RFP Body Worn Squad and Camera Systems.pdf

City of Kingsland

Request for Proposal Body Worn and Squad Camera Systems

For Kingsland Police Department

RFP #COK 24-001

Due Date: October 24, 2023 @ 2:00 PM

CITY OF KINSLAND, GEORGIA RFP #COK24-001

WWW.KINGSLANDGEORGIA.COM Body Worn & Squad Camera Systems

Section I. INVITATION

The City of Kingsland Police Department is soliciting proposals from qualified companies to provide the department with officer-worn body cameras and squad camera systems. In addition, companies must provide a video storage solution, that partners with the provided body-worn cameras and squad cameras, to store, manage, retrieve, and share captured digital video.

Qualified companies will also provide a Service Agreement which includes service on equipment, hardware, and software for 5 years.

Potential Vendors must demonstrate experience in designing and maintaining body-worn cameras, squad cameras, and backend server solutions. The intent of this request for proposals is to acquire body-worn and squad video cameras for public safety use that offer ease of use, functionality, recording, and storage capabilities. Potential vendors shall only submit one proposal per firm.

Proposals that do not conform to the mandatory items as provided in the proposal instructions will not be considered.

Based upon the results of the review and evaluation, the City may decide to proceed with an offer to one or more companies to furnish and potentially deploy units on a permanent basis throughout the City of Kingsland Police Department.

Section II. GOALS AND OBJECTIVES

The intent of this request for proposals is to acquire body-worn and squad video cameras.

Potential Vendors will also be required to provide training on the use of body cameras and storage systems. All proposals submitted must address the key components discussed in the Technical Information and Requirements section.

Section III. GENERAL CONDITIONS

TERMS

The agreement that results from this RFP will be a contract for a period of 5 years. This agreement may be extended, on the same terms and conditions for an additional 1-year term, if the City exercises the option to do so.

DESIGNATED CONTACTS

Any explanation desired by a potential vendor regarding the meaning or interpretation of any RFP provision or questions must be submitted in writing via email to Rick Evans, Chief of Police, no later than 5:00 p.m. on October 12, 2023. Chief Rick Evans is the only individual who may be contacted regarding the RFP and all inquiries should be sent to revans@kingslandga.gov.

Responses to the questions will be provided to all parties who have requested copies of the RFP announcement by way of email.

http://www.kingslandgeorgia.com/ mailto:revans@kingslandga.gov

CITY OF KINSLAND, GEORGIA RFP #COK24-001

WWW.KINGSLANDGEORGIA.COM Body Worn & Squad Camera Systems

SCHEDULE OF EVENTS

Request for Proposal Release October 3, 2023 The deadline to submit written questions October 12, 2023 by 5:00 PM

Response to written questions October 17, 2023 by 5:00 PM Proposal Due Date October 24, 2023 @ 2:00 PM

REFERENCES

The City of Kingsland Police Department reserves the right to check any reference(s), regardless of the source of the reference information, including but not limited to, those that are identified by the company in the proposal, those indicated through the explicitly specified contacts in those that are identified during the review of the proposal, or those that result from communication with other entities involved with similar projects.

COMMUNICATION WITH STAFF

From the date the RFP is issued until a contract is executed, communication regarding this project between potential vendors and individuals employed by the City of Kingsland Police Department and/or the City of Kingsland is prohibited. Only written communication with the procurement contact, of this Request for Proposal, is permitted.

Once a determination is announced regarding the selection of a vendor, the Vendor will be permitted to speak with the person(s) participating in contract negotiations.

Violation of these conditions may be considered sufficient cause to reject a vendor’s proposal and/or selection irrespective of any other condition.

The following exceptions to these restrictions are permitted:

Contacts made pursuant to any pre-existing contracts or obligations; and Presentations, key personnel interviews, clarification sessions or discussions to finalize a contract, as requested by the City of Kingsland Police Department and/or the City of Kingsland.

