RFP 25-024 Real Time Information Center Design and Implementation Services Final.pdf

RFP # 25-024

REQUEST FOR PROPOSALS

Fremont Police Department

Real Time Information Center Design and Implementation Services

PROPOSALS DUE NOT LATER THAN:

2:00 PM ON TUESDAY, MARCH 12, 2025

REQUEST FOR PROPOSAL SCHEDULE

RFP Released February 13, 2025

Questions submitted by February 26, 2025 by 3:00 pm

Responses to Questions March 4, 2025

Proposals due to City March 12, 2025, 2:00 pm

Notification of Short List March 26, 2025 Firms and schedule interviews (if necessary)

Approximate date for interviews April 2, 2025 (if necessary)

Submit Proposals to:

www.bidnetdirect.com//cityoffremont http://www.bidnetdirect.com/cityoffremont

Request for Proposals RFP 25-024 Real Time Information Center

REQUEST FOR

PROPOSALS

REAL TIME INFORMATION CENTER

A. The CITY OF FREMONT (hereinafter "City") hereby requests proposals for the Fremont Police Department’s Real Time Information Center Design and Implementation Services (hereinafter “Project”), and will receive proposals at www.bidnetdirect.com//cityoffremont, up to the hour of 2:00 p.m., on Tuesday, March 12, 2025. If not already registered on the BidNet website, please visit the link to register for City of Fremont access for free www.bidnetdirect.com//cityoffremont.

B. SCOPE OF SERVICES. The City has prepared an outline of “Scope of Services” which is attached as Exhibit “1” to the Request for Proposals (“RFP”), and generally includes:

REAL TIME INFORMATION CENTER DESIGN AND IMPLEMENTATION SERVICES.

C. REQUESTS FOR CLARIFICATION OF THE RFP. The sole point of contact for information pertaining to this RFP is www.bidnetdirect.com//cityoffremont.

Communication with City staff about the scope of services or anything else related to this RFP is forbidden. If any proposer has any question regarding the meaning of any part of this RFP, or finds discrepancies in or omissions from this RFP, the proposer shall submit any questions through the City of Fremont’s online bidding provider at www.bidnetdirect.com//cityoffremont by 3:00 p.m. on February 26, 2025. All responses to questions will be posted on BidNet Direct.

D. SUBMITTAL OF PROPOSALS. The instructions for the submittal of proposals are set forth throughout this RFP. Generally, each proposal shall be submitted with a cover letter and four exhibits, including: (A) Scope of Services, (B) Billing Rates, (C) Statement of Qualifications, and (D) Terms of Service Agreement. Proposals shall be clearly stated in the subject line: “PROPOSAL FOR RFP 25-024 REAL TIME INFORMATION CENTER

DESIGN AND IMPLEMENTATION SERVICES”

E. CITY’S REVIEW OF PROPOSALS. All responsive proposals shall be reviewed and evaluated by the City in order to determine which proposer best meets the City’s needs for this Project. The criteria by which the City shall evaluate proposals are set forth in this RFP. The City reserves the right to reject any and all proposals or waive any irregularities in any proposal or the proposal process. The City reserves the right to negotiate the terms of the Agreement for this Project with one or more proposers.

F. AWARD OF AGREEMENT. The City currently anticipates awarding an agreement for this Project approximately April 9, 2025. No proposal or agreement for this Project shall be binding upon the City until the Agreement is signed by the Consultant and the City.

Conflict of Interest

(Signed copy must be submitted with proposal)

Each vendor must disclose any existing or potential conflict of interest relative to the performance of the contractual services as a result of this RFP/Bid. Any such relationship that might be perceived as or represent a conflict should be disclosed. By submitting a proposal in response to this RFP/Bid, vendors affirm that they have not given, nor intend to give at any time hereafter, any economic opportunity, future employment, gift, loan gratuity, special discount, trip, favor or service to a public servant or any employee or representative of same, in connection with this procurement. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest will automatically result in the disqualification of a vendor’s proposal. An award will not be made where a conflict of interest exists. The City will determine if a conflict of interest exists and whether it may reflect negatively on the City’s selection of a vendor. The City reserves the right to disqualify any vendor on the grounds of actual or apparent conflict of interest.

Collusion

This is to certify that the undersigned bidder has neither directly nor indirectly entered into an agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this proposal submitted this date to the City of Fremont.

All terms and conditions of this Request for Proposal have been thoroughly examined and are understood.

NAME OF BIDDER:

AUTHORIZED REPRESENTATIVE

SIGNATURE

TITLE

ADDRESS

INSTRUCTIONS

1. TIME AND PLACE OF DELIVERY OF PROPOSALS. It is the Proposer's responsibility alone to ensure that the proposal is received by the City’s Authorized Representative at the time and place identified on page 1 of this Request for Proposals

(“RFP”).

