissions-based access configuration

11. The videos shall be accessible to any person or persons granted permission to view such videos as determined by CPD. Example: Prosecutors, Defense Attorneys, etc., having their portals for access.

12. The software must have audit trails for chain of custody and auto-tagging capability.

13. The system must allow for ad-hoc reports

14. Able to integrate with other solutions through API.

15. Ability to “Live View” from a smartphone or laptop by pre-approved and authorized staff.

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Product Support:

A. Technical Support

1. The candidate shall provide support for all hardware and software products included under the proposed contract. 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. Hardware and software support shall be provided for the first year of the proposed contract. After the one-year agreement, Canton shall have an option to negotiate a support contract.

3. The candidate shall provide a toll-free number for 24/7 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. All unintentional effects of any applied updates must be resolved by the vendor within 48 hours of the report of the event/issue

C. Documentation

1. The Police Department shall have full access to the BWC System user manuals in hard copy and electronic (pdf) copy.

2. The candidate shall provide complete hard and/or soft documentation for the BWC and CSS System installation instructions, system administration and maintenance, technical reference and user manuals.

3. A simple step-by-step user's manual shall be provided for the end users and administrators during on-site training.

D. 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. At a minimum, required courses are as follows:

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▪ Officer Training - provide training sessions on-site that instructs at a minimum 15 trainers in the use and operation of the BWC and CCS 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.

▪ System Administrator Training - Provide training on-site for five designated personnel who will act as system administrators for the BWC and CCS System computer configuration and applications. The training shall include BWC and CCS System administration tasks, software management functions and computer security. The training shall also include file management utilities and system procedures.

▪ FOIA Clerk Training – Provide training on-site for five designated personnel who will be responsible for redacting, editing and providing recorded material for FOIA and court requests.

▪ Course outlines for officer and administrator training are to be provided to Canton.

These outlines of training materials shall be routinely updated.

E. Installation Services

1. The candidate shall provide installation and startup services for a complete solution.

Including but not limited to the installation and configuration of exterior wireless access points for CCS uploads. Modem and in car hardware replacement, and any server(s) that may be used onsite for video storage and offload to cloud services. Note: CPD currently utilizes proprietary in car modems, replacement will require coordination with 3rd party and Township IT for replacement.

2. The candidate shall coordinate all services with any authorized service center.

3. Candidate shall provide a schedule to include delivery of a minimum of 100 BWC systems and 42 CCS. This includes hardware and software installation services, and training services.

F. Technology Security Policy

The contractor shall be able to provide proof of adherence to the state of Michigan CJIS compliance policy, showing data access controls are in place, and Canton Township data is secured, and access is managed where only approved by Canton employees are accessing records.

Products and system configurations that are proposed must strictly adhere to CJIS compliance standards and use FIPS 140-2 certified modules for encryption. The selected vendor will be asked to provide evidence of FIPS 140-2 certification for each encryption module used prior to work beginning.

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RFP TIMELINE

RFP Process Date and Time

RFP issue date 1/30/2025

Pre-proposal Conference N/A

Due Date for Questions from Candidates 2/6/2025

Addendums to RFP Posted to Website(s) 1/30/2025- 2/11/2025

RFP submission deadline 2/13/2025

RFP Questions

Upon review of the RFP documents, Contractors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. Questions concerning this RFP shall be submitted via email to bwcinquiry@cantonmi.gov no later than 4:00 P.M., ET on 2/6/2025. Indicate RFP name in the subject heading of the email. Respondents are strongly advised to monitor site given below for any addenda regarding this solicitation.

The Canton Police Department will not entertain any further questions after the question deadline.

Only emailed questions submitted by the above date will be addressed and answered. The issuance of such written responses is the only official method by which interpretation, clarification or additional information will be given by CPD. No personal inquiry or marketing meetings will be conducted or allowed.

References

The Canton 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 that are identified during the review of the proposal, or those that result from communication with other entities involved with similar projects.

Candidates are expected to provide a minimum of (3) references with accurate contact information.

Every proposal must include this. References can be logged in RFP-Appendix A mailto:bwcinquiry@cantonmi.gov

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PROPOSAL SUBMITTAL FORMAT AND CONTENTS

The instructions below provide guidance and information to Candidates to prepare and submit concise responses this RFP. The purpose is to establish the format and contents of the proposal so that responses are complete, contain all essential information, and can be easily evaluated.

Proposal Format

The proposal should be no longer than 30 pages (Fifteen (15) double-sided sheets) in length.