PROPRIETARY INFORMATION

All information and data contained in the proposal becomes the property of the City of Kingsland Police Department and becomes public information upon opening the proposal.

If the Potential Vendor wishes to have any information withheld from the public, such information must fall within the definition of proprietary information contained within the state’s Public Record statutes.

All proprietary information the Potential Vendor wishes the City to withhold from the public must be submitted in a sealed package, which is separate from the remainder of the bid. The separate package must be clearly marked PROPRIETARY on the outside of the package.

APPLICABLE LAW

The laws of the State of Georgia shall govern, and the appropriate venue and jurisdiction for any litigation which may arise hereunder will be in those courts located in the State of Georgia, regardless of the place of business, residence or incorporation of the Vendor.

CITY OF KINSLAND, GEORGIA RFP #COK24-001

WWW.KINGSLANDGEORGIA.COM Body Worn & Squad Camera Systems

Section IV. PROPOSAL SUBMISSION AND PROPOSAL PROCESS FORMAT

The Potential Vendor shall submit one clearly labeled original and six copies of their proposal. The name of the Potential Vendor firm shall be indicated on the spine and/or cover of each binder.

Proposals shall be signed by an authorized representative of the offeror. All information requested must be submitted. Failure to submit all information requested may result in the City of Kingsland Police Department requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Mandatory requirements are those required by law or such that they cannot be waived and are not subject to negotiation.

Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Elaborate brochures and excessive promotional materials are not required or desired.

All proposals must be submitted in a sealed envelope plainly marked with the name and address of the Potential Vendor and the RFP number and title. No responsibility will be attached to the City of Kingsland Police Department, the City of Kingsland, or any official or employee thereof, for the pre-opening of, post-opening of, or the failure to open a proposal not properly addressed and identified.

Bid proposal documents must be submitted in a SEALED envelope and submitted to either address listed below. Submissions must be marked with RFP #COK 24-001, due date, and the firm’s name and address. Please review all documents pertaining to this request before submitting requested information.

U.S. Postal Service: FEDEX/UPS Deliveries:

City of Kingsland City of Kingsland Linda Johnson, Purchasing Agent Linda Johnson, Purchasing Agent P.O. Box 250 105 West William Ave.

Kingsland, GA 31548 Kingsland, GA 31548

SEALED bid proposals will be accepted until the time and date specified herein. All bid proposals are due no later than 2:00 PM on Tuesday, October 24, 2023. Proposals received after the required time will NOT be accepted. The City of Kingsland will not be held liable for misdirected deliveries nor deliveries that are late due to shipping carrier. The bid opening will be held in the City Hall Council Chambers located at 107 South Street, Kingsland, GA.

NEITHER FAXED NOR EMAIL PROPOSALS ARE ALLOWED AND WILL NOT BE CONSIDERED.

All technical questions regarding the Scope of Work in this request shall be directed to:

Rick Evans, Chief of Police

PH: (912) 729-8250

Email: revans@kingslandga.gov mailto:lspell@kingslandgeoriga.com

CITY OF KINSLAND, GEORGIA RFP #COK24-001

WWW.KINGSLANDGEORGIA.COM Body Worn & Squad Camera Systems

All submission questions regarding this request shall be directed to:

Linda Johnson, Purchasing Agent

PH: (912) 729-8113

Email: ljohnson@kingslandgeorgia.com

PROPOSAL REQUIREMENTS

The Potential Vendors shall provide the appropriate information in sufficient detail to demonstrate that the evaluation criteria have been satisfied as specified. To allow for easier comparison of proposals during evaluation, proposals should contain the following sections and attachments and be arranged in consecutive order.

Executive Summary. This section shall serve to provide the City of Kingsland Police Department with the key elements and unique features of the proposal by briefly describing how the Potential Vendor is going to provide the best solution. The Executive Summary should include a schedule of major milestones to accomplish the implementation.

The Executive Summary should also include a list of high-risk or problematic areas that were identified during the proposal process that are reasons for concern. Potential Vendor will not be evaluated in this paragraph and cannot lose evaluation points for listing areas of concern. These concerns will be addressed with the successful Vendor during negotiations.