2. FORMAT OF ENVELOPE FOR PROPOSAL. The Proposer shall submit their proposal to www.bidnetdirect.com//cityoffremont clearly stated: “PROPOSAL FOR RFP 25-024, REAL TIME INFORMATION CENTER DESIGN AND IMPLEMENTATION SERVICES."

3. FORMAT AND QUALITY OF PROPOSALS. All proposals shall be prepared in a clear and concise manner, Unnecessarily elaborate or glossy proposals are neither expected nor desired. The emphasis of the proposal should be on responding to the requirements set forth in this RFP.

4. PROPOSER’S SIGNATURE. An authorized representative of the Proposer shall sign the proposal on a cover letter which: (1) identifies this project by name and number; and

(2) identifies the full legal name of the Proposer, along with name of contact person, address, phone number, fax number, and e-mail address; and (3) indicates Proposer’s willingness to comply with the procedures identified in this RFP, including an incorporation by reference of the four exhibits identified below.

5. CONTENTS OF PROPOSAL. The Proposer shall include in its proposal, at a minimum, the information outlined in this Section 5 in a manner which demonstrates the Proposer's competence and qualifications for the satisfactory performance of the services identified in this RFP. The Proposer shall attach four separate exhibits to the cover letter proposal, including: (A) Scope of Services, (B) Billing Rates, (C) Statement of Qualifications, and

(D) Terms of Service Agreement.

5(A). Scope of Services. The City has set forth on RFP Exhibit “1,” attached hereto and incorporated herein by reference, an outline of services which the City anticipates the successful proposer to perform. The outline of services set forth on RFP Exhibit “1” is presented for the primary purpose of allowing the City to compare proposals. The precise scope of services to be incorporated into the Service Agreement will be based upon RFP Exhibit “1” as well as Proposal Exhibit “A” to be prepared by Proposer as a part of the proposal (described below), and may be the subject of negotiations between the City and the successful proposer.

5(A)(1). Based upon the City’s outline of services set forth on RFP Exhibit “1,” the Proposer shall prepare a complete description of the scope of services (to be labeled:

Proposal Exhibit “A”) which the Proposer intends to perform in order to achieve the Project Objectives. The Proposer may identify services in Proposal Exhibit “A” which differ from the outline of services in RFP Exhibit “1” if the Proposer believes the changes will assist the City in more efficiently and effectively achieving the City’s stated Project Objectives.

5(A)(2). The Proposer’s scope of services shall include, at a minimum, a description of the major components of services (or phases of service), a description of work product (or “deliverables”) to be provided by Proposer to the City, and the expected time of completion for each component.

5(B). Billing Rates. The Proposer shall prepare a quote and a schedule of billing rates (to be labeled: Proposal Exhibit “B”) which identifies:

5(B)(1). A proposed rate and method of payment for all services to be performed by the Proposer including hourly rates with rate increases for the duration of the agreement, and a description of any reimbursable charges.

5(C). Statement of Qualifications. The Proposer shall prepare a statement of qualifications (to be labeled: Proposal Exhibit “C”) which identifies:

5(C)(1). An identification of the size, stability, and capacity of Proposer’s organization, including, at a minimum, an identification of Proposer’s: (1) total number of years in operation, (2) total current number of employees, (3) number of office locations (including the location of each office), and (4) number of employees in the office location which is intended to provide the services described in Exhibit “A.”

5(C)(2). An identification of the Proposer’s experience performing services for projects of a similar size, scope, and complexity as the services required by this RFP, including an identification of: (1) the number of years Proposer has been performing similar services; and (2) the most recent projects for which the Proposer has performed similar services. The list of recent projects shall include the name, contact person, address, and phone number of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance.

5(C)(3). A list of the Proposer's principals, employees, agents, and sub- consultants which the Proposer intends to assign to this Project. This list shall include a summary of the qualifications (including education, training, licenses, and experience) of each individual; the approximate number of hours each will devote to the Project; and the type of work to be performed by each individual. The City will retain under its agreement with the successful Proposer the right of approval of all persons performing under the agreement.

5(D). Terms of Proposed Service Agreement. The Proposer shall prepare a document identifying the terms of the proposed Service Agreement between the City and Proposer (to be labeled: Proposal Exhibit “D”), including:

5(D)(1). Specifically identify any portions of the City's standard form Service Agreement (attached to this RFP) which the Proposer desires to amend (either by addition, deletion, or modification).

5(D)(2). Disclose any past, ongoing, or potential conflicts of interest which the Consultant may have as a result of performing the work for this Project.

5(D)(3). Identify Proposer’s ability to comply with the City’s insurance requirements.

A copy of an insurance certificate or a letter of intent to provide insurance from the issuing company (including a description of types of coverage and dollar amount limits) may be favorably considered.

