ESBD_File_340040_696-ID-24-P006 Final 11082023.pdf

The Texas Department of Criminal Justice Request for Proposal

RFP # 696-ID-24-P006

Body Camera Initiative

Schedule of Events Solicitation Posted Date: 11/08/2023

Pre-Proposal Conference: 11/13/2023 10:00 A.M.

Respondent Questions Due: 11/17/2023 12:00 P.M.

Answers Posted to ESBD: 11/22/2023 12:00 P.M.

Proposal Due Date: 12/07/2023 3:00 P.M.

BAFO Due: 01/10/2024 3:00 P.M.

Expected Contract Award: 02/28/2024

Contracts and Procurement - Contract Administration Two Financial Plaza, Suite 703

Huntsville, Texas 77340

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to the solicitation prior to submitting a proposal. The Respondent’s failure to periodically check the ESBD will in no way release the selected vendor from addenda or additional information resulting in additional costs to meet the requirements of the solicitation.

Our mission is to provide public safety, promote positive change in offender behavior, reintegrate offenders into society, and assist victims of crime.

P.O. Box 99

Huntsville, Texas 77342-0099

(936) 437-3885 www.tdcj.texas.gov

T e xa s D e p a r t m e n t o f C r im i n a l J u s t i c e

Bryan Collier

Executive Director

Date: November 8, 2023 To: All Prospective Respondents From: Kristie Robertson and Cody Rogers

RE: Solicitation # 696-ID-24-P006

Good morning, Thank you for taking the time to review our Body Camera Initiative Solicitation. We appreciate your interest and look forward to answering any questions. Please take note of the important dates we listed on the previous page, specifically the Pre-Proposal Conference on Monday, November 13, 2023.

I also want to draw your attention to the following three pages. We have created a Checklist for you to follow when completing your proposal. Please make sure you have addressed each item listed as missing information or incomplete documentation could cause your proposal to be disqualified.

Again, thank you for your interest.

Kindest regards, Kristie Robertson Cody Rogers

Kristie Robertson, CTCD, CTCM Cody Rogers, CTCD

696-ID-24-P006

ATTORNEY CLIENT PRIVILEGE Page 1 of 3 CONFIDENTIAL

Proposal Checklist The following is a list of everything that must be completed or included in your proposal.

Reference PROPOSAL FORMATTING and SUBMISSION Present

L.7.J Printed on Standard Paper (8 ½” X 11”)

L.7.J Pages Numbered

L.7.G Name of Respondent listed on each page of Proposal

L.7.J Table of Contents

L.7.J Sections Clearly Labeled

L.K.1 One Unbound Original Copy of entire Proposal

L.K.1 One USB Flash Drive with Digital Copy

L.K.2 Eight Copies of Volume 1

L.K.4 Five Copies of Volume 2

L.K.4 Two Copies of Volume 3

L.7.1.P Exceptions to Section C are Present and Clearly Identified.

PROPOSAL CONTENTS

L.7.1 Volume One – Technical Proposal

Volume One, Section 1 – Contract Forms

L.7.A Cover Page: Solicitation, Offer and Award Form – Complete the Below Sections.

Block 8 (or Signed and Submitted Amendments)

Block 9

Block 10

Block 11

Block 12

Block 13

L.7.B G.4.C Download, Complete, and Submit Form: https://www.tdcj.texas.gov/documents/bfd/TDCJ_Substitute_W-9_Form.pdf

If Direct Deposit is declined, Complete G.4.D

L.7.1.D Section K, Representations, Certifications and Other Statements of Offerors.

K.1.2

K.3

K.6

K.7

K.8 L.7.1.C Exhibit J.1, TDCJ Required Contract Clauses – Complete the Below Sections.

Section I

Section DD

ATTORNEY CLIENT PRIVILEGE Page 2 of 3 CONFIDENTIAL

L.7.1.C Exhibit J.1 - continued

Section EE

Section GG

Section LL

End of Page 7 – Complete and sign

L.7.1.E Exhibit J.5, BWCS Questionnaire – Complete in its entirety.

Volume One, Section 2 – Qualifications, Experience, and Past Performances

L.7.1.E Introduction: clear description of the Respondent submitting the proposal.

L.7.1.F Business form of Respondent (corporation, partnership, etc.) if applicable.

L.7.1.F.1 If a Corporation, include the date and state of incorporation.

L.7.1.G Names and addresses of principal officers, directors, or partners.

L.7.1.G Name, address, email, and telephone number of the Respondent and all Co- Respondents.

L.7.1.G Name, address, email, title, and telephone number of the contact person for all inquiries.

L.7.1.H Certificate of Insurance - Name and address of the Respondents insurance carrier(s), statement of liability from the carrier(s) issuing the policies.

L.7.1.I

Description of all similar services or projects provided to the Department, other Institutions, or Governmental Agencies within the last two years, to include company name, point of contact, name and title, telephone number, email, contract numbers, and dates of performance.

L.7.1.J

List of any Contracts that have been cancelled or terminated, along with an explanation of the cancellation or termination, and the name, email, and telephone number of a contact person from the institution or agency that cancelled or terminated the Contract.

L.7.1.K List of all legal actions pending against your organization and the outcomes of any final judgements.

L.7.1.L

Documentation from the appropriate state entity which indicates the Respondent is properly certified to conduct business in the State of Texas and not in debt or owing to the State of Texas (e.g., Certificate of Status from the Texas Secretary of State and the Franchise Tax Account Status from the Texas Comptroller of Public Account).

L.7.1.L If not a Corporation, Respondent shall state they are not a corporation and certify that they are not in debt or owing to the State of Texas.

Volume One, Section 3 – Solicitation Compliance and Exceptions

L.7.1.P If Respondent doesn’t agree to a requirement, the Respondent shall propose an alternative and describe their reasoning.

