RFP RQS RBAA 2019-0099, DVES.pdf

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In-Car Digital Evidence Recording System
Solicitation number
RFP RBAA 2019000099 4
Issued by
Broomfield County, Denver City, Colorado

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RFP RBAA 2019-0099: Digital Video Evidence System

This Request for Proposal (RFP) is issued by the Colorado Department of Public Safety (CDPS) for the replacement and enhancement of the Digital Video Evidence System (DVES), a secure law enforcement platform used by the Colorado State Patrol for storing, managing, and accessing video, audio, and photographic evidence. The procurement seeks to supply up to 170 systems per year over approximately five years, with components including hardware (core DVES services, uploading/routing, application server, database equipment, in-car cameras, in-car data storage, cellular and Wi-Fi connectivity solutions), software (host system and infrastructure software compliant with national standards), and comprehensive services (implementation, migration, conversion, training, and ongoing maintenance and support). The DVES system must function across marked and unmarked Colorado State Patrol vehicles of various makes and models and support mobile data uploads via cellular service throughout the state as well as Wi-Fi connectivity at 40 different locations. Sealed proposals were due February 15, 2019, at 1:00 p.m. Mountain Time, with public opening scheduled for February 15, 2019, at 1:15 p.m. A testing period was estimated for March 18 through April 30, 2019, requiring selected vendors to deliver and install a complete system in a state vehicle at Golden, Colorado at vendor expense. Notice of Intent to Award was estimated for May 17, 2019, with final award anticipated June 4, 2019.

The RFP requires offerors to submit separate technical and price proposals with a completed signature page, cover letter addressing the Statement of Work requirements, vendor references from comparable state patrol agencies within the last five years, a detailed price proposal and timeline, a W-9 form, and an EFT Direct Deposit Authorization Form post-award. Vendors must demonstrate at least five years of experience managing and performing similar projects and provide resumes of key personnel. A 5 percent preference is available for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) certified through the U.S. Department of Veterans Affairs, provided they meet minimum specifications. Cost proposals must remain valid for 180 days. All awarded contractors must comply with Colorado Cyber Security Policies, including network firewall provisioning, intrusion detection, and annual security testing, as well as Center for Internet Security standards. The State reserved the right to cancel or narrow the scope of the RFP in its sole discretion and is not liable for any costs incurred prior to issuance of an executed contract.

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RFP RBAA 2019-0099 Page 1 of 9 f COLORADO DEPARTMENT OF PUBLIC SAFETY

SIGNATURE PAGE

RFP#: RBAA 2019-0099

Title: Digital Video Evidence System (DVES)

DATE DUE: February 15, 2019, 1:00p.m. MT

ISSUING OFFICE: This Request for Proposal (RFP) is issued by the Colorado Department of Public Safety (CDPS), Executive Director’s Office. The CDPS Procurement Office is the sole point of contact concerning this solicitation.

Issuing Office Address: Colorado Department of Public Safety

Procurement Office 700 Kipling Street

Denver, CO 80215

SEALED PROPOSALS ACCEPTED AT THE ISSUING OFFICE ONLY. FACSIMILE (FAX) OR EMAILED

PROPOSALS WILL NOT BE ACCEPTED. LATE PROPOSALS WILL NOT BE ACCEPTED.

FEIN _________________________________________________ DATE _____________________________________ ^Enter your FEIN or SSN as registered on Colorado VSS.

