In-Car_Video,_Body-Worn_Cameras,_and_Cloud_Digital_Evidence_Management.pdf

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Town of Berlin

IN-CAR VIDEO, BODY-WORN CAMERAS, AND CLOUD

DIGITAL EVIDENCE MANAGEMENT

2027-06

RELEASE DATE: September 3, 2026

DEADLINE FOR QUESTIONS: September 15, 2026

RESPONSE DEADLINE: September 22, 2026, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2027-06

Title: In-Car Video, Body-Worn Cameras, and Cloud Digital Evidence Management

Table Of Contents

1. Notice to Proposers

2. Introduction

3. Key Dates

4. Proposal Submission Instructions

5. Insurance Requirements & Indemnification

6. Scope of Services

7. Pricing Table

8. Evaluation Criteria

9. Proposal Submission

Notice to Proposers

The Town of Berlin (hereinafter “Town””), is seeking proposals for In-Car Video, Body-Worn Cameras, and

Cloud Digital Evidence Management from expert, qualified, and independent firms. This is a 5-year contract, renewable thereafter, with an anticipated start date of On or after 07/01/2027, contingent on funding.

The Town of Berlin is accepting electronic submissions. Proposers shall create a FREE account with OpenGov

Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic proposal.*

The Town will not accept submissions by e-mail or fax. The Town will reject proposals received after the date and time noted in the timeline.

The Town reserves the right to amend or terminate this Request for Proposals, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award the proposal to the proposer that, in the Town’s judgment, will be in the Town’s best interest

*For any bidder who is unable to upload their bid electronically, please contact Maryssa Tsolis, Purchasing Manager at (860) 828-7048 to make arrangements to submit a paper bid before the deadline.

https://procurement.opengov.com/signup

Introduction

1. Intent

The Town of Berlin is soliciting proposals from qualified, responsible firms with significant relevant experience to assist the town with In-Car Video, Body-Worn Cameras, and Cloud Digital Evidence Management. The town expects to select and contract with one firm to provide In-Car Video, Body-Worn Cameras, and Cloud Digital

Evidence Management services. This RFP is not a contract offer, and no contract will exist unless and until a written contract is signed by the Town and the successful proposer. Interested parties should submit a proposal in accordance with the requirements and directions contained in this RFP. The town may choose not to select any firm. The town is an equal opportunity employer, does not discriminate because of race, religion, color, sex, national origin, sexual orientation, marital status, disability or any other factors protected by law.

It is the goal of the Town to enter into agreement with a vendor that will provide services efficiently, will accurately bill, and will provide high quality, flexible customer service to the Town. The Vendor will be expected to maintain expert knowledge of these services to ensure the Town is receiving the highest quality service at the most affordable rates while maintaining quality and secure technology.

2. Background

The Town, founded in 1785, covers an area of 27.0 square miles, and is located in the geographic center of the state in Hartford County. Berlin is eleven miles south of the City of Hartford and is bordered by New Britain, Newington, Rocky Hill, Cromwell, Middletown, Meriden and Southington. Berlin’s population is approximately 20,000. The Town provides a full range of municipal services including public safety, parks and recreation, public works, health and human services, and water control, with a Grand List of approximately $3.2

Billion and an operating budget of approximately $102 Million.

3. Qualifications

Eligible Vendors will be those individuals, businesses and firms that meet the following qualifications:

A. Proposer must have demonstrated experience and expertise in Connecticut in the past (3) years successfully performing the types of services as those outlined in the introduction.

B. Proposer must have a proven track record successfully providing these types of services for similarly sized municipal governments, preferably in Connecticut.

C. Proposer must be familiar with, qualified, and properly licensed in the State of Connecticut to perform its obligation under this proposal in compliance with all applicable Federal and State of Connecticut laws and regulations, statutes and policies.

D. The Town will not award the proposal to any business that, or person who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

E. Documented/audited internal control environment

F. Proposer must have a business continuity plan

G. Proposer must be in compliance with all federal, state, and local laws and regulations

4. Scope of Services

The scope of services is provided herewith as a general overview which may be expanded and further defined through negotiation. The successful bidder shall:

• Provide industry standard or higher quality services while maintaining a focus on providing a cost-effective service to the Town.

• Provide the highest quality customer service to the Town, not limited to, but particularly in the areas of reliability and billing.

The selected firm shall work with and cooperate with the Finance Department in rendering services pursuant to this RFP.

5. Agreement Period

The Town anticipates entering into a 5-year with the selected Consultant commencing on or about On or after

07/01/2027, contingent on funding.

The Town will contractually reserve the right to cancel the contract at any time. The agreement period for any contract or purchase order resulting from this RFP shall ultimately be as negotiated to the mutual agreement of the parties.

6. Additional Conditions

All those submitting proposals must be willing to adhere to the following additional conditions and must positively state this in the proposal.