L.7.1.O Proposals must demonstrate that the services conform to applicable state and federal standards and Department Policies.

L.7.1.Q Respondent shall provide a brief biography and complete resume of the person or persons who will administer any resulting Contract.

ATTORNEY CLIENT PRIVILEGE Page 3 of 3 CONFIDENTIAL

L.7.2 Volume Two – Cost Proposal

L.7.2.D Page 10: Section B.2 – Pricing Schedule

Turnkey Solution and/or Limited Solution

L.7.2.B.1 Indirect Costs

L.7.2.B.2 Insurance Costs L.7.2.B.3 Other Operating Costs

L.7.2.C Respondent shall disclose its profit margin in providing the services requested by the department in this proposal.

L.7.2.E Financial Statements

K.4.8.A.1 Balance Sheet

K.4.8.A.2 Statement of Income

K.4.8.A.3 Any changes in financial position of the company in each of the last two audited Fiscal Years.

L.7.3 Volume Three – HUB Subcontracting Plan

Respondents are required to submit a HUB Subcontracting Plan (HSP), in accordance with Section H.2.2 and Exhibit J.3. – Complete the Below Sections.

Pages 1 through 8

NOTE: Failure to submit a HUB Subcontracting Plan or with the required forms and/or failure to acknowledge amendments will remove the proposal from further consideration.

SOLICITATION, OFFER AND AWARD

1. CONTRACT NO.

2. SOLICITATION NO.

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFO)

NEGOTIATED (RFP)

4. DATE ISSUED

SOLICITATION

5. The deadline to submit proposals is: 3:00 P.M. Central

Standard Time (CST) Thursday, December 07, 2023, and submitted to:

TDCJ Contracts and Procurement Department Contract Administration Branch Two Financial Plaza, Suite 703 Huntsville, Texas 77340 Attention: 696-ID-24-P006 – Kristie Robertson

6. FOR INFORMATION CONTACT:

Contract Specialists:

Kristie Robertson, CTCD, CTCM Cody Rogers, CTCD

PHONE: (936) 437-3805 or (936) 437-3806 EMAIL: kristie.robertson@tdcj.texas.gov cody.rogers@tdcj.texas.gov

OFFER (Must be fully completed by Respondent)

7. DISCOUNT FOR PROMPT PAYMENT:

_____% DISCOUNT IF PAID WITHIN _____ CALENDAR DAYS

8. ACKNOWLEDGMENT OF

AMENDMENTS:

The Respondent acknowledges receipt of amendments to the SOLICITATION for Respondents and related documents numbered and dated:

AMENDMENT NO. DATE AMENDMENT NO. DATE

9. LEGAL BUSINESS NAME AND ADDRESS OF RESPONDENT:

10. NAME AND TITLE OF PERSON AUTHORIZED TO

SIGN OFFER (Type or Print)

11. TELEPHONE NO. (Include area code)

12. SIGNATURE

13. OFFER DATE

TO BE COMPLETED AT TIME OF AWARD

Document Type: 9 Statutory Cite: Texas Government Code, Section 508.316(a)(3)

This award consummates the Contract which consists of the following documents: (a) the State’s solicitation, and solicitation amendments, such provisions, representations, certifications, specifications, and negotiated changes as hereby incorporated and attached to this award; (b) the Contractor’s offer, points of clarification, responses to clarification request and/or best and final offer, and negotiated changes as hereby incorporated and attached to this award; and (c) this award.

In the event of a conflict between any terms and conditions of this Contract document with the Contractor’s offer, points of clarification and/or best and final offer, the terms which are more favorable to the Department shall prevail.

The total amount for the Base Period (Upon Signature of Both Parties – February 28, 2026) shall not exceed $___________

Contractor Texas Department of Criminal Justice

By: By:

Name: Bryan Collier Title: Title: Executive Director Date: Date:

SUMMARY OF KEY DATES FOR PROPOSAL SUBMISSION

November 08, 2023, Post to ESBD

November 13, 2023, 10:00 A.M. Pre-Proposal Conference

November 17, 2023, 12:00 P.M. Deadline to Submit Written Questions for Clarification to the Department

November 22, 2023, 12:00 P.M. Deadline for the Department to post answers (Amendments) to submitted questions on the ESBD.

December 07, 2023, 3:00 P.M. Deadline for Receipt of Proposals in Huntsville

February 2024, Service Commencement Date

TABLE OF CONTENTS

PAGE

SUMMARY OF KEY DATES FOR PROPOSAL SUBMISSION

TABLE OF CONTENTS

SECTION A – CONTRACT DEFINITIONS

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired B.1.2 Pricing Instructions

B.2 PRICING SCHEDULE

B.3 ALLOWABLE COSTS

B.4 NON-ALLOWABLE COSTS

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

C.2 STATEMENT OF WORK

C.3 SCOPE OF WORK TO BE PERFORMED

C.3.1 FUNCTIONAL AND TECHNICAL SPECIFICATIONS/REQUIREMENTS

C.3.2 Contractor Requirements, Responsibilities, and Staffing C.3.3 Other Requirements C.3.7 Training C.3.8 Maintenance and Support Requirements C.3.9 Contract Performance Measures C.3.10 Contractor Quality Control Plan C.3.11 Contractor Communication C.3.12 Added Value

SECTION D – REPORTS AND DATA

D.1 REPORTS REQUIRED FROM CONTRACTOR

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

E.2 RESERVED FOR FUTURE USE

E.3 MONITORING CRITERIA

E.4 AUDITS BY OTHER AGENCIES

E.5 FRAUD, WASTE OR ABUSE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CLAUSES INCORPORATED BY REFERENCE

G.2 AUTHORITY – AUTHORIZED REPRESENTATIVE, CONTRACT SPECIALIST, PROGRAM

SPECIALIST AND PROGRAM DIRECTOR

G.2.1 Authorized Representative G.2.2 Contract Specialist G.2.3 Program Specialist G.2.4 Program Director