NAME OF COMPANY ______________________________________________________________________________

ADDRESS ________________________________________________________________________________________

CITY _______________________________________ STATE ____________________ ZIP CODE ______________

PHONE ____________________________________________ FAX _________________________________________

EMAIL ADDRESS _________________________________________________________________________________

My company is registered on Colorado VSS. Enter Colorado VSS/Vendor Contractor #:___________________________

Indicate if your company is Service-Disabled Veteran-Owned Small business:

Yes No Indicate if your company is Woman-Owned Yes No

PRINT NAME OF COMPANY REPRESENTATIVE______________________________________________________

TITLE:____________________________________________________________________________________________

SIGNATURE OF COMPANY REPRESENTATIVE_______________________________________________________ Handwritten ORIGINAL signature by an authorized officer or agent of the vendor

SIGN AND RETURN THIS PAGE WITH PROPOSAL SUBMISSION

RFP RBAA 2019-0099 Page 2 of 9

TABLE OF CONTENTS

SIGNATURE PAGE

*SIGN AND RETURN THE SIGNATURE PAGE WITH PROPOSAL

SUBMISSION

1.0 GENERAL 3

1.1 Vendor Self Service System (VSS) and Registration 3

1.2 Type of Award 3

1.3 Contractual Obligations 3

1.4 Schedule of Activities 3

1.5 Binding Proposal 3

1.6 Service Disabled Veteran owned Small business (SDVOSB) 4

1.7 Proposal Submission 4

1.8 Modifications 5

1.9 Public Opening of Proposals 5

1.10 Award & Evaluation criteria 5

1.11 Audits 5

1.12 Oral Presentations 5

1.13 Protested Solicitations and Awards 5

1.14 Confidential/Proprietary Information 5

1.15 Procedures for Submission of Confidential or Proprietary Information 5

1.16 News Releases 6

1.17 Certification of Independent Price Determination 6

1.18 Taxes 6

1.19 Cyber Security 6

1.20 State Rules and Regulations 7

2.0 PROJECT SPECIFICATIONS 7

2.1 Purpose 7

2.2 Specifications of Goods and Services 8

3.0 PROPOSAL SUBMISSION, FORMAT AND GUIDELINES 8

EXHIBITS DESCRIPTION

Exhibit A Statement of Work Exhibit B Proposal Submission Exhibit C Evaluation & Award Exhibit D Price Proposal and Timeline Exhibit E Current Year State Substitute W9 Exhibit F EFT Direct Deposit Authorization Form

Attachment I State of Colorado Information Security Office Attachment II System Security Plan

Exhibit G Draft State Contract Exhibit H Sample Option Letter Exhibit I Information Technology Provisions Exhibit J FBI CJIS Addendum Exhibit K CDPS Network VPN Guest Wireless Acceptable Use Agreement Exhibit L State of Colorado Non-Disclosure Confidentiality Agreement Exhibit M Vendor Disclosure & Notification Form

RFP RBAA 2019-0099 Page 3 of 9

1.0 GENERAL

1.1 Vendor Self Service System (VSS) and Registration

This solicitation is published using the Colorado Vendor Self Service System (VSS). VSS and its registration information may be found through the following link: https://www.colorado.gov/vss. System availability, errors, rejections, etc. will not be a basis for exception to the active registration requirement. Any notices of award, or other information concerning this requirement will be posted on VSS.

1.2 Type and Term of Award

The successful Offeror will be issued a State contract or purchase order for any award that may result from this RFP. Any award as a result of this RFP will follow the State’s current fiscal year, contingent upon funds being appropriated, budgeted, and otherwise made available and all proposal requirements being satisfied.

The State shall issue a single award, as determined, in its sole discretion, to be in the best interests of the State. The State reserves the right to cancel or narrow the scope of this RFP, at any time and without obligation to any Offeror, if determined in the State’s best interest.

1.3 Contractual Obligations

The contract or purchase order between CDPS and the successful offeror will consist of a State contract or purchase order drafted by CDPS, including all necessary documents, attachments, and/or exhibits necessary to form a binding agreement. See the following link for the State’s standard purchase order terms and conditions:

https://www.colorado.gov/pacific/osc/purchase-order-terms-conditions. By submitting a Proposal, vendors are agreeing to all terms and conditions of the solicitation. Any proposed changes submitted with Proposals will be evaluated and may be included and/or rejected, at the option of the State, as determined in the State’s best interests.

1.4 Schedule of Activities

These activities are for information and planning purposes. Those items identified as ‘estimated’ are subject to change depending on the needs of the State. All times listed are in Mountain Time (MT) as adjusted for daylight savings time.