6. CITY’S REVIEW OF PROPOSALS. After the proposals are received and opened by the City, the City shall review and evaluate all proposals for responsiveness to the Request for Proposals in order to determine whether the Proposer possesses the qualifications necessary for the satisfactory performance of the services required. The City may also investigate qualifications of all Proposers to whom the award is contemplated, and the City may request clarifications of proposals directly from one or more Proposers. In reviewing the proposals, the City may consider the following and Exhibit 2:

6(A). The qualifications (including education, training, licenses, experience, and past performance) of the Proposer and its agents, employees, and sub-consultants in completing projects of a similar type, size, and complexity. The City may consider Proposer's timely and accurate completion of similar projects within budget.

6(B). The feasibility of the proposal based upon the methodology of the proposed scope of services, Proposer’s capability of developing innovative techniques, the reasonableness of the schedule of billing rates.

6(C). Proposer’s understanding of the work to be completed based upon the clarity of the proposal and responsiveness to this RFP.

6(D). Proposer’s proposed language for the Services Agreement.

6(E). The City has prepared a description of the Selection Process and Criteria which is attached as Exhibit “2” to the Request For Proposals (“RFP”).

7. AWARD OF AGREEMENT. Upon completion of the review period, and evaluation and ranking of the proposers, the City shall notify those Proposers who will be considered for further evaluation and negotiation. All Proposers so notified, and if requested shall negotiate in good faith in accordance with direction from the City. Any delay caused by Proposer's failure to respond to direction from the City may lead to a rejection of the Proposal.

7(A). If the City determines, after further evaluation and negotiation, to award the Agreement, a Service Agreement shall be sent to the successful Proposer for the Proposer's signature. No proposal shall be binding upon the City until after the Agreement is signed by duly authorized representatives of both Consultant and the City.

7(B). The City reserves the right to reject any or all proposals, and to waive any irregularity. The award of the Agreement, if made by the City, will be based upon a total review and analysis of each proposal and projected costs.

7(C). The City upon determination of award will post an Intent to Award to the City’s website and to www.bidnetdirect.com//cityoffremont

8. PROPOSALS ARE PUBLIC RECORDS. Each proposer is hereby informed that, upon submittal of its proposal to the City in accordance with this RFP, the proposal is the property of the City.

8(A). Unless otherwise compelled by a court order, the City will not disclose any proposal while the City conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the City either awards an agreement to a successful proposer, or the City rejects all proposals, the City shall consider each proposal subject to the public disclosure requirements of the California Public Records Act (California Government Code Sections 6250, et seq.), unless there is a legal exception to public disclosure.

(Must be submitted with Proposal)

8(B). If a proposer believes that any portion of its proposal is subject to a legal exception to public disclosure, the Proposer shall: (1) clearly mark the relevant portions of its proposal “Confidential”; and (2) upon request from the City, identify the legal basis for exception from disclosure under the Public Records Act; and (3) the Proposer shall defend, indemnify, and hold harmless the City regarding any claim by any third party for the public disclosure of the “Confidential” portion of the proposal.

Please check (√) one of the following:

NO, I certify that none of the information included with this Proposal is considered confidential or proprietary.

YES, I certify that this Proposal contains information considered confidential or proprietary and all such information is specifically identified within the proposal.

9. COSTS ASSOCIATED WITH PROPOSAL PREPARATION ARE SERVICE

PROVIDER RESPONSIBILITY. All costs incurred by prospective proposers associated with the preparation of a response to this Request for Proposals and subsequent demonstrations, analyses, studies, responses to inquiries, travel for purposes of competing for and/or negotiating a contract with the City are the sole responsibility of the proposer.

10. COMPLIANCE WITH LAW AND STANDARD OF CARE. Consultant shall comply with all applicable federal, state, and local laws including any applicable legal requirement imposed by Executive Orders duly issued at the federal, state and local level, whether or not said laws are expressly stated in this Agreement. Consultant shall perform services under this Agreement using a standard of care equal to, or greater than, the degree of skill and diligence ordinarily used by reputable professionals, with a level of experience and training similar to Consultant, performing under circumstances similar to those required by this Agreement.

11. PROTESTS AND APPEALS. Protests may be submitted only by a party that has submitted a bid or proposal in response to the contract solicitation. A subcontractor of a bidder or proposer may not submit a protest. A party may not rely on a protest submitted by another party but must timely pursue its own protest.

A protest that merely requests a re-evaluation of a proposal’s content will not be entertained.

Notice of Decision. After a decision to award a contract subject to these protest provisions has been made the City shall issue a notice of intent to award by posting the notice on the designated public bulletin boards and on the City’s bid results web page.

Time to Submit Protest. All protests must be submitted in writing to the purchasing division before 5:00 p.m. on the fifth business day after the date of posting of the City’s notice of intent to award. The protestor shall bear the risk of non-delivery within the time period specified above regardless of the method of delivery selected (facsimile, electronic mail, delivery service, United States mail service).

Form of Protest. All protests shall be in writing and shall contain a complete statement of: the legal grounds for the protest; all the facts relevant to the protest; and the form of relief requested and the legal basis for such relief. All protests shall be accompanied by all documentations supporting the grounds for the protest. The protest shall include the name, address and telephone number of the person representing the protesting party.