G.3 INVOICE REQUIREMENTS

G.4 PAYMENTS

G.4.1 Deductions for Unacceptable Performance Standards G.4.2 Late Payment G.4.3 Withholding of Payment

G.4.5 Right to Offset

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 INSURANCE REQUIREMENTS

H.1.1 Required Provisions

H.2 SUBCONTRACTORS

H.2.1 Insurance H.2.2 Historically Underutilized Business (HUB)

H.3 CRIMINAL HISTORY INFORMATION COMPLIANCE

H.4 OTHER CONFIDENTIAL OR SENSITIVE INFORMATION

H.5 BOOKS AND RECORDS

H.6 ORGANIZATIONAL AND NAME CHANGE

H.7 FREE EXERCISE OF RELIGION

H.8 DELAY OF SERVICES

H.9 SECURITY

SECTION I – CONTRACT CLAUSES

I.1 ADVERTISING OF AWARD

I.2 DEFAULT AND TERMINATION

I.2.1 Default by the Contractor I.2.2 Further Opportunity to Cure I.2.3 Remedy of the Department I.2.4 Termination for Convenience I.2.5 Termination by Mutual Agreement I.2.6 Termination Procedures I.2.7 Default by the Department I.2.8 Remedy of the Contractor

I.3 NO WAIVER OF RIGHTS

I.4 TAXES/WORKER’S COMPENSATION/UNEMPLOYMENT INSURANCE

I.5 NO WAIVER OF DEFENSES

I.6 INDEPENDENT CONTRACTOR

I.7 MAINTENANCE OF CORPORATE EXISTENCE AND BUSINESS

I.8 APPROVAL OF CONTRACT

I.9 NON-DISCRIMINATION

I.10 CONFIDENTIALITY

I.11 CONTRACT CHANGES

I.12 OPTION TO EXTEND THE TERM OF THE CONTRACT

I.13 OPTION TO EXTEND SERVICES

I.14 SEVERABILITY

I.15 IMMIGRATION

I.16 NO LIABILITY UPON TERMINATION

I.17 LIMITATION ON AUTHORITY

I.18 INTELLECTUAL PROPERTY INDEMNIFICATION

I.19 ELECTRONIC AND INFORMATION RESOURCES ACCESSIBILITY STANDARDS, AS

REQUIRED BY TEXAS ADMINISTRATIVE CODE, TITLE 1, PART 10, CHAPTER 213

I.20 RIGHTS TO DATA, DOCUMENTS AND COMPUTER SOFTWARE (STATE OWNERSHIP)

I.21 FORCE MAJEURE

I.22 NOTICES

I.23 SUBSTITUTIONS

SECTION J – LIST OF EXHIBITS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

RESPONDENTS

K.1 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) REPRESENTATION

K.1.1 Definition

K.1.2 HUB Representation

K.2 FRANCHISE TAX REPRESENTATION

K.3 TYPE OF BUSINESS ORGANIZATION

K.4 REPRESENTATIONS OF THE RESPONDENT

K.4.1 Organization and Qualification K.4.2 Authorization K.4.3 No Violation of Agreements, Articles of Incorporation or Bylaws K.4.4 No Defaults under Agreements K.4.5 Compliance with Laws K.4.6 No Litigation K.4.7 Taxes K.4.8 Financial Statements K.4.10 Disclosure K.4.11 No Collusion K.4.12 Disclosure of Interested Parties K.4.13 Notification K.4.14 Deceptive Trade Practices; Unfair Business Practices K.4.9 No Adverse Change

K.5 REPRESENTATIONS OF THE DEPARTMENT

K.5.1 Authorization K.5.2 No Violation of Agreements

K.5.3 DISCLOSURE

K.6 AUTHORIZED NEGOTIATORS

K.7 PAYEE IDENTIFICATION NUMBER

K.8 POINT OF CONTACT

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO RESPONDENTS

L.1 AMENDMENTS TO SOLICITATIONS

L.2 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF PROPOSALS

L.3 SIGNATURES ON PROPOSALS SUBMITTED

L.4 PROPOSAL ACCEPTANCE PERIOD

L.5 CONTRACT AWARD

L.6 RIGHTS OF THE DEPARTMENT

L.7 PROPOSAL PREPARATION INSTRUCTIONS

L.7.1 Volume One –Technical Proposal L.7.2 Volume Two – Cost Proposal L.7.3 Volume Three – HUB Subcontracting Plan

L.8 DISCUSSION AND CORRESPONDENCE

L.9 PRE-PROPOSAL CONFERENCE

L.10 LEGISLATIVE BUDGET BOARD (LBB) POSTINGS

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 SELECTION PROCESS

M.2 MINIMUM QUALIFICATIONS

M.3 EVALUATION CRITERIA

M.3.1 Cost M.3.2 BWC System & Equipment Requirements M.3.3 Added Value M.3.4 Turnkey Solution (5%) M.3.5 Experience

696-ID-24-P006 Section A

SECTION A – CONTRACT DEFINITIONS

The following terms used in the contract shall, unless the context indicates otherwise, have the meanings set forth below:

Authorized Representative - Person designated in writing to act for and on behalf of a party of the contract, which designation has been furnished to the other party hereto as described in Section G.2.1.

Body Worn Camera (BWC) – Small camera mounted on the uniform of a correctional professional capable of visual and audio recording while the correctional professional is engaged in the performance of their duties.

Compliance Standards - Contract requirements that have specific and clearly defined recoupment strategies to ensure that the Department does not pay for Services that are not received.