Activity Date Time (if applicable)

1 RFP Published via VSS (https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService).

January 14, 2019

5:00p.m. MT

2 Written Inquiries deadline. NOTE: No inquiries will be accepted after this date. Inquiries shall be sent to cdps_edo_bids@state.co.us.

NO PHONE CALLS WILL BE ACCEPTED.

January 23, 2019

1:00p.m. MT

3 Estimated date of State’s response to inquiries.

February 1, 2019

1:00p.m. MT

4 Proposal submission deadline. Sealed proposals must be submitted to the issuing office. Proposals must include one original and one electronic copy on a removable flash drive.

February 15, 2019

1:00p.m. MT

5 Public opening of proposals. February 15, 2019 1:15p.m. MT 6 Testing Period: Of those Vendor(s) chosen for a Testing Period, One (1) Complete System must be delivered to: CDPS, attn.: Karen Griggs - 15203 W. 12th Ave. - Golden, CO 80401; NO later than March 15, 2019 by 3:00p.m. MT. Estimated time for Testing Period to start shall be the week of March 18 - 20, 2019. Upon acceptance of system at the Golden office, vendor(s) will be scheduled for the installation as early as March 18, 2019. Chosen vendor(s) will be notified via email and shall install the complete system into one (1) State Vehicle at the Golden, Colorado Fleet location at the vendor’s expense.

March 18, 2019- March 20, 2019 testing period to run through April 30, 2019

7 Notice of Intent to Award (estimated) May 17, 2019 By 1:00p.m. MT 8 Award (estimated) June 4, 2019 By 1:00p.m. MT https://www.colorado.gov/vss https://www.colorado.gov/pacific/osc/purchase-order-terms-conditions https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

RFP RBAA 2019-0099 Page 4 of 9

1.5 Binding Proposal

By providing a response to this RFP, Offerors are bound to providing the proposed goods and services at the costs and rates quoted in their Proposal for the length of the award period.

1.6 Service Disabled Veteran Owned Small Business (SDVOSB)

a. C.R.S. Section 24-103-905 sets a SDVOSB goal of at least 3% of all contracts by dollar value be awarded to SDVOSB who must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the Center for Veteran Enterprise within the U.S. Department of Veterans Affairs. See www.vip.vetbiz.gov.

b. By responding to this solicitation, the successful Offeror certifies that it shall comply with the provisions of C.R.S. Section 24-103-905. Only SDVOSBs that meet minimum specifications can be considered for the percentage preference.

c. CDPS shall give a certified SDVOSB a 5% preference in response to this RFP. SDVOSBs must submit documentation of SDVOSB certification issued through the U.S. Department of Veterans Affairs in the response to the solicitation. Certification can be received through the Center for Veteran Enterprise website.

1.7 Proposal Submission

Sealed proposals shall be submitted to the issuing office.

By submission of a proposal, Offeror agrees as follows:

a. Except as replaced, modified, or supplemented, all items in the State of Colorado Solicitation Instructions/Terms and Conditions are considered part of, and are incorporated by reference into this document. These items may be accessed at:

https://bidscolorado.com/purchasi.nsf/444e9694db1e7b81872564dc006ee0a9/5a826b0e1fdc72ff87257552007c 24de?OpenDocument

b. Offeror testifies that proposal prices were arrived at independently and there was no collusion involved.

c. The Offeror guarantees to the State that they understand and agree to the terms and conditions of this solicitation and that they will not default from performance by virtue of a mistake or misunderstanding. Offerors shall seek clarification of any specifications, terms and/or conditions that they determine to be unclear. The failure of an Offeror to seek clarification may be deemed a waiver of any such clarification.

d. Offerors shall accept the terms and requirements of this RFP without exception, deletion or qualification and without making its offer contingent.