Experience & References. Provide a list of at least three (3) references where you have provided similar goods and services including name, address, contact name, phone number, number of years each has been using your system, and corresponding interfacing systems that will be used by the Department.

Staff Qualifications and Availability. Provide information concerning the experience, background and resumes of those persons who would actually perform work on the project. Indicate the present workload of the project staff to demonstrate their ability to devote sufficient time to meet the proposed schedule.

Conceptual Treatment of Project and Work Plan. Describe in more detail the approach to the project. Include a preliminary project plan that includes the Potential Vendor’s concept of the project including the methodology to be used, the proposed timeline, and the major deliverables to be produced. In addition, the Potential Vendor must provide and specify the roles and responsibilities of the City, the Potential Vendor, and any companies providing the video storage solution. Include any assumptions and constraints.

License Agreement, Software Maintenance Agreement, and Hosted Agreement must be provided for review and evaluation by the Department.

BUDGET DETAIL WORKSHEET AND NARRATIVE

Proposed budgets must be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities). Budget narratives should generally describe cost mailto:ljohnson@kingslandgeorgia.com

CITY OF KINSLAND, GEORGIA RFP #COK24-001

WWW.KINGSLANDGEORGIA.COM Body Worn & Squad Camera Systems effectiveness in relation to potential alternatives and the goals of the project. The narrative should be mathematically sound and correspond with the information and figures provided in the Budget Detail Worksheet. The narrative should explain how the vendor estimated and calculated all costs, and how they are relevant to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format.

The Budget Narrative must include the following:

Unit price for wearable and squad cameras

Unit price for DVRs

Unit price for microphones

Unit price for camera accessories (mounts, collars, etc.)

Unit price for evidence transfer managers (docking stations)

Annual price for hardware maintenance and support

Annual price for software maintenance and support

Price for servers and other related hardware

Hourly rates for training services

Installation price for cameras and other hardware/software

Specifically, the initial order is estimated to be for body-worn and squad cameras. The equipment pricing will be used for purchases of equipment throughout the term of the contract. All yearly maintenance and support fees shall be provided at a “fixed” per year price. Operation of all software and hardware products shall be warranted for a period of 36 months from the date of acceptance at no additional cost.

Section V. EVALUATION OF PROPOSAL

Proposals will be reviewed by an Evaluation Panel made up of representatives of the Department.

The Evaluation Panel will select a "short list" of qualified Service Providers who will be formally interviewed and may be requested to provide a formal demonstration to the Department. The contract will be awarded to the Potential Vendor whose proposal the Department determines, in its sole discretion, is the most advantageous to the Department and in the Department’s best interest. Evaluations will be based on the required criteria listed, and qualitative evaluation will also be based on:

Ease of solution’s use Ability to meet the requirements of the RFP Scope of Services

Maintenance, training, and support offering

Cost of Services

Acceptance of the Department’s RFP Terms and Conditions

Section VI. WITHDRAWAL OF PROPOSAL

Potential Vendors may request withdrawal of a posted, sealed proposal prior to the scheduled proposal opening time provided the request for withdrawal is submitted to the Department's contact in writing or a proposal release form has been properly filled out and submitted to the Department’s contact. Proposals must be re-submitted and time-stamped in accordance with the RFP document in order to be accepted.

CITY OF KINSLAND, GEORGIA RFP #COK24-001

WWW.KINGSLANDGEORGIA.COM Body Worn & Squad Camera Systems

No proposal may be withdrawn for a period of 90 calendar days after the date of proposal opening.

All proposals received are considered firm offers during this period. The Potential Vendor’s offer will expire after 90 calendar days. If a Potential Vendor intended for an award withdraws their proposal, that Potential Vendor may be deemed non-responsible if responding to future solicitations.

Section VII. REJECTION OF PROPOSAL

The Department reserves the right to reject any and all proposals received by reason of this request.