Contract - Documents that form the Contract, which represents the entire and integrated agreement between the Department and the Contractor and supersedes all prior negotiations, representations, or agreements, either written or oral. The Contract may be amended or modified only by a written modification. The Contract Documents shall not be construed to create a contractual relationship of any kind (1) between the Department and a Subcontractor or (2) between any persons or entities other than the Department and Contractor.

Contractor – The individual, corporation, company, partnership, firm, or other organization that has contracted to perform the Work under this Contract.

Contract Specialist - Department employee responsible for general administration of the Contract, negotiation of any changes and issuance of written changes/modifications to the Contract, as described in Section G.2.2.

Contract Term - Duration of the contract as specified in Section F.1.

Criminal Justice Information Services (CJIS) - Compliance standard for law enforcement at the local, state, and federal levels, and is designed to ensure data security in law enforcement.

Day(s) - Calendar Days, unless otherwise specified.

Department - The Texas Department of Criminal Justice (TDCJ), an agency of the State of Texas.

Department Policy/Policies - All written policies, procedures, standards, guidelines, directives, and manuals of the Texas Board of Criminal Justice (TBCJ) and the Department applicable to providing the Services specified under the contract.

Designee - An individual appointed by the Warden to fulfill the duties of the Warden for the specifics detailed in the Contract.

Event of Default - Any of the events or circumstances described in Section I.2.

Fiscal Year - Any of the one-year periods beginning September 1 and ending August 31, which periods are used for annual budgetary purposes by the State of Texas.

Inmate - A person confined to an institution such as a Unit or hospital controlled or contracted by the TDCJ.

Integrated - Single application that provides all necessary features.

Lux - Lux is the unit of illuminance, or luminous flux per unit area, in the International System of Units.

696-ID-24-P006 Section A

Material Failure - Failure of a party to fulfill one or more obligations essential to achieving the purpose of the contract.

Non-Appropriation - Failure by the Legislature of the State, as part of its budgetary process, to appropriate money to be used for the Payments due hereunder.

Payment(s) - Amount(s) agreed to be paid by the Department to the Contractor for Goods and Services under the contract.

Pre-event Buffer - A period of recorded data captured automatically prior to the activation of the BWC.

Program Specialist - The Department employee responsible for the technical administration of the contract, as described in Section G.2.3.

Redundancy - The incorporation of backup components or systems to ensure continuous operation in the event of a primary component failure.

Related Services – Installation, maintenance, warranty, repairs, training, and other incidentals.

Request for Proposal (RFP) - A written solicitation requesting the submission of proposals.

Respondent – An individual or entity that submits a response or proposal. The term includes anyone acting on behalf of the individual or entity that submits a response or proposal, such as an agent, employee, and representative.

Secret Recording Mode – Setting for body worn cameras where the camera does not make any audible sounds or emit any lights to signal it is recording.

Service Commencement Date - The date on which the Contractor shall begin providing Services at the Facility pursuant to the Contract.

Service(s) - Delivery by the Contractor of requirements in accordance with the terms and conditions of the Contract.

Subcontractor - Person or organization who contracts under, or for the performance of part or the entire Contract between the Department and the Contractor. The subcontract may be directly with the Contractor or with another subcontractor.

TBCJ - The Texas Board of Criminal Justice.

TDCJ-CID - The Texas Department of Criminal Justice - Correctional Institutions Division.

Uninterruptible Power Supply (UPS) – Continual power system that provides automated backup electric power to a load when the input power source or main power fails.

Video Replay - The playing of a video that was previously recorded or broadcast.

Warden – Performs advanced managerial duties of a Correction Facility. Commonly the ranking person on staff.

Working Day – Monday through Friday, unless a nationally recognized holiday or another holiday observed by the Department.

696-ID-24-P006 Section B

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired

The Texas Department of Criminal Justice (TDCJ) Correctional Institutions Division (CID) is seeking proposals for a Body Worn Camera System (BWCS). Proposals shall include labor and materials for installation, maintenance, and warranty of the BWCS. The BWCS shall also include an integrated evidence collection platform in designated facilities as described in Section C of this Solicitation. The project is referred to as the Body Worn Camera Initiative.

The TDCJ CID requests information for two separate solution options: a Turnkey Solution, and a Limited Solution, as described in Section C of this Solicitation. Contractors shall complete tables for each solution. Tables are found in B.2 with the Turnkey Solution tables starting on page ten and the Limited Solution tables starting on page thirteen. The first column of the tables list required components on which Contractors must bid. In addition, blank spaces have been provided for Contractors to bid on additional or optional equipment the Contractor would like the Department to consider. If optional pricing is included, Contractors shall complete pricing schedules in Section B.2 for both a Turnkey Solution and a Limited Solution. Contractors may provide additional tables with pricing information for bundles offered.

Invoicing options shall meet requirements as identified in Section G of the Contract. The TDCJ requires Contractors to provide costs based on one-time costs, monthly billing, and annual costs.

Contractors shall invoice one-time costs upon delivery of hardware components, monthly billing for cloud storage, and annual billing for licensing.

The Contractor shall provide all necessary personnel, equipment, materials, supplies, training, and Services (except as may be furnished by the Department as specifically identified within the Contract) in accordance with the Body Camera Initiative for the designated facilities listed below:

Region Facility Name Location

I Ellis Huntsville I Estelle Huntsville I Ferguson Midway I Gib Lewis Woodville I Polunsky Livingston I Wainwright Lovelady I Wynne Huntsville

II Beto Tennessee Colony II Coffield Tennessee Colony II Memorial Rosharon II Michael Tennessee Colony II Skyview Rusk II Telford New Boston

III Scott Richmond III Stiles Beaumont

IV Connally Kenedy IV McConnell Beeville

V Allred Iowa Park V Clements Amarillo V Montford Lubbock V Smith Lamesa

VI Hughes Gatesville VI Robertson Abilene

B.1.2 Pricing Instructions

A. The Department anticipates awarding a fixed price Contract for these Services.

B. In its pricing proposal, the Contractor shall include all costs (such as direct, indirect, profit, etc.)

of providing the Services required in Section C. The Contractor shall present a detailed budget and budget narrative as to how costs were derived for providing requested goods and services.