e. Pursuant to CRS 24-30-202.4 (as amended), the State controller may withhold debts owed to State agencies under the vendor offset intercept system for: (a) unpaid child support debt or child support arrearages; (b) unpaid balance of tax, accrued interest, or other charges specified in Article 22, Title 39, CRS; (c) unpaid loans due to the student loan division of the department of higher education; (d) owed amounts required to be paid to the unemployment compensation fund; and (e) other unpaid debts owing to the State or any agency thereof, the amount of which is found to be owing as a result of final agency determination or reduced to judgment as certified by the controller.

f. The CDPS Procurement Official reserves the right to reject any and all proposals or parts thereof, and to waive informalities or irregularities as determined in the State’s best interests.

g. Reciprocity is mandated by statute. CRS 8-18-101 states, “When a contract for commodities or services is to be awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.” The Colorado Department of Public Safety will apply this statute to the extent necessary for all solicitations posted on Colorado

VSS.

h. Low tie proposals will be awarded in accordance with CRS 24-103-202.5.

http://www.vip.vetbiz.gov/ https://bidscolorado.com/purchasi.nsf/444e9694db1e7b81872564dc006ee0a9/5a826b0e1fdc72ff87257552007c24de?OpenDocument https://bidscolorado.com/purchasi.nsf/444e9694db1e7b81872564dc006ee0a9/5a826b0e1fdc72ff87257552007c24de?OpenDocument

RFP RBAA 2019-0099 Page 5 of 9

i. The State is not liable for any costs incurred by Offerors prior to issuance of a legally executed contract.

j. Within seven (7) business days of award, the awarded Contractor(s) will provide the State with a completed EFT form, see EXHIBIT F. Vendor may request an exemption from using EFTs.

1.8 Modifications

Any modifications to this solicitation will be in writing and posted to VSS. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.

1.9 Public Openings of Proposals

CDPS will conduct a public opening of proposals as stated herein. The public opening will disclose the names of Offerors who have submitted a proposal; no other information will be made available at that time.

1.10 Award & Evaluation Criteria

All information requested and submitted will be considered in determining any resultant award. Award will be made to the responsive and responsible Offeror whose proposal meets the requirements of this RFP and has been evaluated and determined to be in the best interests of the State at the sole discretion of the State under 24-103-203 CRS.

1.11 Audits

CDPS reserves the right to adequately ensure proper integrity of all aspects and representations of the Department, including the perceived affiliations with its Vendors. Therefore, CDPS reserves the right to perform audits and inspections of the awarded Offeror (and subcontractors) conformance to any or all contractual requirements at any time during the performance of the contract. CDPS also reserves the right to interview the awarded Offeror and subcontractor staff members, if necessary and with sufficient notice, regarding such conformance. Due notice will be provided in writing to the Offeror prior to conducting audits or inspections. Subcontract requirements will permit participation in audits and inspections by CDPS and CDPS support Contractor’s.

1.12 Oral Presentations

Offerors may be asked to make oral presentations by the evaluation committee. Such presentations will be at the Offerors expense.

1.13 Protested Solicitations and Awards

Any actual or prospective Offeror or Contractor who is aggrieved in connection with the solicitation or award of a contract may protest to Colorado Department of Public Safety, Procurement Director, 700 Kipling St, Denver, CO 80215. The protest shall be submitted in writing within ten business days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Refer to C.R.S., Title 24, Article 109 (§ 24-109-102).

1.14 Confidential/Proprietary Information

Any restrictions of the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself. Written requests for confidentiality shall be submitted by the Offeror with the proposal. The Offeror must state specifically what elements of the proposal are to be considered confidential/ proprietary and must state the statutory basis for the request under the Public (open) Records Act. (Section 24-72-201 et seq., C.R.S.). Confidential/Proprietary information must be readily identified, marked and separated/packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is not acceptable. Neither a proposal, in its entirety, nor proposal price information will be considered confidential and proprietary. Any information that will be included in any resulting contract cannot be considered confidential.