ADDENDUM TO THE RFP

Any addendum issued for this RFP, will be forwarded to any requestor of the RFP. The City of Kingsland Police Department reserves the right to cancel or amend this RFP at any time.

Section VIII. TECHNOLOGY INFORMATION AND REQUIREMENTS

All potential vendors must provide detailed and specific information on the following characteristics and requirements of their body-worn camera systems.

CAMERA AND SOFTWARE CONSIDERATIONS

Camera Characteristics:

Maximum total combined weight of device to be worn by officers, in ounces Minimum recording capability on a single battery charge, in hours

Minimum storage capacity on the device, in hours

Minimum sustained stand-by battery life without recharging, in hours

Recording indicator visible to the operator

Ability for the officer/operator to turn the recording indicator off and on

Minimum field of vision, in degrees

Low light functionality similar to the human eye

Ability to disable night vision function, Ability to transfer camera between multiple locations on the body, ability for multiple camera mounting options for in car video system. IE front facing, side view, transport area(s)

Maximum number of wire or cable connections for the worn device / In car device Auto-tagging function for date/time, including hours, minutes, and seconds

Additional product literature

Mil810 rating for vibrations, fall, dust and water intrusion

Field upgradability by trained/authorized personnel

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Display and Access:

Ability to view the video in the field Presence of enhanced user authentication

Existence of a log showing users that have viewed and copied the video

Ability to set and control the length of video retention by the System Administrator

Identified management of account administration

Ability to support multiple concurrent user log-ins

Existence of customized search criteria

Built in audio and video redaction capability

Customizable logs/reports

Technical Capabilities:

Capability with existing Department software

System Warranty:

Minimum warranty for all patches, hardware, and software with option to extend warranty

Articulated Return Material Authorization process

Maximum time allowed for replacement of inoperable equipment by the vendor

Qualifications and Experience:

The Potential Vendor shall provide a history of the business including the date established, the type of ownership or legal structure of the business (sole proprietor, partnership, corporation, etc.), the length of time that the firm has been operating as the legal entity, and the length of time the firm has been providing the requested service.

The Potential Vendor shall list the proposed key members of staff to be assigned to the Department’s contract including their roles and estimated participation in delivering the services.

The Potential Vendor shall disclose and explain any litigation, threatened litigation, investigation, reorganization, receivership, filing, strike, audit, corporate acquisition, unpaid judgments or other action that could have an adverse impact on their ability to provide the required needs.

The Potential Vendor shall disclose and explain whether they have been unable to complete a contract, been removed from a contract, or been replaced during a contract period in the past five years.

If selected, Vendor, and any of their employees who work with the video system, must agree to submit and pass a criminal background check.

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Storage

Ability to export video in an industry standard file format

Acknowledgment that all data is property of the Department and must be made available at no additional cost

Clear indication of storage costs and equipment replacement costs. Disclosure of all additional costs.

Ability to export audit trail along with video, including redactions. Identified scope of audit trail.

Identified data integrity.

Capability to produce digitally authenticated duplicates.

Technical Component:

Ability to index data, e.g. officer name, date/time of recording, report number, and type of crime.

Identified technical support and assistance that will include, but not be limited to the following; devices worn by police personnel or installed in squads, docking/charging stations, networking equipment, WAN/LAN connectivity, system software, system upgrades, and video retrieval software and procedures.

Identified areas of expertise and resources available both nationally and locally to provide the requested services.

Described process for video uploading

Supported integration system to support integration for the backup of data (including video and database with audit logs) for data integrity in the event of corruption or malware.

Supported local backend infrastructure in addition to CJIS compliant storage with the ability to migrate in either direction at the discretion of the police department.

OWNERSHIP AND PUBLIC RECORDS

The Department shall own all rights to any data and video that is stored at the Vendor’s host site, (if applicable) with no transfer, conveyance, assignment, or sharing of data ownership to/with the hosting provider, the Department must follow the State’s Retention Records Schedule. It will be the responsibility of the Department to notify the Vendor when the data can be deleted from the Vendor’s host site.