C. Prices shall be evaluated in accordance with the evaluation factors identified within Section M.

Contractors shall complete Section B.2, Pricing Schedule.

B.2 PRICING SCHEDULE

Turnkey Solution

Hardware Costs

Hardware Component Description

Make/Model and Part Number

Required Quantities

Total Purchase Cost

Body Worn Camera ≥ 12,335 $

Multi-Bay Docking Station to Include Power Cable and Network Cable

Single-Bay Docking Station to Include Power Cable and Network Cable

Body Camera Mount

Docking Station Mount

Laptop/Tablet/PC for Device Check-in/Check-out

UPS $

Additional Required

Components

Software Costs

Software Component Description

Release Version

Required Quantities

Total Purchase Cost

Monthly Maintenance

Cost

The Full-time Digital Recording

Management Platform

(Provide a Line Item for Each Component of the Platform)

Licenses (Provide a Line

Item Per Level of License)

Cloud Storage $ $

Implementation Costs

Cost Item Cost

Training Costs

Warranty Costs

Hardware Component Description Monthly Cost Annual Cost

Body Worn Camera $ $

Multi-Bay Docking Station to Include Power Cable and

Network Cable

Single-Bay Docking Station to Include Power Cable and

Network Cable

Body Camera Mount $ $

Docking Station Mount $ $

Laptop/Tablet/PC for Device Check-in/Check-out $ $

UPS $ $

Value Added Costs

Limited Solution

Hardware Costs

Hardware Component Description

Make/Model and Part Number

Required Quantities

Total Purchase Cost

Body Worn Camera ≥ 12,335 $

Multi-Bay Docking Station to Include Power Cable and Network Cable

Single-Bay Docking Station to Include Power Cable and Network Cable

Body Camera Mount

Docking Station Mount

Laptop/Tablet/PC for Device Check-in/Check-out

UPS $

Additional Required

Components

Software Costs

Software Component Description

Release Version

Required Quantities

Total Purchase Cost

Monthly Maintenance

Cost

The Full-time Digital Recording

Management Platform

(Provide a Line Item for Each Component of the Platform)

Licenses (Provide a Line

Item Per Level of License)

Cloud Storage $ $

Training Costs

Implementation Costs

Warranty Costs

Hardware Component Description Monthly Cost Annual Cost

Body Worn Camera $ $

Multi-Bay Docking Station to Include Power Cable and

Network Cable

Single-Bay Docking Station to Include Power Cable and

Network Cable

Body Camera Mount $ $

Docking Station Mount $ $

Laptop/Tablet/PC for Device Check-in/Check-out $ $

UPS $ $

Value Added Costs

B.3 ALLOWABLE COSTS

The proposed budget shall include only costs that are reasonable, necessary, and allowable under state statutes, Department Policies, and federal cost standards. The Department shall make the final decision on the allowance or acceptability of a cost.

B.4 NON-ALLOWABLE COSTS

The proposed budget shall not include costs that are not allowed by the State or any authorized agency, statute, policy, or procedure. Types of non-allowable costs may include but are not limited to alcoholic beverages; bad debts; fundraising; political lobbying; and tobacco products.

696-ID-24-P006 Section C

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

The TDCJ is responsible for the supervision of approximately 155,000 incarcerated inmates. The Texas Department of Criminal Justice’s mission is to provide public safety, promote positive change in inmate behavior, reintegrate inmates into society, and assist victims of crime.

C.2 STATEMENT OF WORK

Pursuant to Texas Government Code, §§ 493.001, 493.006(b), 494.001, 494.002(a) the TDCJ, hereafter referred to as Department, requires a Contractor to provide, and support approximately 12,335 Body Worn Cameras (BWC), necessary equipment, and an operational platform which partners with the provided BWC, to store, manage, retrieve, and share captured digital video for a Body Worn Camera System (BWCS) in designated facilities operated by the Department. Qualified Contractors shall also provide a Service Agreement which includes service on equipment, hardware, and software for up to five years. Contractors must demonstrate experience in designing and maintaining enterprise scale systems to include BWC, evidentiary management software, video redaction software, cloud based automated video transcription, comprehensive enterprise search features for locating video(s) of interest system wide using metadata associated with uploaded media. Additionally, the system shall provide comprehensive reporting features for trend analysis, handling legal audits as required, and backend server solutions for correctional institutions.

The Contractor shall deliver a solution, compatible to all designated facilities, for the following service options (see Section J.5, BWCS Questionnaire Information for additional BWCS information):

A. Turnkey Solution to include:

1. Personnel for Contractor provided services;

2. Supervision of Contractor personnel;

3. Networking infrastructure for a dedicated, isolated network for BWCS;

4. Hardware;

5. Software;

6. Cloud hosted evidence management system;

7. Cloud storage of encrypted data associated with the BWCS;

8. On premises local server for cashing videos prior to uploading to the cloud;

9. Equipment;

10. Installation;

11. Operation;

12. Maintenance;

13. Support;

14. Materials;

15. Supplies;

16. Transportation;

17. On premise technical service if determination requires such; and

18. Any additional components required to operate the BWCS.

B. Limited Solution to include:

1. Personnel for Contractor provided services;

2. Supervision of Contractor personnel;

3. Hardware;

4. Software;

5. Cloud hosted evidence management system;

6. Cloud storage of encrypted data associated with the BWCS;

7. Equipment;

8. Installation;

9. Operation;

10. Maintenance;

11. Support;

12. On premise technical service if determination requires such; and

13. Any additional components required to operate the BWCS.

C. The Contractor shall provide line-item detail of all products, services, storage, licensing, and information on the anticipated frequency of recurring service costs to the Department.