Proposals shall be presented in a well-organized and concise manner. The page count does not include cover sheets and tabs.

Proposal Content

Any additional materials and/or documentation can be referenced in and attached to the proposal.

The following items must be addressed in the package:

Letter of Intent/Contractor Information: Respondents shall submit a clear concise response to the information requested below.

▪ Introductory letter of intent specifying

a. Name of firm and address,

b. Primary contact person working on Project and his/her contact information,

c. Why Canton should select candidate firm for this work, and

d. Completion of Vendor Questionnaire tab in attached RFP-Appendix A and

e. Completion of References tab in attached RFP-Appendix A

▪ Provide all Trade Secrets and Confidential information that are applicable for products and solutions that are proposed. The candidates shall comply with Section:

Minimum Requirements for Contract Execution - Public Records and Submitted Proposals from Contractor, of this RFP. Any information that is a Trade Secret or Confidential information shall be submitted separately and marked as such on both hard copies and electronic submissions (i.e., thumb drives,etc.). These documents shall be clearly labeled on the cover, each page, and all other material as “Trade Secret” or “Confidential”. During the course of the evaluation the Contractor agrees that Canton may reveal these documents to Canton staff, officials, employees, or other staff or third parties involved in the selection process. Canton may disqualify any that designated its entire Proposal a trade secret or confidential that clearly does not qualify under the applicable laws.

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Product Specific Information

Candidates shall complete the vendor response column of the Vendor Questionnaire in the attached RFP-Appendix A

This should include specifics of the proposed products that include performance, specific size, and/or make and model of all components. Indicate in the right-hand “Notes” 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. If providing additional information, it shall be labeled “Additional Information”. Failure to complete and return RFP-Appendix A will be considered sufficient reason for rejection of the proposal and offer. Literature alone is not sufficient for consideration of the offer.

All equipment must meet Michigan and Canton Township 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.

Bandwidth Requirements: Candidates shall supply bandwidth requirements, if possible, a bandwidth calculator specific to their product. The calculator or formula should allow Canton to plug in a number of cameras, an internet bandwidth speed and return a good estimate of the amount of time per X minutes of recorded video. This information will allow Canton to further extrapolate how much bandwidth we need on average, during shift changes, etc. It should be provided for both BWC and CCS.

Project Approach and Schedule: Provide a detailed description of how the candidate intends to perform each requirement as specified in the scope of work. Provide the best value solution of how the products and services will help accomplish the objectives of the project meet high quality, compliance, and performance.

Project Schedule: Include a proposed time schedule for completion of the scope of work that includes, but not limited to equipment, training, installation, maintenance, and all other related services.

Contractor’s Past Performance: Candidates shall submit the following information to demonstrate their past experience and qualification:

• Provide a brief description of similar project experience illustrating work related to the technical aspects, equipment provided, and processes described in the scope of work. Include sub-contractor (if any) capabilities as related to the scope of work. Provide contact information and project start and end dates for each project cited.

• The candidate shall provide a list of law enforcement agencies and primary contact information of reference that are using the BWC and CSS System the candidate is proposing.

This information can be filled out in the references tab of RFP-Appendix A

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Project Team: Provide information, including qualifications, regarding the project team specifying the dedicated Project Manager and key personnel assigned to the team and the availability of backup personnel that will support this Project. Provide name and contact information for person responsible to assure that the time schedule and Canton budget will be met.

Insurance and Contract Statement:

Identification of Lawsuits and Administrative Claims/Fine: Contractors must identify all lawsuits, administrative claims or fine proceedings Contractor has been a party to in the past five (5) years. Include any fines levied by any governmental unit relating to the proposed work in this RFP such as fines from the EEOC, Department of Labor or other unit of government.

Cost Proposal: Provide hourly labor rates and itemized cost for items provided below including any additional items not provided here. Include all costs associated with the Project so that it reflects all costs that Canton will be responsible for. Labor rates shall be fully loaded (fully-burdened) labor rates.

Equipment

Initial configuration and set-up

Yearly maintenance or licensing fees

Training

Ongoing technical support

Additional requirements or services

Leasing options

EVALUATION CRITERIA

The selection will be made to candidate that submits the best overall proposal as determined by Canton and shall be evaluated based on criteria provided below. Proposals are evaluated based on the weighted percentage given next to the individual criteria.