The Department is a public agency as defined by state law, and as such, it is subject to the State’s Public Records Law. Under that law, all of the Department’s records are public records (unless otherwise declared by law to be confidential) and are subject to inspection and copying by any person.

MAINTENANCE AND USER FEES

The Department will not pay software maintenance or support fees until the functions and

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City of Kingsland, Georgia Page 10 features are demonstrated as operational in production. The City shall be entitled to exercise its option to purchase Extended Maintenance for a given option period.

User account fees, if any, will include costs for all subscription licensed software provided by the Vendor, such as third-party modules, middleware, and integration. During implementation, testing, training, validation and integration, the Vendor will provide sufficient numbers of user access accounts to enable the team to achieve a successful "go-live" into production. User Account fees will be based on production system use. Training, Development and Test accounts will not be considered additional users for access purposes.

Section IX. EVALUATION OF SELECTED CAMERAS

Testing Period: The testing period will be performed, and during this time, the Department will evaluate each camera to assess in a static and fluid environment based on the following:

Ease of Camera Use

Camera Functionality

Camera Sturdiness

Video Download Capability

Ease of Storage System

Data Distribution Capability

Account Administration/Storage Right

Vendors who pass the Technical Component evaluation criteria will be required to attend an assigned testing date and will provide training to police officers who will test that proposer’s camera.

Each Potential Vendor will indicate any pre set-up requirements needed from Department staff or equipment required for training. On the assigned training day, each proposer will provide three working test units and training at no cost to the Department. All units undergoing testing will be returned to the proposer at the proposer’s expense following the testing and grading of the units.

Testing Data:

Upon completion of the test period, all data collected during the testing phase will be submitted to the Department in its entirety at no cost and submitted in a readily viewable format.

Data must be indexed and searchable by date and time of recording.

OBSERVANCE OF DEPARTMENT RULES AND REGULATIONS

The Vendor agrees that at all times its employees will observe and comply with all regulations of the City of Kingsland Police Department’s (hereinafter referred to as “Department”) facilities, including but not limited to parking and security regulations.

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INDEPENDENT CONTRACTOR STATUS

Nothing contained in this Contract is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. The Vendor shall at all times remain an independent contractor with respect to the work and/or services to be performed under this Contract. Any and all employees of the Vendor or other persons engaged in the performance of any work or services required by the Vendor under this Contract shall be considered employees or subcontractors of the Vendor only and not of the Department; and any and all claims that might arise, including Worker's Compensation claims under any state’s Worker's Compensation Act, on behalf of said employees or other persons while so engaged in any of the work or services to be rendered or provided herein, shall be the sole obligation and responsibility of the Vendor.

SUBCONTRACTING

The Vendor shall provide written notice to the Department and obtain the Department’s authorization to sub-contract any work or services to be provided to the Department pursuant to this Contract.

ASSIGNMENT OR TRANSFER OF INTEREST

The Vendor shall not assign any interest in the Contract, and shall not transfer any interest in the same either by assignment or novation without the prior written approval of the Department. The Vendor shall not subcontract any services under this Contract without prior written approval of the Department

INSURANCE

Insurance secured by the Vendor shall be issued by insurance companies acceptable to the Department and admitted in this state. The insurance specified may be in a policy or policies of insurance, primary or excess. Such insurance shall be in force on the date of execution of the Contract and shall remain continuously in force for the duration of the Contract.

Acceptance of the insurance by the Department shall not relieve, limit, or decrease the liability of the Vendor. Any policy deductibles or retention shall be the responsibility of the Vendor.

The Vendor shall control any special or unusual hazards and be responsible for any damages that result from those hazards. The Department does not represent that the insurance requirements are sufficient to protect the vendors’ interest or provide adequate coverage.