D. The specified requirements and standards shall serve as the benchmark for monitoring the

Contractor’s performance. It is highly recommended the Contractor elaborate on how each measure shall be successfully met to the maximum extent possible.

C.3 SCOPE OF WORK TO BE PERFORMED

The Department shall look solely to the Contractor for performance. The Contractor is responsible for all resources necessary to provide the services included in the contract. Services shall be provided to twenty-three locations. The locations are listed in Exhibit J.4, Location and Equipment Count. The terms, conditions and requirements of the contract pertain to all Department locations unless otherwise stipulated. The Department reserves the right to revise, site locations as necessary for the operation of the Department.

C.3.1 Functional and Technical Specifications/Requirements

At a minimum, the Contractor shall provide system information on the following capabilities (see Section J.5, BWCS Questionnaire Information for additional camera information):

A. BWC length of pre-recording options. A minimum of thirty seconds shall be prepended to a recording when activated;

B. Expected number of battery recharge cycles in a lifetime. Minimum of one thousand recharge cycles required;

C. If after six hours of charging, a BWC battery does not exceed seventy percent of full charge, the BWC shall be replaced under warranty, at no cost to the Department;

D. Contractor shall replace a BWC under warranty when a fully charged battery does not adequately power the device for twelve consecutive hours operating on a minimum of 720p for two consecutive shifts;

E. Battery runtime minimum of twelve hours recording at 720p required on a single battery recharged to seventy percent of new capacity;

F. BWC must be capable of recording in a minimum of fifteen frames per second;

G. BWC capable of recording continuously in standby mode for twelve hours at a minimum resolution of 640x480 pixels at fifteen frames per second;

H. BWC capable of active recording at twenty-five frames per second or faster;

I. BWC runtime capabilities in each possible combination of the resolutions and frame rates;

J. BWC charging options (at a minimum the Department requests options for dock-based recharge and USB cable connection based direct charging);

K. Internal, integrated, sealed, and non-detachable or removable battery required;

L. Type of camera display on BWC (LED preferred). Shall provide a display showing battery percent of full charge, identify the assigned operator by last name, first name or by assigned User ID of the device, the time and date used for recording;

a. The Contractor shall provide information on the following:

i. The capability of a back-lit display;

ii. Dimensions of the BWC display; and

iii. Languages the BWC can use for the display.

M. Provide BWC physical dimensions of length, depth, and width in U.S. inches. Maximum dimensions: five inches in length, three inches in width, and two inches in depth;

N. Provide BWC weight in U.S. ounces. Maximum of eight ounces in operation configuration;

O. BWC minimum ingress certified protection rating of IP66;

P. BWC impact resistance (environmental or stress factors);

Q. BWC minimum and maximum megapixel;

R. BWC minimum resolution of 420p (in standby);

S. BWC maximum resolution required 1080p or higher;

T. BWC maximum lux rating of 0.8 lux;

U. BWC view angle minimum of one hundred forty degrees;

V. Provide additional capabilities of BWC beyond requirements, features, or information such as:

1. Size/shape;

2. Frame rates;

3. Resolution;

4. Low light recording capabilities;

5. Focus ability;

6. Viewing angles; and

7. Other pertinent information.

W. BWC video recording format shall be recorded and stored in a non-proprietary, publicly accessible combined audio and video format at a minimum;

X. BWC image stabilization capabilities;

Y. BWC shall not be capable of replaying audio and video;

Z. BWC shall have the capability to wirelessly live stream active audio and video being recorded on the device to a remote computer by approved personnel;

AA. BWC shall have the capability to wirelessly live map via GPS location from the device to a remote computer by approved personnel;

BB. BWC capable of being automatically activated (start recording) when passing within twenty feet of a Contractor provided device locatable within the prison inmate areas (vendor provided device for this feature shall be secure, tamperproof, and certified to a minimum ingress protection rating of IP69);

CC. BWC capability to be automatically activated when within twenty feet of another activated BWC;

DD. BWC ability to upload evidence and receive updates while docked or to a direct connection to a personal computer without uploading to the cloud platform in emergency situations;

EE. Upon removal from docking station, BWC shall, by default, enter a passive record mode which shall automatically capture no less than thirty seconds of recorded data prior to the activation of the BWC by the wearer. Playback capability shall include buffered video playback, otherwise known as a pre-event buffer;

FF. BWC normal operation shall include audio and haptic notification when changing functions;

GG. BWC normal operation shall include visual indicator light when BWC is recording or not recording;

HH. BWC shall be capable of operating in a secret recording mode where all audio and video is recorded without any indications the unit is recording (no light, audio, or haptic notification of device recording activation):

1. Provide information on how this will be activated and deactivated;

2. This feature is exempt from the active notification requirements listed elsewhere;

3. Visual indicator light when BWC is fully charged and in the dock; and

4. Audio recording format used.

II. BWC microphone:

1. Microphone type;

2. Microphone sensitivity; and

3. Number of microphones enabled in each device.

JJ. BWC internal media storage capacity of sixty-four GB at a minimum. Non-removable and non-expandable internal memory only;

KK. Tamper-Proof Seal on the camera;

LL. BWC operating temperature range minimum negative twenty degree Celsius to fifty (+50) degree Celsius;

MM. “Man-Down” body alarm feature which is designed to alert other staff members that the officer wearing the BWC is in distress; and

NN. Codecs used.