EXHIBIT 1

SCOPE OF SERVICES – REAL TIME INFORMATION CENTER

The selected qualified firm shall provide services for design, installation, consultation, integration and training of audio/video display, management, and dissemination technology along with workstation console installation into the City of Fremont’s future Real Time Information Center (RTIC). The RTIC will be a mission critical information center used to leverage technological and data sources into one center where information can be analyzed and quickly disseminated into the field. The aim is to mitigate crime, provide efficient and effective services to first responders and develop investigative leads in service to the community.

The City of Fremont (City), is seeking proposals from firms desiring to provide a turnkey solution for the development of RTIC. The tasks, objectives, or items for this project shall include, but are not limited to the following: project management, facility layout and design development, City Permitting, Building and Safety inspection coordination, procurement, installation of a video wall, installation of operator consoles/workstations, installation of audio system, data cabling, system integration, programming, system testing, system training, and more. The RTIC design will be based on a room layout, provided by the Fremont Police Department (FPD), of an existing space within the FPD.

Any contract(s) that may result from this Request for Proposal will be funded by a State of California grant.

SCOPE OF WORK:

The scope of work for RTIC includes, but is not limited to:

Furnish and Deliver:

• Provide a stylized and technical design of RTIC based on the attached FPD-provided layout.

• Provide six console workstations for mission-critical command center usage in a 24/7 environment.

• Provide a 6 x 2 video wall, conference room area and manager office displays;

and support video processing and distribution infrastructure and audio needed to operate an around-the-clock mission-critical center.

• Provide and install all equipment for the video walls and workstations associated with this project. Infrastructure and power by another contractor provided by the City and consultant to coordinate all work associated with this project.

Design Development:

• The designs shall satisfy the functional, ergonomic, and aesthetic requirements of the operational working environment.

• Designs generated for this project will comply with industry recognized quality standards and all other relevant local codes.

• Attend onsite program and project coordination meetings with the Project Management team as required based on the needs of the client.

• Contractor shall survey the site with the Project Team and identify any significant potential construction, electrical and mechanical challenges for the RTIC.

• Develop a detailed budget and designs based on the project requirements and provided RTIC layout.

• Consultant to work with City’s On-Call Electrical Engineer to provide all power that is necessary for the console/work stations, video wall, server racks, and etc. for this project. The electrical and network cable to be installed by others. Consultant to coordinate all work.

• Design development shall include but not limited to the following:

o Location and placement of console furniture, displays, server/technology room(s), conference area as they relate to the RTIC layout.

o Furniture design and recommendations for integrated console workstations, credenzas, and conference tables. Designs shall include plan, section, front/rear elevations, interior/exterior dimensions, cable management and power/data entry points and requirements.

o Provide details and specifications for the built-in components of the integrated console workstations.

o Size and locations for display walls, containment requirements, conference area displays/cameras, video conference systems and server/infrastructure room:

o Power locations for RTIC, operator’s console, server room, manager’s office, and conference area Detailed conference area designs based on Client AV standards or needs.

Server room plan view detailing rack layouts.

Cable tray design to facilitate RTIC cables.

Coordination of reflected ceiling plans and heights to accommodate

RTIC layout.

Drawings shall include plans, elevations, section views, preliminary rack elevations and locations, electrical requirements, load calculations, HVAC, power requirements

• Prepare a document of findings including functional capabilities, systems descriptions, specifications, etc.

• Provide display wall and AV integration estimated cabling requirements, locations, and paths for submission to FPD project managers.

o To include an AV cable pull schedule for vendor provided cabling.

• Indicate drop locations for facilities infrastructure required by Client supplied equipment including but not limited to electrical power, network, data, and cable feeds as it relates to the AV integration.

• Provide project scheduling and plan to align with the RTIC construction.

• Attend weekly project conference calls, as required, during the detailed design phase and tender process.

• Answer any questions from contractors (or their sub-contractors) during the tender process.

• Provide detailed structured AV cable drawings and single line diagrams once final review of technical design has been approved by FPD project managers.

• Contractor would approach the project management tasks associated with the different phases of the console design, build, staging and installation by taking a “hands on” approach to this project. The bullet points below highlight expected approach, but is not limited to:

o Contractor will partner with Client, FPD project managers, and/or other facility contractors to ensure that environmental and ergonomics are incorporated into the console furniture design.

o Contractor shall determine the functional design requirements with the FPD project managers, users, in order to achieve a functional, state of the art layout that delivers a comfortable, ergonomic, sit-stand environment in which employees work.

o Contractor shall supply detailed desk and equipment layout CAD drawings for coordination of site measurements, architectural, mechanical, and electrical project elements.

o Contractor will coordinate and measure all FPD provided equipment to be housed in the desk units in order to ensure proper fit and accessibility prior to manufacturing.

o Contractor will meet with the FPD project managers and other designated parties, as required for coordination and scheduling meeting(s) prior to commencement of work.

o Contractor will also indicate drop locations for facilities infrastructure required by Client supplied equipment including but not limited to electrical power, network, data, and cable feeds.

o Contractor will perform stage testing within its own facility using Client supplied equipment upon request.

o Designs generated for this project will comply with industry recognized quality standards and all other relevant local codes.

o Contractor shall provide as many layout designs to Client as necessary in order to provide for a functional and durable site for use in 24/7 operations.