A. The proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. At its discretion, the Town may require the removal and replacement of any of the proposer's personnel who do not perform adequately, regardless of whether they were previously approved by the Town.

B. All subcontractors hired by the proposer awarded a contract or purchase order as a result of this RFP must have prior approval of the Town prior to and during the agreement period.

C. Any contract or purchase order resulting from this RFP process will represent the entire agreement between the proposer and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract or purchase order until the successful proposer is notified that the contract or purchase order has been accepted and approved by the Town. Any contract resulting from this RFP may be amended only by means of a written instrument signed by the proposer and signed by the designated Town Representative.

7. Right to Amend or Terminate the RFP or Contract

The Town may, in its sole discretion, clarify, modify, amend or terminate this RFP if the Town determines it is in the Town’s best interest. The Town has the right to extend the RFP Open Date no later than four (4) business days prior to the scheduled RFP Open Date, via Amendment, if determined it is in the Town’s best interest. In the event that an insufficient number of qualified bids are received by the RFP Open Date, the Town may terminate and re-post the RFP if determined it is in the Town’s best interest. All such actions shall be affected by a posting in the Town’s e-Procurement portal https://procurement.opengov.com/portal/berlinct. Each proposer is responsible for checking the e-Procurement portal to determine if the Town has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda.

If this RFP provides for a multi-year agreement, the Town also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Town shall have no obligation or liability to the successful proposer for any unfunded year or years.

Key Dates

Release Project Date: September 3, 2026

Question Submission Deadline: September 15, 2026, 10:00am

Proposal Submission Deadline: September 22, 2026, 10:00am

Proposal Submission Instructions

1. Proposal Requirements & Required Format

Proposals must set forth accurate and complete information for each of the items listed below. At the Town’s discretion, failure to do so could result in disqualification. Please ensure your proposal incorporates responses to the below questions, as well as any requested attachments.

1. Proposer Information: Please provide the following information:

A. Firm Name

B. Permanent main office address

C. Date firm organized.

D. Legal Form of ownership. If a corporation, indicate where incorporated.

E. How many years have you been engaged in services you provide under your present name?

2. Experience, Expertise and Capabilities

A. Philosophy Statement and Business Focus. A statement of the proposer’s philosophy and approach in undertaking the services of the nature outlined in the RFP, as well as a description of its primary business focus.

B. Summary of Relevant Experience. A listing of projects that the proposer has completed within the last three (3) years of a similar nature to those included in the Scope of Services in this RFP must be provided.

C. The following additional information shall be provided by each bidder:

o Please provide a sample billing in the format the Town would receive on a regular basis.

o General description of the organization structure of your institution including parent and/or subsidiary companies and the number of employees.

o Identify who will be the primary client relationship manager.

o Provide a general representation of the key factors and other important considerations that you feel separates your institution/firm from others in providing the requested services.

o Detail description of your firm’s technical resources and experience in providing the desired scope of services to similarly sized entities.

o Identify the location of the office(s) from which the services will be performed.

o Disclose any current (last 3 years) business, financial, personal, or other types of relationships which may pose a conflict of interest.

o Please list any contracts or purchase orders in the last three (3) years between the proposer and any agency of the Town.

3. Statement of Qualifications and Work Plan

A. Qualifications. For each item listed in Qualifications, please describe your firm’s qualifications, experience and capabilities as they pertain to each of the areas of qualifications listed, as well as those of the personnel to be assigned to this project.

B. Work Plan. For each item listed in Scope of Services, please describe the approach that would be generally followed in undertaking these tasks.

C. Services Expected of the Town. Identify the nature and scope of the services that would be generally required of the Town in undertaking these projects.

4. Information Regarding: Failure to Complete Work, Default and Litigation.

Please respond to the following questions:

A. Have you ever failed to complete any work awarded to you? If so, where and why?

B. Have you ever been declared to be in default on a contract? If so, where and why?

C. Is there any pending litigation or arbitration which could affect your organization’s ability to perform this agreement? If so, please describe.

D. Has your firm ever had a contract terminated for cause within the past five years? If yes, provide details.

E. Has your firm been named in a lawsuit related to errors and omissions within the past five years? If yes, provide details.

F. During the past seven years, has your firm ever filed for protection under the Federal bankruptcy laws? If yes, provide details.

G. Are there any other factors or information that could affect your firm’s ability to provide the services being sought about which the Town should be aware?

5. Exceptions and Alternatives. Proposers wishing to take any exceptions to any requirement in the RFP shall state and explain such exceptions. The Town may accept proposals which take exception to any requirements in this RFP, or which offer any alternative to a requirement herein, as well as consider such exceptions and alternatives in evaluating responses. Any exception or alternative must be clearly delineated and cannot materially affect the substance of this Request for Proposals.