Evidence of coverage is to be provided. A thirty (30) day written notice is required if the policy is canceled, not renewed, or materially changed. The Vendor shall require any of its subcontractors, if sub-contracting is authorized, to comply with these provisions, or the Vendor will assume full liability of the subcontractors.

The Vendor and its subcontractors shall secure and maintain the following insurance:

adequate workers’ compensation (statutory)

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City of Kingsland, Georgia Page 12 commercial liability in an amount not less than $1 million for injuries including accidental death to any person and subject to the same limit to each person in an amount not less than $2 million where more than one person is involved in any one accident property damage insurance in an amount not less than $1 million.

The Department must be named as additional insured for the term of the agreement.

INDEMNIFICATION

The Vendor agrees to indemnify, defend, and hold harmless, the Department and its officers, agents, officials and employees for any and all third-party claims, actions, causes of action, judgments, and liens to the extent they arise out of any negligent or wrongful act or omission by the Vendor or any of its officers, agents, employees or subcontractors, regardless of whether or not it is caused in part by the negligence of a party indemnified hereunder. Such indemnity shall include attorneys’ fees and all costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein.

LIMITATION OF LIABILITY

Neither party shall be liable for any indirect, incidental, special, punitive, or consequential damages, except with respect to the indemnification obligations of the Vendor herein; this includes liability for claims for personal injury or damage to real or personal tangible property caused by the Vendor’s negligence or tortuous conduct or that if its officers, employees, agents or subcontractors.

NON-DISCLOSURE

The Vendor and Department acknowledge that they or its employees may, in the performance of the resultant Contract, come into the possession of proprietary or confidential information owned by, or in the possession of the other. Neither party shall use any such information for its own benefit or make such information available to any person, firm, corporation, or other organizations, whether or not directly or indirectly affiliated with Vendor or the Department unless required by law.

OWNERSHIP OF MATERIALS

All finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials resulting from this Contract shall become the property of the Department upon final approval of the final report or upon request by the Department at any time before then. The Department at its own risk, may use, extend, or enlarge any document produced under this Contract without the consent, permission of, or further compensation to the Vendor.

INTELLECTUAL PROPERTY

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Unless the Vendor is subject to one or more of the intellectual property provisions in the paragraphs below, the Department owns all rights, title, and interest in all of the intellectual property rights, including copyrights, patents, trade secrets, trademarks, and service marks in any “Work” created, in progress, produced or completed and paid by this Contract. Work covered includes inventions, improvements, discoveries, databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes, or other media.

All Work produced by the Vendor under this Contract will be the exclusive property of the Department and will be surrendered to the Department immediately upon completion, expiration, or cancellation of this Contract. The Vendor may retain a copy of the work for its files in order to engage in future consultation with the Department and to satisfy professional records retention standards. The Vendor represents and warrants that the Work does not and will not infringe upon any intellectual property rights of other persons or entities.

Each party acknowledges and agrees that each party is the sole and exclusive owner of all rights, titles, and interests in and to its services, products, software, source and object code, specifications, designs, techniques, concepts, improvements, discoveries, and inventions including all intellectual property rights thereto, including without limitations any modifications improvements, or derivative works thereof, created prior to, or independently, during the terms of this Contract. This contract does not affect the ownership of each party’s pre-existing, intellectual property. Each party further acknowledges that it acquires no rights under this Contract to the other party’s pre-existing intellectual property, other than any limited right explicitly granted in this Contract.

RETENTION OF RECORDS

The Vendor shall retain all records pertinent to expenditures incurred under this Contract in a legible form for a period of six years commencing after the letter of contract close-out or resolution of all audit findings. Records for non-expendable property acquired with funds under this Contract shall be retained for six years after the final disposition of such property.

SEVERABILITY

If one or more provisions of the resultant Contract, or the application of any provision to any party or circumstance, is held invalid, unenforceable, or illegal in any respect, the remainder of the Contract and the application of the provision to other parties or circumstances shall remain valid and in full force and effect.