1.15 Procedures for Submission of Confidential or Proprietary Information

a. Written request for confidentiality or proprietary classification shall be submitted, by the Offeror, with the proposal documents. The written request will be enclosed in an envelope marked “Request for Confidentiality/Proprietary Classification,” and attached to the cover of the Original copy of the Offeror’s proposal that contains the Request for Proposal Cover Sheet with the Offerors Original autographic signature.

b. The written request shall state specifically, and identify by page number, what elements of the proposal are to remain confidential. The request shall also identify the basis for the claim of confidentiality or proprietary classification, other than a recitation of a specific State or Federal statute.

RFP RBAA 2019-0099 Page 6 of 9

c. Confidential or propriety information shall be readily identified, marked, and separated/packaged from the rest of the proposal. Co-mingling of confidential or propriety information with other information is NOT acceptable.

d. The CDPS Procurement Director will make a written determination as to the apparent validity of any request for confidentiality/proprietary classification. This written determination will be sent to the Offeror.

e. Proposals not following this procedure may be declared non-responsive by the CDPS Procurement Director and given no further consideration.

1.16 News Releases

News releases pertaining to this RFP shall NOT be made without prior written approval by the State.

1.17 Certification of Independent Price Determination

Certification of Independent Price Determination:

By submission of this proposal Offerors certify, and in the case of a joint proposal each party thereto certifies as to its own organization, that in connection with this procurement:

a. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Offeror or with any competitor;

b. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Offerors and will not knowingly be disclosed by the Offeror prior to opening, directly or indirectly to any other Offeror or to any competitor; and

c. No attempt has been made or will be made by the Offerors to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

Each person signing the Request for Proposal Signature Page of this proposal certifies that:

i. She/he is the person in Offeror organization responsible within that organization for the decision as to the prices being offered herein and that she/he has not participated, and will not participate, in any action contrary to 1.17(a) through 1.17(c) above; or she/he is not the person in the Offeror's organization responsible within that organization for the decision as to the prices being offered herein, but that she/he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to 1.17(a) through 1.17(c) above, and as their agent does hereby so certify; and she/he has not participated, and will not participate, in any action contrary to 1.17(a) through 1.17(c) above

ii. A proposal will not be considered for award where 1.17(a) through 1.17(c) above has been deleted or modified. The proposal will not be considered for award unless the Offeror furnishes with the proposal, a signed statement which sets forth in detail the circumstances of the disclosure and the head of the agency, or her/his designee, determines that such disclosure was not made for the purpose of restricting competition

1.18 Taxes

The State of Colorado is exempt from all federal excise taxes under the Internal Revenue Code (I.R.C.) Chapter 32 (Registration No. 84-730123K) and from all state and local government use taxes under §§39-26-704(1), et seq. C.R.S.

(Colorado Sales Tax Exemption Identification Number 98-02565).

1.19 Cyber Security

Awarded Contractor(s) are required by OIT to comply with the State of Colorado Cyber Security Policies as listed at:

www.colorado.gov/cs/Satellite/Cyber/CISO/1167928186414. Offerors agreement with these Cyber Security Policies, as well as any and all other security policies referenced in section 4, will be included as part of the evaluation criteria.

In addition, awarded Contractor(s) will be required to meet all the security requirements in the attached draft contract.

All rules and policies issued under the authority of C.R.S. 24-37.5-401 through 406.

Contractor agrees at all times to maintain network, system, and application security that, at a minimum, include: network firewall provisioning, intrusion detection, and State of Colorado Office of Cyber Security (OCS) security testing on an http://www.colorado.gov/cs/Satellite/Cyber/CISO/1167928186414

RFP RBAA 2019-0099 Page 7 of 9 annual basis. Likewise, Contractor agrees to maintain network, system and application security that conforms to the set of cyber security standards set forth and maintained by the Center for Internet Security (CIS), which can be found at:

http://www.cisecurity.org

1.20 State Rules and Regulations

All state rules and regulations applicable to this effort must be adhered to. Any mandatory rules and regulations required but inadvertently omitted due to administrative oversight will be considered to be included.