6. Cost Proposal. Proposers should utilize the electronic Pricing Table.

Your proposal should be submitted through electronic bid submission on the Town's e-Procurement Portal no later than 10:00 am, Tuesday, September 22, 2026. The Town will not accept submissions by e-mail or fax. The

Town will NOT accept late proposals.

Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the Town sufficient time to review the proposals, investigate the proposers’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

2. Questions and Amendments

All inquiries shall be submitted regarding this RFP via the Town’s e-Procurement Portal, located at https://procurement.opengov.com/portal/berlinct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Proposers are prohibited from contacting any other Town employee, officer or official concerning this

RFP. A proposer’s failure to comply with this requirement may result in disqualification.

No oral statement of the Town, including oral statements by the Town representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this RFP, and no proposer shall rely on any alleged oral statement.

3. Additional Information

The Town reserves the right, either before or after the opening of proposals, to ask any proposer to clarify its proposal or to submit additional information that the Town in its sole discretion deems desirable.

4. Cost for Preparing Proposal

Each proposer’s costs incurred in developing its proposal are its sole responsibility, and the Town shall have no liability for such costs.

5. Ownership of Proposals

All proposals submitted become the Town’s property and will not be returned to proposers.

6. Freedom of Information Act

All information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information. Proposers are encouraged not to include in their proposals any information which is proprietary a trade secret or otherwise confidential. All materials associated with this procurement process are subject to the terms of state laws defining freedom of information and privacy, and all rules, regulations and interpretations resulting from those laws.

7. Presumption of Proposer's Full Knowledge

Each proposer is responsible for having read and understood each document in this RFP and any addenda issued by the Town. A proposer’s failure to have reviewed all information that is part of or applicable to this RFP, including but not only any addenda posted on the Town's e-Procurement Portal, shall in no way relieve it from any aspect of its proposal or the obligations related thereto.

Each proposer is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this RFP or the performance of the work described herein.

By submitting a proposal, each proposer represents that it has thoroughly examined and become familiar with the scope of work outlined in this RFP, and it is capable of performing the work to achieve the Town’s objectives. If applicable, each proposer shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its proposal.

8. Tax Exemptions

The Town is exempt from the payment of federal excise taxes and Connecticut sales tax and use taxes. Such taxes must not be included in prices.

9. Award Criteria & Selection

All proposals will be publicly opened at the time identified in this RFP on the e-Procurement Portal site.

The Town reserves the right to correct, after proposer verification, any mistake in a proposal that is a clerical error, such as a price extension, decimal point error or FOB terms. If any error exists in an extension of prices, the unit price shall prevail.

The Town reserves the right to accept all or any part of a proposal, reject all proposals, and waive any informalities or non-material deficiencies in a proposal. The Town also reserves the right, if applicable, to award the purchase of individual items under this RFP to any combination of separate proposals or proposers.

The Town will accept the proposal that, all things considered, the Town determines is in its best interests.

Although price will be an important factor, it will not be the only basis for award. Due consideration may also be given to a proposer’s experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the Town’s interests, including compliance with the procedural requirements stated in this RFP.

Insurance Requirements & Indemnification

1. Insurance Requirements

The selected vendor must maintain insurance that meets the Town’s insurance requirements (listed below), to protect the Town from claims for loss or injury which might arise out of or result from the operations under this contract. Additionally, the selected vendor must file Certificates of Insurance with the Town, naming the Town as an additional insured.

Worker’s Compensation, employer liability (or statutory limits - greater of two), $1,000,000.

Comprehensive General Liability with limits of not less than $1,000,000.00 per occurrence.

Professional Liability with limits not less than $1,000,000.

Umbrella Liability of not less than $1,000,000.

Comprehensive Automobile Liability (owned, non-owned, hired) of $1,000,000.00 each accident.

2. Indemnification

The Vendor at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the Town of Berlin, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Vendor shall secure and maintain General Liability Insurance as will protect him from claims under the Worker’s Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract.

Scope of Services

1. Project Objectives

The Berlin Police Department has 48 sworn officers and currently operates 19 in-car video systems. Its standard vehicle configuration uses a forward-facing camera and an interior infrared-capable prisoner-compartment camera. A small number of vehicles also have an exterior rear-facing camera. The Department intends to replace the existing camera environment with a current, integrated system and move digital evidence to vendor-hosted cloud storage.

Project Objectives

• Replace 19 in-car systems with reliable front and prisoner-compartment recording.

• Equip all 48 sworn officers and maintain at least two ready spare body-worn cameras.

• Provide secure cloud evidence storage and management for a five-year base term.

• Migrate existing video and associated metadata without breaking evidentiary integrity or operational access.

• Reduce manual evidence handling through secure upload, categorization, retention, search, sharing, audit, and redaction workflows.

• Provide transparent five-year pricing with no undisclosed storage, upload, retrieval, support, or licensing charges.

