RFP 6404 Attachment A Requirement Spreadsheet.xlsx
XLSX spreadsheet 41 KB Posted
- Solicitation number
- RFP 6404
- Issued by
- Jefferson County, Lakewood City, Colorado
About this file
The document is a detailed Request for Proposal (RFP) 6404 Attachment A Requirements Spreadsheet for the City of Lakewood, Colorado, seeking a comprehensive Audio Visual (AV) Upgrade Services project for municipal courtrooms. The project involves implementing a digital management solution for retrofitted courtrooms, including advanced audiovisual technology infrastructure with specific requirements such as six microphone locations in each courtroom, ceiling speakers, 75" commercial-grade LED TVs, and integration with LifeSize ICON 800 video conferencing technology. The scope includes system configuration, programming, testing, documentation, staff training, and ongoing support services, with vendors required to provide detailed implementation plans, system administration capabilities, and comprehensive technological and information security compliance.
The RFP emphasizes rigorous technology and security requirements, including compliance with WCAG AA standards, performance guarantees, robust security controls, and detailed documentation of data protection, access management, and incident response protocols. Vendors must demonstrate capabilities in areas such as source code quality control, release management, disaster recovery planning, and environment monitoring. Additional requirements include providing company financial information, municipal references, system administration features, and detailed technical specifications for hardware and software integration. The project appears to be funded by the City of Lakewood and requires vendors to have extensive experience in municipal technology solutions, with a strong emphasis on secure, user-friendly, and comprehensive audiovisual system implementation for public safety building courtrooms.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 6404.pdf | ||
| RFP 6404 Attachment B Vendor Security Controls Questionnaire 2025.xlsx | XLSX spreadsheet |
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Systemwide
| No. | Category | Title | Description | Included out-of-box | Included, but needs custom development | Additional information for City consideration |
| A | Company Information | |||||
| Years in business | How many years have you been in business? | |||||
| Financial Reports | Please provide high-level financial reports for the last five years. | |||||
| Five year plan | Please provide a statement about your business plans for the next five years. | |||||
| Municipal References | Please provide three customer references, preferably municipalities or companies local to Colorado that use your company's software, include company name and contact information. | |||||
| B | System Adminstration |
| Administrator Experience | Administrator Friendly Interface | Does the System provide a user-friendly interface that does not require HTML, CSS, scripting, etc. skills to configure event offerings (i.e. drag & drop, drop-down, rich-text editing, etc.)? | |
| Notifications | Alert Notifications | Does the System communicate system issues or errors to vendor and IT adminstrators? Is this a visual notification or digital? | |
| System Modification | Does the System communciate when changes have been made to the system, including configurations? | ||
| Update Preview | How is the System updated and what does that process look like from an administrative perspective? | ||
| Alert Adminstration | Does the System provide adminstration of alert notifications? Please explain. | ||
| C | Municipal Courtroom Technology | ||
| Digital Management Solution | Digital Management solution for managing and monitoring AV devices in the retrofitted courtrooms including a touch screen control Interface for convenient control of audio levels (input and output) of all participants including remote participants in the For the Record (audio recording) and LifeSize environment including video control of Lifesize camera functionalities for pan, tilt, and zoom adjustments. | ||
| AV Network Infrastructure | The solution will include necessary AV infrastructure including controllers, network switches, etc that are needed to support the proposed system | ||
| AV Infrastructure | This should include the necessary mixers, amplifiers, etc to support the proposed solution | ||
| Audio Inputs | The courtrooms will require setup and configuration of six microphones in each courtroom, in the following locations: | ||
| - Judge's Desk | |||
| - Witness Box | |||
| - Jury Box | |||
| - Defense Team Desk | |||
| - Prosecution Team Desk | |||
| - A centrally positioned or mobile mic for use as needed. | |||
| Audio Outputs | Courtroom Speakers - The Courtrooms will require installation and configuration of ceiling speakers and necessary mounting solutions. | ||
| Video Inputs | The proposed solution will need to provide a solution to play standard video file (MP4, etc) playback, via USB thumbdrive, onto the courtroom TV | ||
| Video Outputs | The courtrooms will require a TV upgrade for in person video viewing. This includes the removal of old TV's and mounting hardware and the installation and coinfiguration of 75" commercial grade LED TV's, TV tilt mounts (for optimal viewing angles) & power strips. | ||
| LifeSize ICON 800 Integration | The proposed Digital Management solution will need to integrate and support the Municipal Courts LifeSize technology for seamless audio and video conferencing capabilities. the LifeSize Icon 800 system to be located in the AV rack located in each courtroom. | ||
| - Lifesize Icon 800 - 10x Optical PTZ Camera - Phone HD, Dual Display, 1080P Codec, includes link adapter | |||
| - Lifesize Icon 800 DSS | |||
| - Lifesize 15M Link Cable | |||
