Virtual Reality Training Equipment

The City of Madison Police Department issued Request for Proposals (RFP) 8960-0-2020-AH on June 26, 2020, seeking a comprehensive virtual reality training solution for law enforcement de-escalation and crisis intervention training. The procurement requires a turnkey VR simulator compatible with multiple weapon systems including Glock 19, Sig Sauer P320, AR-15, Taser X2, baton, OC spray, and flashlight. The system must be mobile, transportable, and capable of setup in spaces ranging from 10' x 10' to 50' x 50' within 45 minutes. Key deliverables include advanced officer analytics, on-site instructor training, after-action debriefing capabilities, and the ability to build customized 3D site replicas. Evaluation criteria encompassed company reputation, implementation readiness, user-friendliness, scenario availability, system flexibility, and local vendor preference. The original proposal due date was July 15, 2020, which was subsequently extended to July 29, 2020, at 2:00 PM Central Standard Time, with electronic submissions required to bids@cityofmadison.com.

The RFP did not specify explicit set-aside designations for disadvantaged enterprises, though vendors employing 15 or more employees with annual business over $50,000 must submit an Affirmative Action Plan within 30 days of contract signature. Vendors' employees will be subject to criminal background checks prior to installation. The total expenditure was capped at $50,000, with SurviVR PBC ultimately awarded the contract at $46,750 after scoring the highest among four competing vendors. The procurement required a minimum two-year warranty on all software and hardware, compliance with City of Madison Standard Terms and Conditions, and adherence to IT technical standards. Integration requirements included compatibility with existing City systems like Power BI, and vendors were required to provide comprehensive documentation including software licensing agreements, service level agreements, and compliance certifications. The contract also mandated specific insurance requirements, including $1,000,000 in Commercial General Liability, Professional/Technology Errors and Omissions, and Cyber Liability coverage.