• Meet applicable Connecticut law, Connecticut POSTC statewide policy, FBI CJIS Security Policy requirements, and Town security requirements throughout the contract term.

2. Base Scope and Bid Options

Component Quantity / Term Base-Bid Requirement

In-car video systems 19 Complete system in each vehicle, including forward-facing camera, infrared-capable interior prisoner camera, recorder/controller, microphones if applicable, antennas, wiring, mounts, triggers, upload capability, licenses, and installation.

Body-worn cameras 50 48 operationally assigned units plus two ready spares. Include all licenses, mounts, charging/upload equipment, cables, power supplies, and accessories needed for daily use.

BWC mounting accessories 50 sets minimum At least one primary uniform mount per BWC. Identify and separately price additional mount styles and replacement mounts.

Docking and charging Sufficient for 50

BWCs Vendor shall propose the number and configuration needed for simultaneous charging, upload, device assignment, and operational redundancy.

Cloud evidence platform Five years All software, licenses, hosting, security, maintenance, updates, support, user administration, audit, redaction, sharing, retention, and export functions required by this RFP.

Users No fewer than 60 Support sworn users, supervisors, evidence administrators, system administrators, records staff, and other authorized Town users. State included and maximum user counts.

Legacy evidence migration Complete existing repository Discovery, pilot, extraction, transfer, metadata mapping, validation, exception handling, reconciliation, and final migration report.

Implementation services Complete Project management, vehicle surveys, installation, configuration, testing, acceptance, documentation, and go-live support.

Training Complete Administrator, supervisor, evidence/records, train-the-trainer, and end-user training with reusable materials.

Separately Priced Options

Option Item Pricing Instruction

Option 1 Exterior rear-facing in-car camera Provide a per-vehicle installed price and an installed price for all 19 vehicles. Include hardware, cabling, licensing, storage impact, warranty, and five-year recurring cost.

Option 2 Extended warranty / accidental damage plan Price any coverage beyond the base warranty and identify exclusions, deductibles, replacement limits, and turnaround time.

Option 3 Additional cloud contract years State firm annual renewal pricing for contract years six and seven, including applicable escalation limits.

Option 4 Additional vehicle installation Provide unit pricing for adding the standard front and prisoner-camera configuration to a future vehicle.

The Town may award the base bid, any option, or no option. Optional pricing shall not alter the base system's required functionality.

Excluded Functions

• AI-generated transcription and transcription services are excluded from this procurement.

• Facial recognition is excluded and shall not be enabled or licensed under the base bid.

• Automatic license plate recognition is excluded and shall not be enabled or licensed under the base bid.

• Any vendor analytics or generative-AI function shall be disabled unless the Town later approves it through a written contract amendment following legal, policy, security, and cost review.

Technical and Functional Requirements 4.1 General System Requirements

• Provide a current-production system with published end-of-sale and support policies. Identify expected product life and any known replacement roadmap.

• Use secure device identity, encryption, authenticated upload, tamper protection, and verifiable evidence hashing or equivalent integrity controls.

• Prevent officers from deleting, altering, overwriting, or copying original evidence from a camera.

• Synchronize date and time across body cameras, in-car systems, and the evidence platform using a reliable authoritative time source.

• Continue recording during temporary loss of network connectivity and upload automatically when an approved connection becomes available.

• Make firmware and security updates available during the five-year term. Describe testing, notice, rollback, and agency scheduling controls.

• State all bandwidth, firewall, IP addressing, wireless, cellular, electrical, rack, and workstation requirements.

• Identify every proposed component by manufacturer, model, software edition, and version or current release family.

Body-Worn Camera Requirements

Area Minimum Requirement

Video quality Record at a minimum of 1080p with usable low-light performance. State supported resolutions, frame rates, field of view, and stabilization.

Pre-event buffer Configurable pre-event video buffer. State maximum duration and whether buffered audio is available and configurable.

Battery Support a full normal patrol shift without battery replacement under the proposed settings. State tested runtime, charge time, battery design, expected service life, and replacement cost.

Ruggedness Provide published ingress-protection and drop-test ratings suitable for patrol use. Include documentation with the proposal.

Controls Provide simple, gloved-hand operation with clear visual, audible, and/or haptic recording status indicators configurable within law and policy.

Security Encrypt recordings on the device and in transit. Prevent local playback, copying, alteration, or deletion unless the Town specifically authorizes a controlled function.

Identification Associate each recording with device ID, assigned officer, date/time, and available event metadata.

Mounting Provide secure, replaceable uniform mounts suitable for the Department's uniform and outer-carrier configurations. Describe retention performance during physical activity.

Upload Automatically upload through the proposed dock and any other included secure method. Show upload status and unresolved failures to authorized staff.

Activation Support manual activation and describe available automatic activation methods. Price any recurring cost and required sensor separately if not included.