CONTRACT AMENDMENTS

No modification or amendment to the Contract shall become valid unless in writing and signed by authorized representatives of both parties. All correspondence regarding modifications or amendments to the Contract must be forwarded to the Department for prior review and approval.

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Local Vendor Preference For purchases, bids, proposals or contracts less than $100,000 the local vendor may be given an opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 5% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality, service and conditions, then the local vendor shall be awarded the contract. (See City of Kingsland Purchasing Ordinance for complete guidance.)

TERMINATION

The Department may cancel this Contract for any reason without cause upon thirty (30) days’ written notice. Both the Department and the Vendor may terminate this Contract if either party fails to fulfill its obligations under the Contract in a proper and timely manner or otherwise violates the terms of this Contract. The non-defaulting party shall have the right to terminate this Contract if the default has not been cured after ten (10) days’ written notice or such other reasonable time period to cure the default has been provided. If termination shall be without cause, the Department shall pay the Vendor all compensation earned to the date of termination.

If the termination shall be for breach of this Contract by the Vendor, the Department shall pay the Vendor all compensation earned prior to the date of termination minus any damages and costs incurred by the Department as a result of the breach. If the Contract is canceled or terminated, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared by the Vendor under this Contract shall, at the option of the Department, become the property of the Department, and the Vendor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination.

Notwithstanding the above, the Vendor shall not be relieved of liability to the Department for damages sustained by the Department as a result of any breach of this Contract by the Vendor.

The Department may, in such event, withhold payments due to the Vendor for the purpose of set-off until such time as the exact amount of damages due to the Department is determined.

The rights or remedies provided for herein shall not limit the Department, in case of any default by the Vendor, from asserting any other right or remedy allowed by law, equity, or by statute.

The Vendor has not waived any rights or defenses in seeking any amounts withheld by the Department or any damages due the Vendor.

Required Information to be Submitted

1. Itemized Budget Detail Worksheet for:

a. Body Work Cameras

b. Interview Room

c. Fleet)

2. Reference Page

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3. Acknowledgement of Addendum (if applicable)

4. Bid Proposal Signature Page

5. Copy of firm’s current Certificate of Insurance

6. Copy of signed W-9

7. Contractor E-Verify (must be a Notarized Origin

8. Sub-Contractor E-Verify (if applicable-must be notarized)

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Reference Page

CONTRACTOR NAME:

Contractors are expected to provide three (3) references with accurate contact information.

Every proposal must include this sheet (or an exact replica) to facilitate proposal evaluation.

This is a requirement that will not be waived.

Name of Business _______________________________________________________

Address _______________________________________________________________

Contact Person ________________________________________________________

Telephone Number ______________________________________________________

Years dealing with your Company ___________________________________________

Name of Business _______________________________________________________

Address _______________________________________________________________

Contact Person ________________________________________________________

Telephone Number ______________________________________________________

Years dealing with your Company ___________________________________________

Name of Business _______________________________________________________

Address _______________________________________________________________

Contact Person ________________________________________________________

Telephone Number ______________________________________________________

Years dealing with your Company ___________________________________________

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Addendum Acknowledgement Form

The undersigned acknowledges receipt of the following addenda to the Documents

Addendum No. ____________________________ Dated ______________________

Addendum No. ____________________________ Dated ______________________

Addendum No. ____________________________ Dated ______________________

Addendum No. ____________________________ Dated ______________________

Addendum No. ____________________________ Dated ______________________

Addendum No. ____________________________ Dated ______________________

Failure to submit acknowledgment of any Addendum that affects the Bid prices is considered a major irregularity and will be cause for rejection of the bid.

Company

Signature

Title

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Bid Proposal Signature Page

“I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Company Name: Person Authorized to Sign:

Name: ________________________________ Name: ______________________________

Address: ______________________________ Title: _______________________________

City: _________________________________ Signature: ___________________________

State: ________________Zip______________ Phone: _____________________________

Fax: __________________________________ E-Mail: _____________________________

This ____________ Day of ___________________________, 2023