Operator’s Workstations:

• The following specifications pertain to the design, fabrication, delivery, and installation of custom console workstations and accessories for the Client.

o All of the furniture described in this specification shall satisfy the functional, ergonomic, and aesthetic requirements of the operational working environment. The consoles and workstations shall comply with accepted industry ergonomic standards (ANSI/BIFMA) and performance factors for viewing distances, angles, and knee well clearances.

o The consoles and workstations shall be of modular design and construction, facilitating future equipment retrofits, reconfigurations, and expansions, with minimal on-site cutting, drilling, or machining.

o All furniture described in this specification shall provide functionality and durability for use in mission critical, 24/7Control Room Operations.

Structural Materials and Hardware:

• Console counters shall be adjustable in height via a motorized leg assembly system, providing sit stand capability and maximum legroom and unhindered lateral movement from module to module by operators.

• The appearance of hinges and hardware shall be concealed or minimized.

• The consoles shall have active ventilation using fans mounted within the consoles depending on the cooling and ventilation needs of the equipment. Fans should be of high quality and produce minimal noise.

• Power strips shall be customized to the client’s needs and specifications and contain as many outlets as the length will allow.

• All consoles shall come equipped with vertical raceways to direct all cabling from base cabinet to work-surface.

Colors and Finishes:

• Colors options for the laminate material used for the console work surface, end panels, accent panels, etc. shall be submitted to Client for approval.

Features and Performance:

• Consoles and workstations shall accommodate a variety of computer, communication, monitor displays, phones and operator interface devices.

• Console technology cabinets shall be built open to the floor for easy access of power, voice, and data cabling.

• Consoles shall have a curved-panel monitor mounting system allowing accommodating articulating arm mounting of at least two horizontally mounted panels. Arms shall give users the ability to move monitors freely in, out, up, down, and from side to side.

• Each console base cabinet shall be capable of housing one tower PC.

Make/Model/Size to be confirmed with the Client prior to fabrication.

• Wire mold horizontal and vertical cable raceways shall direct all cable routing and allow interconnection of cabling throughout the length and height of the console and workstation base cabinetry.

• Contractor shall provide desktop convenience receptacles and/or jacks consisting of power outlets and USB power at the work surface level. This will enable operators to plug and power laptops, cell phones etc. at their workstations.

• Contractor shall supply and install one collaboration table in the conference area.

Unit color to be coordinated with Client. Cabinets shall include horizontal and cable management, integrated power/AV/network connectivity, etc. capable of being accessed from the top portion of the table.

• Consoles and Furnishings must come with a lifetime limited warranty.

Fabrication and Assembly:

• Contractor shall fabricate or facilitate fabrication of consoles according to dimensions, profiles, and details developed and approved after field verification of all wall-to-wall dimensions, above/below floor conditions, and above/below ceiling conditions.

• Contractor shall not commence production without Client’s approval (through authorized signatures) of console design configuration, equipment layout, and exterior finish color selections.

Installation:

• Contractor shall supervise the installation and ensure that assembly of all furniture modules and work surface is in a plumb, level, true, and straight manner with no distortions.

• Fit and finish shall be precise and work surface seams shall be minimized. Doors, drawers, and hardware shall be adjusted for proper symmetry and operation.

• Upon completion of assembly, Contractor shall clean and polish console and all related parts before leaving installation.

Video Wall and Displays:

• The main video wall of the RTIC should be comprised of a 6 wide x 2 high configuration of 55”,thin bezel Planar LX55M Displays. The LCD video wall system should include Planar’s integrated EasyAxis Mounting System. This system should provide a small protruding footprint as much as possible and comply with any building code requirements for protruding objects of less than 4” where applicable.

• Display wall should be designed for 24/7 mission critical environments and have off-board, rack mounted power supplies and electronics.

• Below is a list of additional specifications the video wall displays, display mount hardware, and system should meet:

o Rack mount components should be placed in an easy to service location with no disruption at the display wall.

o Utilize central rack mount components for input sources and display processor or peripheral equipment to reduce the need for long distance extenders or cables.

o Minimal long-distance cable runs to the wall.

o Display system should utilize a central power supply that is rack mountable in the tech room. This provides greater power redundancy, as each rack will have power redundancy from Client’s building UPS and generator system if desired.

o Displays should come optional with built in video extenders. There should be no 3rd party long distance extenders or cables needed.

o Two spare displays and spare video controller should be provided

Video Display Wall Processing:

Each display should provide a minimum high definition (1920 x 1080) resolution to allow a large aggregate resolution of the entire video wall. The RTIC Center display wall should be powered by Haivision MCS Alpha FX Core Wall Processor. The processor should be capable of displaying workstations feeds, Client provided content computers, and external video sources into many layouts to accommodate any situation.

o The RTIC users should have the capability to access, place and manage dashboard content through an integrated control system such as Haivision MCS Command 360 control system.