Officer review Support review consistent with Connecticut law and Department policy, with role-based restrictions and complete audit logging.

Health monitoring Report device status, storage, battery health, assignment, firmware, last upload, and fault conditions from an administrative console.

In-Car Video Requirements

Area Minimum Requirement

Base camera channels One forward-facing camera and one infrared-capable interior prisoner-compartment camera in each of 19 vehicles.

Forward camera Minimum 1080p recording with usable day/night performance, wide dynamic range, and clear capture under emergency-light and headlight conditions.

Prisoner camera Record usable video in darkness and changing light. Provide infrared illumination and audio capture unless restricted by agency configuration.

Rear camera option Support an optional exterior rear-facing camera without replacing the base recorder. Price per vehicle and for all 19 vehicles.

Audio Include the proposed cabin and remote officer microphone configuration. State channel separation, synchronization, range, charging method, and replacement cost.

Triggers Support configurable activation by emergency lights and at least two additional vehicle events, such as door, speed, crash, weapon-rack, or manual trigger. Identify required interfaces.

BWC coordination Describe automatic BWC activation and event association when an in-car trigger occurs, including nearby-device behavior and configuration controls.

Metadata Capture available unit, officer, date/time, GPS, speed, trigger, and camera-channel metadata. State accuracy and data-source requirements.

Officer interface Provide safe and simple event control, classification, status, and playback functions that minimize driver distraction.

Upload Support secure automatic upload at the police facility without routine removal of storage media. Describe any cellular upload option and recurring cost.

Storage protection Protect recording through power interruption or vehicle collision and prevent unauthorized removal, alteration, or deletion.

Installation Use professional public-safety vehicle installation practices. Label wiring, protect airbag zones, preserve vehicle warranties, and deliver as-built records by vehicle.

Evidence Workflow and Redaction

• Allow authorized users to search by date/time, officer, device, incident/case number, category, tag, vehicle, and other available metadata.

• Support bulk categorization, retention assignment, case creation, notes, bookmarks, clips, snapshots, and evidence links without altering the original file.

• Provide role-based access, supervisory review, legal hold, restricted cases, and separation of administrative duties.

• Maintain an immutable audit trail for viewing, playback, export, download, sharing, redaction, category changes, retention changes, deletion, login, and administrative actions.

• Provide video and audio redaction tools suited to Connecticut FOI, discovery, court, and prosecutor workflows. Describe manual and automated redaction features, quality-control steps, supported formats, and licensing limits.

• Create secure, expiring evidence shares for prosecutors and other approved recipients without requiring the recipient to receive a physical disk. Log recipient access and downloads.

• Export original evidence, metadata, audit history, integrity information, and a standard playable derivative without vendor-only access when authorized.

• Support configurable retention schedules, preservation holds, disposition review, and documented deletion after the applicable schedule expires.

Interfaces and Integration

The proposer shall identify all available interfaces and APIs included in the base bid. During discovery, the selected contractor shall document the Department's current CAD, RMS, identity, email, prosecutor-sharing, and network environment. Any proposed integration not included in the base price must appear as a separate line item.

• Support standards-based single sign-on and multi-factor authentication. Identify support for Microsoft Entra ID, Active Directory, SAML, and OpenID Connect.

• Describe CAD/RMS case-number, call-for-service, and metadata integration options, including supported products, API requirements, implementation fees, and annual charges.

• Provide a documented API or export method for evidence, metadata, audit logs, users, devices, and retention information.

• Do not make a proprietary integration mandatory when secure standards-based exchange meets the requirement.

Cloud Evidence Management and Cybersecurity 5.1 Cloud Service

Area Requirement

Term Five years from production acceptance. State any proposed ramp, partial-year, or renewal assumptions.

Data ownership The Town owns all recordings, metadata, audit logs, derived evidence, configuration data, and exports.

The contractor receives no right to sell, mine, train models on, advertise from, or use Town data beyond contract performance.

Data location Identify all countries and regions where Town data, backups, support artifacts, and logs will be stored or processed. The Town prefers storage and processing in the United States.

Availability State the production uptime commitment, measurement method, exclusions, service credits, disaster recovery objectives, and planned-maintenance notice.

Capacity Include all storage required for the proposed camera settings, Department retention schedules, legal holds, derivatives, audit records, and migrated legacy evidence. State included capacity and every overage rule.

Transfer fees State whether upload, download, playback, export, API, prosecutor sharing, and contract-end bulk export incur any charge. Any charge not disclosed is deemed included.

Backup and recovery Describe redundancy, backup, replication, restore testing, recovery point objective, recovery time objective, and ransomware resilience.

Portability Provide complete bulk export at contract end in usable, documented formats with metadata, audit, hash/integrity, and relational mapping preserved.

Security and Compliance

• Comply with the current FBI Criminal Justice Information Services Security Policy and applicable Connecticut CJIS requirements for the full contract term.