| Vendor Implementaiton and Testing Services | These services include configuration of the proposed system: Programming of the system to ensure seamless integration and functionality of all installed components and comprehensive testing of the entire AV system to verify proper operation and compatibility. | ||
| Vendor Documentation Services | Documentation Services will include the provision of detailed documentation outlining system configuration, system diagramming, operating instructions, and trouble shooting guidelines. | ||
| Vendor Training Services | Training will include in-person training sessions for IT and Muncipal Corut staff to educate on the proper operation and administration of the implemented AV system and integrations. | ||
| Vendor Support and Maintenance Services | Vendor Support and Maintenance shall include both technical and business support for Lakewood IT and Municipal Court staff to address any post-installation inquiries, issues, or maintenance requirements, 7 days a week and during the hours of 7am - 6pm. On Call if necessary. | ||
| D | Implementation and Support Services | ||
| Implementation Services | System Implementation Services | Describe the implementation services that will provided as part of this project. | |
| Configuration Testing | Describe how the System facilitates system configuration testing from a user experience perspective. | ||
| Change Mgt | When making changes how are we notified. | ||
| Project Management | Describe your project management approach. | ||
| How do you keep the team apprised of project status? Risks/issues? | |||
| Support Services | Vendor Support Model | Describe your customer support model (i.e. availability, SLA's etc.) | |
| Training Approach | Describe your training approach for Administrators (during implementation and post-implementation). | ||
| Training Materials and Documentation | What training materials and documentation are available for Administrators? | ||
| E | Technology and Information Security Requirements | ||
| Compliance | Regulatory | Describe how the System meets compliance requirements for: |
-- The latest WCAG AA standards (required per HB 21-1110) --Storage and transmission of PII
| Performance | Load Time | Does the System guarantee fast page load, reporting, and search performance (i.e.: 2-3s)? |
| Product Management | Code Quality | Describe your source code quality control process. Do you use source code security analyzers? |
| Release Management | Describe your release management approach: |
- frequency and process for deployment of updates/upgrades
- customer involvement in the testing process (UAT), if any, before a new release is deployed into production
- communication about upcoming features and their targeted availability
| SDLC | Describe your SDLC process. | |
| Security & Risk Management | Disaster Recovery & Incident Response | Provide information about your Disaster Recovery and Incident Response Plans including the testing cycle and the date of the last test. |
| Business Continuity Planning | How have you assisted clients with developing business continuity plans for your solution, should a major issue occur? | |
| Environment Monitoring | Provide information about penetration testing, vulnerability scanning, intrusion detection, and other monitoring of your environment. Be ready to provide recent security scan and penetration test results. AV Hardware and Software: firmware and software updates and patching, default configs | |
| Incident Notifications | Describe your customer notification procedure for security incidents. | |
| Internal Controls Validation | Provide your SOC2 or equivalent audit report to show independent validation of your internal controls. | |
| Major Incidents | Provide a list of major incidents that have affected availability of your services in the last three (3) years. | |
| Security Control Audit | Do you allow your customers to periodically audit your compliance with security controls? | |
| Data Protection | How is data protected in transit and at rest if recordings are stored. | |
| Access Control | Is there a formal process to review user access? | |
| Privacy | Provide list of data collected, how it's used and whom it is shared with, by service. | |
| Uptime | Provide uptime statistics for the last (1) year. | |
| System Architecture | Components | List any components (e.g., Java, .NET, vendor custom components) that need to be installed on users' machines. |
| Data Encryption | Describe the System/Devices communication encryption. | |
| Environments | Describe segregation of customer environments (for both data and application configuration). If AV devices are networked for ease of control and content delivery these connections should be properly isolated (e.g., on a separate VLAN) and have strong access controls. | |
| Hardware Peripherals | List any hardware peripherals that are needed on the user side as a part of the overall solution and how they are secured and hardened. | |
| Hosting | Provide information about your hosting environment (high-level architecture, cloud platforms used, redundancy/high availability, etc.) | |
| Is data hosted exclusively in US-based datacenters? | ||
| Interfaces/3rd party integrations | Describe supported integration/interfacing methods (API calls, RSS feeds, authentication methods etc.); include all required and optional network ports that will be used by users and interfaces. | |
| Single Sign On | Does the System allow for single sign-on (SSO) integration for staff and Administrators using common cloud based authentication protocols? | |
| MFA | Describe supported authentication and authorization methods, i.e. MFA capability (Entra). | |
| Web Browsers | List supported web browsers. | |
| User Management | Roles and Permissions | How does the System manage permissions in order to allow varying levels of access across roles and modules? |
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