2.0 PROJECT SPECIFICATIONS

2.1 Purpose

Through this RFP, CDPS seek to replace the components of the existing Colorado Digital Video Evidence System (DVES), up to 170 systems per year for approximately 5 years. The Digital Video Evidence System, is a secure law enforcement system maintained by the Colorado State Patrol (CSP) and serves as a digital evidence for video, audio and photographic media used for Officer Procedural Reviews, evidentiary value in case investigations, officer safety among others. The addition of exterior cameras and body cameras shall be purchased at a later date and must sync with the Digital Video Evidence System.

DVES is used in marked and unmarked CSP vehicles of various makes and models. The selected product and vendor will need to be able to provide a solution to mobile data uploads via cellular service across the state as well as access point connectivity via Wi-Fi at 40 different locations throughout Colorado (see Exhibit A for exact locations).

a. Business Drivers As part of the discovery process, high-level business goals were identified that support the pursuit of the future DVES model. These needs, or change drivers, related to the business rule side of this system operation are listed in the table below

Business Goal Description Cost-Effectiveness Procure a more modular solution with current technologies that can be managed, updated, and replaced without requiring wholesale replacement of the entire system Risk Management Manage the risks of implementing and operating the new DVES environment while improving system and data integrity High Availability Provide higher levels of service with the ability to meet new evolving requirements and user operational needs Disaster Recovery/ Business Continuity

Develop and manage a program that provides a constant, verifiable state of Continuity of Operations (COOP) readiness

Vendor Responsiveness Develop a relationship of timely and quality responsiveness with the DVES solution provider(s)

Legislative Responsiveness Increase responsiveness to legislative and policy changes within the state and user community

Adaptability Increase ability to adapt to changes in the criminal justice information sharing environment

Usability Maintain user-friendliness of interface for trainers, administrators, and end users

b. Technical Drivers CDPS identified the following high-level technical needs, or change drivers, to support the pursuit of a future DVES processing model.

Technical Goal Description

Enhanced Data Exchanges Allow for expanded use of emerging technologies and data exchanges

Open Architecture

Provide open systems-based architecture that is more reliable, flexible, and maintainable. DVES will need to be able to push digital media over cellular services as well as through Wi-Fi access points without compromise to security or integrity while ensuring all data is received in its final location in whole http://www.cisecurity.org/

RFP RBAA 2019-0099 Page 8 of 9

Standards-Based System Adhere to national standards for data exchange, security, and interfaces

Improved Data Reporting Functionality Use standard database reporting tools to allow administrators to produce custom reports

Enhanced Security Retain the necessary level of system security to protect users and information from unauthorized access

Improved Support and Costs

Leverage best-of-breed components and commercial off- the-shelf (COTS) solutions to improve system supportability and cost

Technical Goal Description User-Provided Interface Protocol Transition

Stand alone monitor in the vehicle and be accessible through web based interface via computer

Increased Capacity Increase system capacity to accommodate a higher volume of data transfers

The overarching goal of the DVES Replacement Project is to implement a solution that provides critical statewide criminal justice video evidence, personnel compliance information and quality assurance for services provided by uniformed members of the Colorado State Patrol.

2.2 Specifications of Goods and Services

Elements sought from prospective bidders include, but are not limited to, the following:

i. Hardware – Acquisition of core DVES services, uploading/routing, application server, and database equipment, in-car cameras, in-car data storage, car to cellular solution, car to access point solutions

ii. Software – Acquisition of all necessary software to ensure a fully functional, communicative, and national standards-compliant DVES host and related infrastructure. Of particular interest here is the connection of the current system to the interfaces to the various local, state, and national systems

iii. Services – Acquisition of all required expert services to ensure successful implementation, migration, conversion, training, and ongoing maintenance and support of the acquired DVES

iv. The specifications contained within this solicitation define the functional and performance characteristics of mobile data computers. CDPS requests that Offerors provide sufficient data in the proposal response to indicate a system that meets all of the performance requirements as defined in the Request of Proposal (RFP)

v. Specific requirements are listed in Exhibit A – Statement of Work

3.0 PROPOSAL SUBMISSION, FORMAT AND GUIDELINES

3.1 Instructions to Vendors

Offeror shall submit their response to this RFP to the issuing office and include the following:

1. Submission shall be sent in a sealed envelope marked on the outside with the Offerors name, Solicitation Number, Solicitation Title, and the proposal opening date and time.