• Execute required CJIS Security Addendum and contractor agreements. Apply required personnel screening, training, access, incident-response, and audit controls to personnel with relevant access.

• Encrypt data in transit and at rest using current industry and CJIS-acceptable cryptographic standards. Describe key ownership, key rotation, separation of duties, and access to decryption keys.

• Use multi-factor authentication for privileged and remote access and support agency-enforced MFA for Town users.

• Maintain detailed security and administrative logs and make relevant records available to the Town for incident review, compliance review, litigation hold, and audit.

• Permit applicable Town, State of Connecticut, and FBI CJIS compliance audits and provide current independent security reports under reasonable confidentiality terms.

• Provide current SOC 2 Type II report or equivalent independent control assessment. Identify ISO 27001, FedRAMP, StateRAMP, or other authorizations, while acknowledging such authorizations do not replace CJIS compliance.

• Maintain vulnerability management, secure development, penetration testing, malware protection, privileged-access management, and subcontractor risk controls.

• Notify the Town of a confirmed or reasonably suspected security incident affecting Town data without unreasonable delay and within the shorter period required by law or contract. The final contract shall state an exact notification deadline.

• Do not use Town data to train, test, tune, or validate artificial-intelligence or machine-learning models.

Security Response Information

Response Topic Information Required

Hosting provider and service Identify the cloud provider, service model, regions, and all material subprocessors.

CJIS responsibility matrix Attach a control-responsibility matrix covering vendor, cloud provider, subcontractor, and Town obligations.

Independent assessments List report names, scope periods, exceptions, and method for Town review.

Incident response Summarize detection, escalation, preservation, notice, investigation, remediation, and after-action reporting.

Business continuity Provide RPO, RTO, backup isolation, regional failure response, and annual testing summary.

Data deletion Describe cryptographic and physical deletion methods, backup expiration, certificates of destruction, and legal-hold handling.

Legacy Video Migration

The Department's existing evidence resides in its current WatchGuard environment. The proposer shall migrate all in-scope video, audio, metadata, categories, case associations, retention information, and available audit information to the proposed cloud platform.

The proposer shall not assume the source quantity, format, or metadata quality without discovery.

Mandatory Migration Method

• Conduct a source-system inventory and document item count, storage volume, formats, date range, metadata fields, integrity values, retention categories, legal holds, restricted evidence, and known exceptions.

• Develop a written field-mapping, chain-of-custody, validation, rollback, and cutover plan for Town approval.

• Complete a representative pilot migration before production migration. The pilot shall include multiple years, camera types, categories, large files, restricted cases, held evidence, and records with incomplete metadata.

• Preserve original files and available metadata. Do not transcode originals when the target platform supports native preservation. If a playable derivative is required, retain both the original and derivative and document the relationship.

• Use source and destination hashes, checksums, or an equivalent verifiable method to prove bit-level integrity where source capabilities permit.

• Keep legacy evidence accessible to authorized Department users until the Town accepts the migration and authorizes source decommissioning.

• Log every migrated, skipped, duplicate, corrupt, failed, or unmapped item. Resolve exceptions or obtain written Town disposition.

• Deliver interim progress reports and a final reconciliation report showing source totals, destination totals, validation results, exceptions, and corrective action.

• Do not delete or direct deletion of source evidence. Source disposition remains the Town's decision under its retention schedule and contract with the incumbent provider.

Migration Pricing

Provide a firm migration price based on stated assumptions and unit rates that apply if verified volume differs. Include all source extraction, vendor coordination, staging, network transfer, media, professional services, validation, exception handling, and travel.

Identify any fee payable to the incumbent vendor as an assumption rather than silently excluding it.

Required Price Element Vendor Entry

Firm price through assumed source volume $________ based on ______ TB and ______ items

Incremental price per additional TB $________ per TB

Incremental price per additional 100,000 items, if applicable $________

Price for physical encrypted transfer media, if required $________

Included project-management and engineering hours ________ hours

Hourly rate for Town-approved out-of-scope migration work $________ per hour

Implementation, Training, Warranty, and Support 7.1 Project Management and Implementation

• Assign a named project manager with authority to coordinate all vendor, installer, cloud, migration, training, and support work.

• Conduct kickoff, technical discovery, vehicle surveys, network review, implementation planning, risk review, configuration workshops, and regular status meetings.

• Provide a detailed schedule showing dependencies, Town tasks, vehicle downtime, pilot deployment, migration phases, training, cutover, acceptance, and stabilization support.

• Coordinate vehicle work to preserve patrol availability. State estimated downtime per vehicle and daily installation capacity.

• Back up and document all approved configurations before go-live.

• Provide a complete asset list with serial numbers, assignments, warranty dates, software/license details, and installed vehicle locations.

• Provide system architecture, network diagrams, port and firewall requirements, installation drawings, administrator guides, and operational procedures.