• The RTIC users should have the capability to output any portion of the display wall to one or many exterior video walls or display panel within Clients building.

• The video wall processing system shall be a high-density, IP-enabled video wall processor designed for mission-critical applications. The video wall processor should be ideal for medium to large-scale control rooms and highly networked AV environments. The video processor should be capable of powering up to 48-HD displays and capturing content from up to 16-HD HDMI sources. The video wall processor should support IP video streaming, enabling it to capture and/or stream up to 64 high-definition IP video sources, simultaneously. The video processor system should be scalable or expandable for additional inputs and outputs through an expansion chassis.

• The video wall processing system should be designed on a Windows 11 PC-based architecture and leverage a graphics engine to support accelerated graphics processing, and high resolutions.

Key System Specifications or Requirements:

o Multi-4K and HD capture and display o Native IP encoding and decoding o Accelerated 2D & 3D processing o Video wall software o Max H.264 encodes & decodes: 64 HD o Max Outputs: 48 HD/ 12 4K o Output Formats Supported: DisplayPort, HMDI o Max Inputs: 16 HD / 16 4K, IP sources simultaneously o Input Formats Supported (as needed): HDMI, DisplayPort

Processor Inputs and Outputs:

The Client will draw on many different information sources to provide content for the displays and audio zones. This includes but is not limited to inputs such as operator workstations, dedicated PCs, laptop feeds, video conferencing, cable TV feeds, etc.

Console Workstations 6

Conference area HDMI connection 2

Cable or Satellite TV Feeds 4

Soft Codec PC for VTC (1 for RTIC, 1 for conference area) 2

Client provided Content PCs – Up to 4 Video Inputs each 2

Rack content PC’s 8

Microsoft Surface Hub 1

Cable TV tuner 1

The following is a list of estimated output sources for RTIC.

Planar 6 x 2 Video Wall of 55" monitors 12

Manager's Office - 2 x 1 display of 55" monitors 1

Conference Room- 2 x 1 display of 65" monitors 2

Feed to Police Chief’s Conference Room 1

Video Wall Control System/Software:

• Users should be able to operate all AV devices as part of a seamless control network with a Microsoft Surface Pro touch panel located in RTIC as specified by the Client.

• Touch panel should have plug in capability at a specified location within the RTIC.

The touch panel system shall route and control selected AV devices such as audio/video conferencing, cable television, console workstation inputs, audio systems, CCTV cameras, etc. Any user will also have the ability to use the control system from their workstation PC/monitors via a web URL.

• The control system will save and recall custom display wall layouts for events such as shift change, special events, dashboards, crisis management, site tours, etc.

Users will have the ability to set and save display wall layouts with a one button function and recall them instantly.

• Video wall control software should allow users to view streamed content privately on a dashboard or drag and drop it onto the video wall.

• Video wall control software should allow users to encode and stream a content source, or part of the video wall to users and/or display systems across the Client’s network.

• Custom drop down ceiling mount for video wall placement in front of the windows, if practicable. Otherwise, floor pedestal mount is a satisfactory alternative.

Features and Specifications:

• The video wall software should provide users with control over the video wall system, content, and environment. Should feature a user-friendly browser-based interface than can be accessed from any device and to all RTIC users.

• Video wall control software should leverage the video encoding and decoding capabilities of the display processor thus allowing team members to stream and access video wall content across a secure network. Provide robust content manipulation features for enhanced collaboration and create a focused view for maximum productivity.

• Video wall control software should use the decoding capabilities to open and display content from any IP-enabled source on the Client network. View streamed content privately on a dashboard or drag and drop it onto the display wall.

• Video wall control software should allow users to encode and stream a content source, or part of the video wall to users and/or display systems across the Client’s network.

• Role Based Permissions: Video wall control software should provide a role-based permissions system that allows administrator control of each user’s viewing, editing, and sharing rights. Should provide a secure log-in to ensure that users can only access the displays, content, and devices that their permissions allow.

• Drag and Drop Placement: Video wall control software should allow users to drag and drop content sources anywhere on the video display wall and manipulate them in real-time. Software should provide user-friendly scaling, zooming, cropping, and layering tools make it easy to achieve the focused view your team needs.

• Unlimited Custom Layouts: Video wall control software should provide users with unlimited custom layouts as well as capture and/or save unlimited arrangements of content sources or layouts for instant recall.

• Whiteboarding: Video wall control software should provide real-time white boarding features like text labels and drawing to enhance presentations and collaboration.

• Built-in Room Control: Video wall control software should provide users the ability to control and automate external devices such as audio systems, VTC, and cable boxes from the same interface used to control the video display wall. Software should also be capable of automating device actions, like turning on the lights or dialing into a video conference.