2. Submission shall include one original copy on 8 ½ x 11 paper and one electronic copy on a USB flash drive with the following:

a. A completed RFP Signature Page, which can be found on Page 1 of this RFP;

b. A Cover letter that presents a full and complete description of how the Offeror proposes to meet the requirements set forth in Exhibit A – Statement of Work. In its proposal, the Offeror should address the requirements in the same sequence they are found in this solicitation, and should also include the following:

i. Vendor’s administrative approach and project management techniques that will be employed during the term of any resultant award to ensure the coordination and timeliness of the work, the managerial techniques and tools proposed to control the work, and the methodologies proposed to enhance

RFP RBAA 2019-0099 Page 9 of 9 communications between the Contractors and the Department

ii. Vendor’s Approach to the project, including a description of the technical methods and tools proposed to accomplish the work and assure the quality of the work produced;

iii. Vendor’s experience with similar projects, including at least five years’ experience managing and performing similar projects with similar scopes of work and related requirements

iv. Elaborate proposals in the form of brochures or other presentations beyond the necessary to present a complete and effective proposal are not desired. The response shall be complete and comprehensive with a corresponding emphasis on being concise and clear

c. Provide references from Institutions that have purchased your product, preferably within the last five (5) years.

References should be of comparable state patrol agencies. Please provide the principle contact and telephone number, as well as a brief description of work performed for each

d. Completed Exhibit D – Price Proposal and Timeline. Completed Exhibit D must be on a separate electronic file on the USB drive and a separate printed document from the rest and marked in a sealed envelope labeled Exhibit D – Price Proposal and Timeline. Pricing should not be included in the previous items listed herein

e. Completed Exhibit E - Current Year State Substitute W9; and

f. Exhibit F – State EFT Direct Deposit Authorization Form, to be required after award*

CHECKLIST

� Signature Page completed and signed in blue ink

� Vendor Code or VSS number listed on page 1

� W9 Completed and signed

� Willingness to comply with work and Contract requirements

� Copies: 1 printed original and 1 electronic copy on a removable flash drive

� NO reference to Pricing in Transmittal Letter or Proposal

� Cover Letter signed by an individual authorized to commit Offeror to services and compliance with requirements and prices stated in the Proposal

� Separate, Sealed Price Proposal

� Technical Proposal – separate from Price Proposal, including Transmittal Letter and Executive Summary

� Transmittal Letter signed

� Costs shall remain valid for 180 days

� Identified project manager, single point of contact

� Management Plan – described organizational structure & management cycle. Identified key personnel with resumes

� Physical Location of key staff

SIGNATURE PAGE
1.1 Vendor Self Service System (VSS) and Registration
1.2 Type and Term of Award
1.3 Contractual Obligations
1.4 Schedule of Activities
1.5 Binding Proposal
1.6 Service Disabled Veteran Owned Small Business (SDVOSB)
1.7 Proposal Submission
1.8 Modifications
1.9 Public Openings of Proposals
1.10 Award & Evaluation Criteria
1.13 Protested Solicitations and Awards
1.14 Confidential/Proprietary Information
1.16 News Releases
1.17 Certification of Independent Price Determination
1.18 Taxes
1.19 Cyber Security
1.20 State Rules and Regulations
2.0 PROJECT SPECIFICATIONS
2.1 Purpose
b. Technical Drivers

2.2 Specifications of Goods and Services

3.0 PROPOSAL SUBMISSION, FORMAT AND GUIDELINES

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