Criteria to be considered in the evaluation are identified as follows:

Technical Merit/Project Approach (30 percent): The candidates proposed approach will be evaluated on the candidates demonstrated understanding, knowledge, product quality, meeting specifications, capability to perform the project, supply the equipment provided, etc., under the scope of work and how the candidates technical knowledge will benefit CPD. Ideas that are innovative, cost effective, or demonstrate overall improvements that are feasible for the Project will be given weight.

Past Performance (25 percent): The candidates are assessed based on the probability of meeting the RFP requirements by the demonstrated recent and/or relevant record of

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Project Team (20 percent): Key team members will be evaluated based on how they meet requirements of successfully performing the objectives of the project.

Schedule (15 percent): Consideration will be given to the firm’s ability to meet schedules and responsiveness to Canton staff.

Cost Effectiveness and Value (10 percent): Total cost of ownership for Canton will be evaluated (i.e., cost of acquiring, operating, maintaining, and product support and services over its projected lifetime) as detailed in the cost proposal and compared in terms of the most reasonable and effective pricing options.

SELECTION PROCEDURES

Canton Township will review the Proposals and all of the information provided in the submittal package. A selection committee comprised of CPD staff, evaluators, and/or third parties will be convened to review the proposal packages. CPD reserves the right to reject any and/or all proposals.

Respondents that are deemed competitive by the CPD may be asked to provide Trial Testing, as outline below and should make themselves available for Trial Testing to the selection committee, CPD staff, or third parties. Each firm will be responsible for all costs (e.g. travel and presentation materials) related to the presentation.

The selected firm will be notified by the CPD and will enter into contract negotiations for receiving this work. In the event negotiations of specific contract terms, conditions and fees prove unsuccessful with the most qualified firms, Canton will begin negotiations with the next most qualified firms or re-advertise the RFP.

Trial Testing

CPD reserves the right to field test the equipment at Candidate’s expense. Selected Candidates may be asked to demonstrate in person the equipment for trial to CPD staff if requested. All costs of such demonstrations shall be borne solely by the Candidate. CPD shall notify the point of contact provided in the submitted proposal. Requested equipment for trial must be received 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 and back-office management system within 3 weeks of notification of desired field test.

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MINIMUM REQUIREMENTS FOR CONTRACT EXECUTION

All proposal packages and materials submitted hereunder become the exclusive property of the Canton Township, MI. The township reserves the right to reject any or all submittals. This submittals request is neither a contractual offer nor a commitment to purchase services. The CPD assumes no contractual obligation as a result of the issuance of this request, the preparation or submission of a qualifications statement by a Contractor, the evaluation of statements, or final selection. All submissions may be kept by the township and may be disclosed to third parties at the Township’s discretion.

Negotiating with Candidates

If the township determines that any changes to the terms and conditions will be made as a result of the questions asked during the proposal submittal period as provided in Section 5, then such decisions will be communicated in the form of an RFP addendum. Canton may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract. Other than through this process, Canton rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Contractor’s proposal. This applies to any language appearing in or attached to the document as part of the Contractor’s proposal that purports to vary any terms and conditions rendering the proposal non-binding or subject to further negotiation. The proposal shall constitute a firm offer. By execution and delivery of this RFP Response, the Contractor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Contractor’s proposal as nonresponsive.

An Agreement will be negotiated with the selected Candidate based on the proposed scope of work, deliverables, project schedule, price, and project team as outlined in their proposal.

Canton reserves the right to award a contract, based on initial offers received from Candidates, without discussion and without conducting further negotiations. Canton may also, at its sole discretion, have discussions with Candidates and Canton may enter into negotiations separately with such Contractors. Canton shall not be deemed to have finally selected a Contractor until a contract has been successfully negotiated and signed by all parties.

Responsibility for Costs

The Candidate shall be fully responsible for all costs incurred in the development and submission of this submittal. Submittal documents should be prepared simply and economically, providing a straightforward and concise description of the Candidate’s capabilities to satisfy the requirements of the request. Emphasis should be placed on completeness and clarity of content. Selected Candidates may be asked to demonstrate in person the equipment for trial to Canton staff if requested. All costs of such demonstrations shall be borne solely by the Candidate.

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Complete Services/Products

The Contractor shall be required to (a) furnish all tools, equipment, supplies, supervision, transportation, and other execution accessories, services, and facilities; (b) furnish all materials, supplies, and equipment specified and required to be incorporated in and form a permanent part of the completed work; (c) provide and perform all necessary labor; and (d) in accordance with good technical practice, with due diligence, and in accordance with the requirements, stipulations, provisions, and conditions of this document and the resultant contract, execute and complete all specified work to the satisfaction of Canton.