• Flexible Multi-Video Wall Support: Video wall control software should allow users to control multiple video walls and displays with a single controller or processor.

Additionally, it should allow users to stretch content across multiple video walls, control each video wall separately, or create independent display regions within a single video wall. Software should be compatible with LCD, LED, and projection-based display systems from any manufacturer and can control systems with different display types, resolutions, and aspect ratios simultaneously.

AUDIO SYSTEM:

• The RTIC workspace shall feature at least one audio zone that aligns with each workstation and their location within the center. Users shall have the ability to route audio from video sources to the overhead speakers and communicate on conferences calls via a ceiling microphone. Input sources to the audio system include selected workstation inputs, HD Video Conferencing, Content PCs, and cable TV. The adjacent conference area should have the same audio ability as the RTIC floor.

Key Features and Specifications:

o Ceiling microphone for RTIC o UC Soundbar for Conference Area o Contractor will be responsible for furnishing and installing all equipment and cables associated with the audio system including but not limited to controllers, mixers, speakers, cables, or audio monitors.

o Contractor will be responsible for furnishing and installing all wall or ceiling mounted recessed speakers. Contractor will be responsible for any wiring, connectors, or hardware necessary for connecting speakers to the audio system.

A/V Racking Equipment:

• Contractor will provide server racks for all video display wall power supplies, network switches, display wall processor, audio equipment, other misc. A/V equipment, etc. The racks shall also house Client owner furnished PCs being used as inputs to the AV system.

• Fiber optic tie-in between racks and room devices shall be provided

• Include optional Automatic Transfer Switch for redundant rack power switching.

• Include all necessary cables, accessories and hardware necessary

• All rack locations shall be mapped out, engineered and reserved for future installation requirements.

• The rack assemblies for this project include shelves; exhaust fans, lacing bars, vertical cable risers, front/rear-perforated doors and access (if required) to the raised access floor.

• Each rack shall come with Power Distribution Units (PDUs) for power connectivity.

All rack mounted AV components will be directly plugged into the PDUs.

• Client (and/or its General Contractor) shall provide a ladder cable tray above the tech room racks if not already in place to facilitate cables from City server, switching, or control rooms.

• Contractor shall be responsible for providing floor tile cutouts below each rack according to an approved floor plan. Floor tiles shall be installed to ensure proper cooling, air floor and floor access in front and behind AV racks.

• All equipment will be rack mounted and interconnect cabling will be terminated and tested prior to shipment to Client.

General Cabling and Containment:

• Client or others will install and supply dedicated trunking for the audiovisual services; this may consist of conduit or trays to each location where displays, racks, cameras, etc. are required.

• All cables and cableways shall be fully detailed in drawings and submitted to the project team before any onsite instruction or laying is initiated.

• Where cabling exits walls, ceilings, floors or tables they will emerge through individual grommets. All cables shall be appropriately screened, sleeved and permanently labeled.

• Within racking structures all cabling shall follow a methodical and logical path and be fixed where possible with velcro or cable ties to allow ease for maintenance and troubleshooting. All cabling provided by Contractor shall be appropriately rated for its particular use and in compliance with local codes

Project Management, Delivery, Logistics:

• A dedicated project manager is required to attend weekly meetings, whether on-site or via video conferencing.

• Project coordination with City teams, subcontractors and engineers will be necessary to ensure tech/server room and RTIC workspace requirements are met.

• Project manager will provide supervision at all times during installation, testing and training of Fremont personnel.

Documentation:

Design Documentation: Contractor shall provide design documentation consisting of design calculations, construction plans, and schematics of the planned video wall system architecture and tie-ins to the electrical system and the RTIC server room. Additionally, the Contractor shall provide a complete list of bill of materials, with model numbers, serial numbers, quantities and warranty information for review. The design documentation submitted shall adequately address the complete design of all elements of the video display wall system and all other technical equipment within the RTIC.

Manuals: Contractor shall submit the following types of manuals for the video wall system prior to training:

o Installation Manual: This manual shall describe the installation procedures for all components, subassemblies, and assemblies.

o User Manual: This manual shall describe how the equipment is to be operated.

The user manual shall include control layouts and displays for operating a fully functioning video wall.

o Maintenance Manual: This manual shall describe the maintenance procedures for all components, assemblies and subassemblies. The manual shall include information on preventative maintenance and repairing the equipment, hardware, software, connections, interfaces, and cabling as applicable.

o System Documentation and Integration Manual: This manual shall describe the overall module and option numbers, give a functional description for each system element, and explain how they function together in a complete operational system.

It shall also include detailed specifications prepared by the manufacturer for the products supplied by the Contractor.

o Software Manual: This manual shall fully document the system management software including full descriptions of functions, flowcharts, and utilities required to support and configure, as well as listings and associated descriptions for complete operation of software programs. Software manual shall describe the operation of the software, including all the features of the graphical user interface.