C.3.1.1 Functional Requirements

A. Department Requirements:

1. The Department reserves the right to approve, reject, or request substitutions of equipment/component parts. During the term of the contract, responsibility of the operation, maintenance, and support of the entire system shall remain with the Contractor unless otherwise agreed to in the contract. The equipment and infrastructure comprising the BWCS but excluding any proprietary software systems used under license from the owner(s) of such intellectual property, shall be property of the Department;

2. All deliverables within this SOW are subject to security penetration testing by the TDCJ

Office of the Chief Information Security Officer (OCISO); and

3. The Department shall perform security penetration testing of the BWCS as the Department deems necessary. Any shortcomings identified through the security penetration testing shall be resolved within thirty days of the results being submitted in writing to the vendor.

B. Contractor Requirements:

The Contractor shall deliver a solution, the scope of which shall correspond with the service option (Turnkey or Limited), and all components necessary to provide a fully functional, secure, administered, and managed BWCS.

C. BWCS System Requirements shall include, but are not limited to:

1. Approximately 12,335 BWC, across all designated locations, which comply with the specifications listed in this document;

2. Multiple integrated camera mounting options for personnel;

3. Single and multi-bay charging dock availability;

4. Mounting brackets for charging docks;

5. Configurable technology capable of checking in/out cameras using existing Department identification cards;

6. For the Turnkey Solution: Infrastructure to support the BWCS shall be provided at all designated locations;

7. A full-time digital recording management platform that shall cover each facility for all

BWCS cameras with additional growth capacity to allow for expansion of the BWCS;

8. Any user licenses required to access the BWCS shall be capable of being reassigned from one user to another at the Department’s discretion;

9. The BWCS shall simultaneously upload all data from all docked BWC within a six (6) hour period;

10. The platform shall be always accessible except for those periods where scheduled maintenance is being conducted. The Contractor shall inform the Department of any planned platform outages for scheduled maintenance at least forty-eight hours prior to the outage;

11. The platform shall be compatible with Google Chrome and Microsoft Edge, at a minimum;

12. At the termination of the contract, the Contractor shall work with the new Contractor and the Department to transfer the recordings, intact, to the new Contractor’s equipment;

13. The platform shall provide the ability for Department personnel either manually or through automated means to copy the recordings to removable media or other TDCJ approved systems. Such recordings shall be playable with publicly available industry standard media player. No license or additional cost to the Department shall be required for legal playback of the media for the life of the media;

14. Intentional or accidental deletion of records by the Contractor shall not be allowed;

15. All recordings uploaded to the platform must be maintained at the same audio/video quality as it was recorded;

16. A library function is required in the system that shall catalog and index every recording transmission allowing for fast retrieval. Key fields used for retrieval shall include the location of the recording, the date and time the recording was made, name of the officer;

17. The platform shall provide for an append function enabling the Department to reposition to the end of a previous recording;

18. The platform shall automatically make time and date or daylight savings time adjustments to all recordings;

19. All equipment purchased by the Department or replaced under warranty terms shall be new and not refurbished;

20. The BWCS shall have the same features and functionality at all designated Department locations and shall allow Department staff the ability to securely conduct system administration functions;

21. Be expandable and upgradeable. Manufacturer hardware, software, system components, and version upgrades released by the manufacturer after implementation and installation of the system shall be made available to the Department promptly upon release.

Upgrades or version releases that alter functionality of the system shall be made after the Department is advised of changes in functionality and only after the changes have been incorporated into training curriculum. The Department reserves the right to approve upgrades prior to installation. Installation of expansion or upgrade shall not disrupt service without prior notification, negotiated time/date of installation, and approval by the Department;

22. Include an intuitive and efficient secure platform to manage evidence. Metadata fields should be easily identifiable and configurable to input additional data. Fields and options shall be clearly identified. Fields where users, equipment, and inputted case numbers are preferred to have autofill or drop-down ability where applicable;

23. Include integrated redaction software;

24. Include the ability for synchronized multiple camera playback of footage of an incident;

25. Include customizable user roles/permissions;

26. Include customizable evidence/user groupings;

27. Include end user configurable categories of events for end user configurable retention periods based on end user configurable incident type and severity;

28. Include ability to change camera settings from the platform for all BWC deployed within the Department;

29. All components of the BWCS shall be CJIS compliant in storage and transmission;

30. All BWCS created media shall be encrypted;

31. Include integrated video and audio transcription capabilities within the cloud hosted platform;

32. Include ability to search uploaded evidence by name, incident ID, groups, location, and other identifiers to find files quickly;

33. Include reporting capabilities for all metadata fields relating to stored media to include customized data fields, system parameters and functions used to identify trends regarding behavioral intervention success, policy violations, or evolving issues to help quantify trends;

34. Include ability to grant secure access to external partners;

35. Include user selectable search and filtering capabilities for all metadata fields relating to stored media to include customized data fields and system parameters and functions used to locate evidence uploaded to the cloud based BWCS;

36. The BWCS shall accommodate integration to other Department systems;

37. Include an automated process for onboarding/offboarding users to the BWCS;

38. Include the ability to create customizable cases assignments;

39. Include ability to use customized key audio transcription word search identification to randomly review recordings based on categorization;

40. Be equipped for secure remote entry via the Internet, with multi-factor authentication, to perform such functions as deemed necessary to fully manage the BWCS;

41. Be configured to log and report all system access and BWCS media changes for auditing purposes and provide the Department the capability to trace actions, if necessary, by unique login user ID and time/date stamp;

42. For auditing purposes, all changes to BWCS media must prompt a free-text field in which user is required to explain justification for said change; and

43. Include information on cloud storage, retention schedules, and archive timelines.

D. Access Control

1. The BWCS shall provide multiple layers of access control. Department staff shall have the ability to determine and assign security levels and access controls. A secure, validated multi-factor authentication shall be used to access the system regardless of the administrator access level;

2. Contractor shall specify multi-factor authentication standards that shall be utilized. Access shall also be controlled by unique user ID's which shall provide the capability to trace logged actions to the originator if needed;

3. Department staff shall have the ability to securely access the system via web browser to perform, at a minimum, the following tasks:

a. Generate, order, view reports. e.g., administrative, standard, or ad hoc;

b. View recordings as needed; and

c. For the Turnkey Solution, connectivity for remote users shall be accomplished in a secure manner that does not require the interconnection of the TDCJ intranet and the Contractor’s network.