Public Records and Submitted Proposals from Contractor

Records received by the Canton Township in response to a bid solicitation or a request for proposals are public records and subject to public inspection and copying. Some bid records are public as soon as received by Canton, others become public at bid opening and others at bid award.

Contractor Qualifications

Contractors shall be required to submit evidence that they have relevant experience and have previously delivered services similar to those required.

Contractor may additionally be required to show that they have satisfactorily performed similar work in the past and that no claims of any kind are pending against such work. No submittal will be deemed responsive from any Contractors who is engaged in any work which would impair their ability to perform or finance this work or from any Contractor with outstanding claims pending for work of a similar nature, either completed or in progress.

No submittal will be deemed responsive from, nor will a contract be awarded to, any Contractor who is in arrears to Canton upon any debt or contract, or who is in default, as surety or otherwise, upon any obligation to Canton, or is deemed to be irresponsible or unreliable by Canton.

The Contractor must have the financial ability to undertake the work and assume the professional liability. The firm(s) must have an adequate accounting system to identify costs chargeable to the Project.

Conflict of Interest Statement

By submission of a response, the Contractor agrees that at the time of submittal, it: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Contractor’s services, and (2) will not benefit from an award resulting in a “Conflict of Interest.” A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by Canton. Contractors shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that Canton, in consultation with legal counsel, may reject their proposal.

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Changes in Personnel

Changes to personnel on project team(s), particularly a Project Manager, are to be avoided wherever possible. If during the contract negotiation phase the Contractor requests to make a change to any personnel listed within the Contractor’s submitted Proposal, the request to Canton must be made in writing and detail the proposed replacement personnel, resume(s) and reason(s) as to why the replacement is needed. Canton will consider the request and may, or may not accept the new personnel changes. If Canton denies the Contractor’s request for a change in personnel, the Contractor will be required to confirm in writing that the personnel submitted within Contractor’s original Proposal will perform the work, or Canton will no longer consider the Contractor as the best qualified firm, and may enter into contract negotiations with the next most qualified Contractor.

Contract Performance Clause:

The BWC and In-car camera contractor shall have the ability, at the time of purchase and at the risk of full reimbursement to Canton Township, to fully interface with Oakland County's Courts and Law Enforcement Management Information System, commonly called CLEMIS. Further, all data transfer from the Canton Police Department to the Wayne County Prosecutor’s Officer shall conform to the accepted medium as set forth by their office.

During the life of the contract, if there is any contest or dispute about the contractor promised workmanship, the contractor’s equipment, or any other item purchased from the contractor specific to the ability to interface with CLEMIS, the Wayne County Prosecutor’s Office, and/or related to product performance as promised by the contractor; Canton Township may be able terminate the contract in part or in whole, receiving full reimbursement.

CONTRACTOR INFORMATION SHEETS

(These sheets must be completed and included with proposal)

COMPANY NAME: ________________________________________

ADDRESS: ______________________________________________

PHONE #______________________

ESTABLISHED: _____________________ ___________

(Month) (Year)

TYPE OF ORGANIZATION: (Circle One)

A) Individual B) Partnership C) Corporation D) Joint Venture E) Other __________________________________ (Specify)

(If Applicable)

FORMER FIRM NAMES(S) YEARS IN BUSINESS

YEARS OF WORK IN A RELATED FIELD:

(Described Any Related Work)

USE OF SUBCONTRACTORS:

To provide all services listed in the specifications, would any services be handled by subcontractors? ______ Yes/No If “Yes”, please explain:

Subcontractor Name(s): ____________________________________________

PROJECT MANAGER:

Would your company be able to provide a single project manager for this work? ___ Yes/No

Name: __________________________ Credentials: (Please List)

Title: ____________________________ _________________________________

REFERENCES: List (3) clients who have had work meeting (or similar to) the Specifications:

COMPANY ADDRESS CONTACT PHONE

1) ____________________________________________________________

2) _____________________________________________________________

3) _____________________________________________________________

EQUIPMENT: List equipment, owned by the company to be used while completing the job:

THE FOREGOING IS A TRUE STATEMENT OF FACTS:

I/we hereby certify under penalty of law that we are not an Iran linked business as defined in PA 517 of 2012.

Signature of Authorized Company Representative: __________________________

Company _________________________________

Address _________________________________

Date _________________________________

Phone # _________________________________

E-Mail Address _________________________________

Representative’s Name _________________________________ (Please Print)