Testing and Acceptance

Test Stage Minimum Acceptance Standard

Factory / staging Inventory, firmware, configuration, licensing, device assignment, and component function verified before field installation.

Vehicle acceptance Each camera channel, audio channel, trigger, GPS/metadata feed, BWC coordination, local recording, upload, evidence playback, and power-state behavior tested by vehicle.

BWC acceptance Recording, buffering, battery, indicators, assignment, dock/upload, metadata, evidence access, audit, and fault reporting tested.

Cloud acceptance Identity, roles, MFA, search, categorization, retention, legal hold, sharing, redaction, export, audit, monitoring, and reporting tested.

Migration acceptance Pilot and final reconciliation approved; unresolved exceptions documented and accepted in writing.

Final acceptance All required equipment and services delivered, defects corrected, documentation received, training completed, and acceptance record signed by the Town.

Training

Audience Required Coverage

System administrators Configuration, identity, roles, devices, firmware, health monitoring, security, audit, retention, exports, and support escalation.

Supervisors Review, categorization, case association, policy controls, audit, restricted evidence, device status, and exception reports.

Evidence / records staff Search, retention, legal holds, sharing, export, redaction, FOI/discovery workflow, and audit documentation.

End users BWC and in-car operation, indicators, activation, classification, upload confirmation, troubleshooting, and care.

Train-the-trainer Reusable instructor materials, current user guides, quick-reference sheets, and access to updated materials throughout the term.

Warranty, Maintenance, and Support

• State the full warranty for each hardware class. Identify parts, labor, shipping, travel, batteries, accessories, installation workmanship, and exclusions.

• Provide software maintenance, security patches, firmware, updates, and support throughout the five-year term without loss of required functions.

• Describe standard and priority support hours, severity levels, response targets, restoration targets, escalation contacts, and after-hours procedures.

• State advance-replacement process and target delivery time for failed BWCs, in-car components, docks, microphones, and accessories.

• State whether the base price includes a hardware refresh, battery replacement, technology-assurance plan, or device upgrade during the term.

• Provide a named customer-success or technical-account contact for operational reviews and unresolved issues.

Pricing Table

PRICE PROPOSAL

Prices must include freight, travel, installation, configuration, project management, and all other costs unless a line states otherwise.

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1 19 complete in-car systems: front and prisoner cameras

19 Each

2 Vehicle installation and acceptance testing 19 Each

3 50 complete BWCs with primary mounts 50 Each

4 BWC docking, charging, and upload equipment

1 Lot

5 Other required hardware and accessories

1 Lot

6 Cloud implementation and configuration 1 Lot

7 Legacy WatchGuard evidence migration 1 Lot

8 Training and reusable materials 1 Lot

9 Project management and documentation 1 Lot

10 Year 1 cloud, software, licenses, support, and warranty

1 Year

11 Year 2 cloud, software, licenses, support, and warranty

1 Year

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

12 Year 3 cloud, software, licenses, support, and warranty

1 Year

13 Year 4 cloud, software, licenses, support, and warranty

1 Year

14 Year 5 cloud, software, licenses, support, and warranty

1 Year

15 Any other mandatory charge: identify 8 Year

TOTAL

STORAGE AND USAGE ASSUMPTIONS

Line Item Description Unit of Measure Unit Cost No Bid

1 Cloud storage included TB, or unlimited

2 Legacy migration volume assumed TB

3 Annual new evidence volume assumed TB per year

4 Included named users Cost

5 Included concurrent users, if limited Cost

6 Included external shares / downloads Cost, or unlimited

7 Data egress / bulk export charge Per TB

8 Storage overage price Per TB per month

9 API charge or transaction limit Cost

OPTIONAL PRICING

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1 Exterior rear-facing camera, installed per vehicle

1 Cost

2 Exterior rear-facing cameras, installed in all vehicles

19 Cost

3 Extended warranty / accidental damage coverage

5 Years

4 Complete cloud renewal for year 6 1 Year

5 Complete cloud renewal for year 7 1 Year

6 Future standard in-car system installed 1 Each

TOTAL

Evaluation Criteria

The following specific criteria are expected to be among those utilized in the selection process. They are presented as a guide for the proposer in understanding the Town’s requirements and expectation for this project and are not necessarily all inclusive or presented in order of importance.

• The background experience, and strength of the Proposer in providing similar services elsewhere, including the level of experience in working with other Connecticut municipalities of similar size, and the quality of services performed, either for other school systems or other municipalities, or both.

• The Proposer’s responsiveness and compliance with the RFP requirements and conditions to provide the services requested.

• A review of references provided with the Proposal, and administration of prior contracts.

• Competitiveness of proposed fee. The Town reserves the right to negotiate fees with the selected

Proposer.