E. Adds, Moves, and Changes

Only Department staff shall be capable of performing adds, moves, and changes to users and evidence in the BWCS. The Contractor shall have written procedures for performing such functions, as well as authorization and audit trail features.

F. Reports

1. The system shall have the capability to produce management reports on scheduled and on demand basis. Reports may be standard or ad hoc and available to be produced from all stored data, (e.g., management, station, recorded data, status, etc.). Production of reports shall not negatively affect any portion of system operations. Report interface shall be intuitive, well documented, and easy to use. Reports shall be able to be generated at the individual facilities, regionally, and at administrative locations;

2. Including camera usage reports, to include but not limited to, incident runtimes, accidental activation, on/off powering, and secret recording mode activations; and

3. In the event the Turnkey Solution is selected, the Contractor shall provide a monthly bandwidth utilization report for each unit no later than the fifteenth day of the month following the end of the previous calendar month.

G. The Contractor shall provide a minimum of one refresh of the BWCS components during the life of the contract at the request of the Department.

H. Uninterrupted Power Supply (UPS): The Contractor shall provide an Uninterrupted Power Supply (UPS)/battery back-up and surge protection for the BWCS and other ancillary equipment that shall provide an automatic restart capability to return the system to its previous operating state when power is restored (e.g., recording/charging/uploading). The UPS shall prevent potential problems in the BWCS caused by power surges and spikes. A minimum of two hours backup at full load is required.

I. Video Detail Records

1. The BWCS shall provide full video detail records for administrative and investigative use.

All data uploaded by the Department is the property of the Department.

2. Records shall not be permanently stored in the individual cameras. The records shall provide the following minimum information on all video recordings:

a. Date and time recording initiated and terminated;

b. Disposition of the recording, indicating termination type, complete, incomplete, etc.;

c. Device number for (or ID associated with) the recording camera;

d. Complete name and rank of person assigned the camera at that time; and

e. Duration of recording in minutes and seconds.

J. System Administration

1. The Contractor shall provide all capabilities and software used in performing system administration, monitoring, and management functions. Management of the BWCS shall be multi-factor authentication protected, allow for various levels of access and network with centralized system administration at all designated facilities and remote locations.

Contractor shall detail multi-factor standards, provide unique user IDs, and ensure changes are logged.

2. Detailed and thorough training shall be provided to Department system administrator as detailed in Section C.3.7.

C.3.1.2 Technical Specifications Requirements

A. Equipment Room/Infrastructure: The Department shall provide space with necessary power in existing facilities for BWCS equipment that has a minimal size requirement and does not interfere with the Department's access, use, or potential use of the area where the equipment is located;

B. The Department reserves the right to make the final determination regarding equipment placement; and

C. Additionally, all BWCS equipment shall be physically secured in a locked enclosure for security purposes. The enclosure shall be designed in such a way as to not interfere with the normal equipment operation yet prevent access or damage to the equipment by unauthorized persons.

C.3.2 Contractor Requirements, Responsibilities, and Staffing

C.3.2.1 Contractor Requirements and Responsibilities

The Contractor shall have direct oversight, be responsible for and monitor the performance of all Contractor staff performing services under the Contract. The Contractor shall be responsible for all expenses incurred on behalf of Contractor’s staff positions including travel, lodging, transportation, and meals.

C.3.2.2 Staffing

A. The Contractor is responsible for all resources necessary to provide the services included in the contract. The Contractor shall provide an adequate level of staffing for provision of the services outlined herein and shall ensure that staff providing services is appropriately trained, qualified, and licensed, if required.

B. The Contractor’s staff shall coordinate with and maintain a good working relationship with Department staff and other Contractors working with the Department. The Department shall provide security for the Contractor’s employees and agents consistent with the security provided for Department staff at each facility.

C. The Contractor’s staff on-site shall adhere to the standards of conduct prescribed in law, and as prescribed in the Department's personnel policy and procedure guidelines, particularly rules of conduct, employee uniform and clothing requirements (as applicable), security procedures, and any other applicable rules, regulations, policies, and procedures of the Department. The Contractor’s staff shall be subject to and shall comply with all security regulations and procedures of the Department and the respective facility. Violation of regulations may result in the employee or individual being denied access to the facility. In this event, the Contractor shall provide alternate personnel to supply services described herein, subject to Department approval.

D. Throughout the term of the Contract, the Contractor shall at a minimum:

1. Provide a Project Manager who shall be the single point-of-contact assigned to the project from contract award to implementation, acceptance and go-live;

2. Provide qualified personnel to perform the services required;

3. Provide the Department prior written notice of placement and/or replacement of personnel, or any plan to place and/or replace personnel. Placement and/or replacement by the Contractor of key personnel assigned to the contract shall be allowed provided the Department gives prior written approval;

4. Remove and replace personnel at the request of the Department. The Department shall have the right at any time to request the removal of any of the Contractor’s employees/subcontractors. The Contractor shall use all reasonable efforts to promptly replace such employee/subcontractor with a team member possessing skills, experience and training that are equal to or exceed those of the position description; and

5. Assure personnel follow laws,…