Packing and Shipping:

• Contractor will be responsible for all logistics associated with shipping and handling of products supplied. Drop location and equipment staging area shall be determined ahead of time and Contractor assures that deliveries are affected in the quantities, within the times, and in accordance with each manufacturer’s shipping instructions.

Site Conditions

• Consoles shall not be delivered to site until the space in which it is to be installed is ready to receive them.

• Contractor shall provide labor and the required supervision for the installation of all its furniture components in the RTIC.

• Removal and disposal of any packing material will be the responsibility of the

Contractor.

• Contractor will meet with Client and other designated parties as specified for coordination meetings prior to commencement of work and/or installation.

Testing and Acceptance Criteria:

• A test plan shall be developed by the Contractor. Test plan should include the following testing phases below. The Contractor shall be responsible for conducting and documenting the test results. The Contractor shall be responsible for the maintenance of all equipment furnished and installed until final acceptance and any unsuitable materials will be replaced by the Contractor at no additional cost to the Client. The test plans shall be submitted to the FPD project managers for review and approval.

• Pre-Installation Component Test: Testing all electrical and mechanical components of the video wall system to verify compliance with manufacturer’s and RFP requirements. This test plan shall be completed by the Contractor and approved by FPD project managers before materials are delivered to the RTIC Center.

• System Acceptance Test: Testing the video wall to ensure it is properly installed and all components function as a system to meet the RFP requirements. This test shall take place after the entire video wall system is installed in the RTIC. A test plan shall be completed by the Contractor and approved by FPD project managers a minimum of one week before the testing on site is scheduled.

• System Burn-In: The system shall operate without failures for a burn-in period of 60 days. Any issues or repairs that arise during this time are the responsibility of the Contractor. The Contractor shall respond to any major or critical issues within 24 hours. Any major or critical issue to the video wall will restart the burn-in period.

• Final Acceptance: Final acceptance shall be issued upon completion of the system burn-in period and verifications that all project requirements have been met.

Warranty period will begin upon final acceptance.

System Training:

• Contractor shall schedule and provide 2 training sessions after the initial installation as required for relevant parties of Client. Contractor will schedule general user training and administrative user training sessions for all parties.

• Training Materials: The Contractor shall provide all materials and instructors for the training. The training material shall be tailored to represent both the video wall features installed at the RTIC (both hardware and software). The Contractor is responsible for providing up to 5 hard copies of the training materials and one electronic copy.

Service Level Agreement:

• Contractor: 3-year 24/7 service and support to include onsite response time for

Tier 1 emergencies. Unlimited phone and email support.

• Manufacturer: The Contractor shall provide all manufacturers’ warranty (parts, software, labor) for all hardware provided as part of their video wall solution. The warranty period shall begin at final acceptance of the video wall system. Warranty for the entire video wall system shall be 3 years.

• Extended Warranty: If manufacturers’ warranty does not meet the 3-year requirement, Contractor shall include extended warranty costs in their cost proposal.

Commencement of work indicates acceptance of existing conditions and requirements.

Vendor Requirements:

1. Contractor must have experience specializing in the integration of console furniture and audio/visual equipment into mission-critical command centers designed for 24/7operation, preferably of government agencies.

2. Contractor shall provide examples of at least 3 similar Real Time Information Center or command center projects with video display-wall installations successfully completed within the past 3 years, preferably of government agencies with mission critical command centers designed for 24/7operations.

3. Contractor shall provide client references for each of the above documented installations.

4. Contractor shall provide an in-person or virtual presentations/demonstration of the proposer's suggested design, technology, hardware, and software solutions to the requirements laid out in this RFP.

5. Contractor must have on-staff maintenance and installation technicians (a minimum of two). These technicians must be within a reasonable distance of the RTIC, to support a warranty/maintenance repair request from RTIC to the selected vendor/contractor.

EXHIBIT 2

SELECTION PROCESS AND CRITERIA

REAL TIME INFORMATION CENTER

Short-List Selection Process A review committee will evaluate all responses to the RFP that meet the submittal requirements and the submittal deadline. Submittals that do not meet the submittal requirements or the deadline will not be considered.

The proposals will be ranked and a short-list of consultant firms will be established and contacted for interviews, if necessary. It is anticipated that short listed consultant firms will be limited to three (3).

Final Selection Process A single set of interviews with the top-ranking firms may be held in order to establish the final ranking. Approximately thirty minutes will be allowed for presentations and fifteen minutes for questions by the selection panel. The consultant's proposed Project Manager must lead the presentation.

A selection panel composed of City staff will evaluate and rank the finalist teams. Final ranking of consultants will be based both on the proposal and ratings from the interview.

Selection Criteria The Proposals will be evaluated using the following criteria:

Qualifications and specific experience of key project team members.

Ability to respond in a timely manner.

Overall and local public sector clients experience with engagement of similar scope and complexity.

Satisfaction of previous clients of similarly-sized projects involving government or California law enforcement agencies, if available.

Quality and completeness of the…