The Town may elect to have the proposals evaluated by a committee as part of making a selection. If deemed necessary, the Town reserves the right to arrange for interviews/oral presentations as part of the selection process, which invitations for interviews may involve a short-listing of the proposals received.

If the proposer does not execute the Contract within ten (10) business days of the date of notification, unless extended by the Town, the Town may call any proposal security provided by the proposer and may enter into discussions with another proposer. The Town will post the Notice of Award on the e-Procurement Portal, https://procurement.opengov.com/portal/berlinct.

The Interview and Contract Execution dates in Key Dates are anticipated, not certain, dates.

Award

The Town intends to award to the responsible proposer whose proposal provides the best overall value and meets the Town's operational, technical, security, implementation, and financial needs. The lowest price alone will not control the award. The Town may seek clarification, verify references, conduct demonstrations, negotiate permitted terms, reject nonresponsive proposals, or cancel the solicitation as allowed by law and Town policy.

Any award is contingent upon funding appropriation and execution of a contract approved by the Town. Vendor click-through terms, online terms, proposal terms, and order forms shall not bind the Town unless expressly incorporated into the signed contract.

Criterion Points Considerations

Technical and operational fit 25 BWC, in-car, evidence workflow, redaction, upload, health monitoring, and ease of use.

Cloud security, CJIS, and data governance 20 Security controls, compliance, data ownership, audit, incident response, portability, and contract protections.

Five-year total cost 20 Base cost, recurring cost, migration, storage assumptions, options, escalation, and price transparency.

Migration and implementation 15 Plan quality, integrity validation, schedule, vehicle downtime, staffing, risk, and acceptance method.

Reliability, warranty, and support 10 Product maturity, warranty, replacement, SLAs, support, and service record.

Experience, references, and demonstration 10 Comparable deployments, migration record, staff qualifications, references, and demonstrated usability.

Cost Evaluation

For price comparison, the Town will use the five-year base total from Appendix B after correcting arithmetic errors and normalizing disclosed assumptions when permitted. Options may be evaluated separately. A proposal with missing recurring charges, undefined storage limits, or material cost assumptions may be rejected or evaluated at a reasonable risk-adjusted amount stated by the Town.

Appendix A: Mandatory Compliance Matrix

Complete every row. In the Response column enter C, PC, NC, or NA. Explain PC, NC, and NA responses and cite the proposal page or attachment.

ID Requirement Response Explanation / Proposal Reference

A-1 Nineteen complete in-car systems with front and infrared prisoner-compartment cameras.

A-2 Fifty complete BWCs, consisting of 48 assigned units and two ready spares.

A-3 Sufficient charging and upload capacity for all proposed BWCs.

A-4 Optional exterior rear-facing camera priced per vehicle and for all 19 vehicles.

A-5 Five-year cloud evidence service with all required base functions.

A-6 No AI-generated transcription or transcription service included.

A-7 Facial recognition and ALPR excluded and disabled in the base system.

A-8 Original evidence protected from officer alteration or deletion.

A-9 Encryption on device, in transit, and at rest.

A-10 Role-based access, MFA, SSO options, and immutable audit logging.

A-11 Search, categorization, case association, retention, legal hold, sharing, export, and redaction.

A-12 Configurable pre-event recording and full-shift BWC battery performance.

A-13 Automatic in-car activation through emergency-light trigger and additional configurable triggers.

A-14 BWC and in-car synchronization or event association.

A-15 Secure automatic upload and visible failed-upload reporting.

A-16 Device-health, assignment, battery, firmware, and last-upload reporting.

A-17 Current FBI CJIS Security Policy and Connecticut CJIS compliance.

A-18 CJIS Security Addendum and required personnel controls.

A-19 Town ownership of evidence, metadata, audit logs, and derived records.

A-20 No use of Town data for AI or machine-learning model training or validation.

A-21 Cloud capacity and all transfer, playback, sharing, export, and API charges disclosed.

A-22 Complete legacy WatchGuard evidence migration with pilot and reconciliation.

A-23 Original file and metadata preservation with verifiable integrity validation.

A-24 Legacy evidence remains accessible until Town migration acceptance.

A-25 Complete implementation, installation, configuration, documentation, and training.

A-26 Hardware warranty, advance replacement, support SLAs, updates, and security patches disclosed.

A-27 Complete contract-end export in documented, usable formats without vendor lockout.

A-28 All exceptions, third-party fees, assumptions, usage limits, and dependencies disclosed.

A-29 Five-year total price completed and mathematically supported.

Proposal Submission

1. Respondent Submittals (without Cost)*

Please Upload your COMPLETE proposal excluding pricing here, including any required information listed in the solicitation and the corresponding attachments as well as company information and background.

*Response required

2. Migration Questionnaire*

Please download the below documents, complete, and upload.

• Migration_Questionnaire.pdf

*Response required

3. Provide 3 References *

Each…