ELECTRONIC PROPOSAL PACKET BODY WORN CAMERA SYSTEM

TABLE OF CONTENTS

NOTICE TO PROPOSERS ..........................................................................................................1

INTENT ........................................................................................................................................2

SCOPE OF AGREEMENT/CONTRACT ....................................................................................2

CONTRACTING ENTITY ..........................................................................................................2

DELIVERY...................................................................................................................................2

INSPECTION AND ACCEPTANCE AT DESTINATION ........................................................2

F.O.B. DESTINATION ................................................................................................................2

COMMERCIAL PACKAGING ...................................................................................................2

ESTIMATED ANNUAL REQUIREMENTS (NO GUARANTEE) ...........................................3

ORDER OF PRECEDENCE ........................................................................................................3

PAYMENT METHODS ...............................................................................................................3

PAYMENT/INVOICE ..................................................................................................................4

WARRANTY ...............................................................................................................................4

GENERAL PROVISIONS ...........................................................................................................5

SAFETY DATA SHEETS ............................................................................................................5

OTHER PROVISIONS .................................................................................................................6

TECHNICAL PROVISIONS .....................................................................................................12

PROCESS ...................................................................................................................................12

INTENT ......................................................................................................................................12

BACKGROUND ........................................................................................................................13

TECHNICAL ENVIRONMENT................................................................................................13

REQUESTED SERVICES .........................................................................................................14

SUBCONTRACTORS ...............................................................................................................15

PROPOSAL SUBMITTAL REQUIREMENTS ........................................................................15

SELECTION PROCESS ............................................................................................................22

ADDITIONAL REQUIREMENTS AND INFORMATION .....................................................24

EXCEPTIONS AND DEVIATIONS .........................................................................................24

SUBMITTAL INFORMATION INSTRUCTIONS ...................................................................25

The City of OKLAHOMA CITY and its Trusts

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(Published in the Journal Record February 4, 2015 )

NOTICE TO PROPOSERS Notice is hereby given that The City of Oklahoma City will receive electronic proposals at the OFFICE OF THE CITY CLERK, 200 North Walker Avenue, Oklahoma City, Oklahoma 73102 until 4:00:00 p.m., on the 3rd day of March , 2015, for the following:

Request for Proposals (RFP15000) – Body Worn Camera System for the Oklahoma City Police Department

A non-mandatory pre-proposal conference call will be held on Wednesday, February 11, 2015 at 2:00 p.m. To join the conference bridge, call (405) 316-6915. The City of Oklahoma City and its Trusts have partnered with BidSync, Inc. to accept proposals electronically. You are invited to submit a proposal electronically through the BidSync system to supply the professional services, products, or systems specified in the electronic proposal packet. The City and its Trusts do not provide access to a computer to prepare electronic proposals or electronic proposal submission. Proposers must register with BidSync at https://www.bidsync.com in order to submit an electronic proposal. The City and its Trusts recommend potential Proposers register and become familiar with the BidSync electronic proposal process in advance of submitting a proposal. There is no charge to the Proposer for registering or submitting an electronic proposal to the City or its Trusts through BidSync. Instructions on how to get registered to propose through BidSync can be found on the City’s website at http://www.okc.gov/bids/bidhelp.html. A copy of the City Guidelines and Procedures for Professional Consultant Selection may be obtained from the Office of the City Clerk at the above referenced address. Proposals shall be made in accordance with the Notice to Proposers, General Instructions and Requirements for Proposers, Oklahoma Open Records Act and Confidential Information, and the RFP proposal packet, which are a part of the complete electronic proposal packet. A sample Non-Discrimination, Anti/Non-Collusion Affidavit and Vendor Registration form is attached for the Proposer’s reference and will be completed prior to contract approval. By submitting a proposal for services, the Proposer certifies that they, and any proposed subcontractors, are in compliance with 25 O.S. §1313 and participate in the status Verification System. The Status Verification System is defined in 25 O.S. §1312 and includes but is not limited to the free Employment Verification Program (E-Verify) through the Department of Homeland Security and available at www.dhs.gov/E-Verify. The City of Oklahoma City and its Trusts reserve the right to waive formalities, irregularities and defects in any or all proposals, except as otherwise required by law. The City of Oklahoma City and its Trusts reserve the right to: reject any or all proposals; to reject a portion of any or all proposals; to negotiate and execute or to not negotiate or execute a pricing agreement/contract with any Proposer; and to solicit new or different proposals. The City of Oklahoma City and its Trusts reserve the right to negotiate and/or contract with one or more Proposers for all or a portion of any proposal or proposed services. Proposals timely received electronically through BidSync in the City Clerk's Office shall be forwarded to the Requesting Department for the Selection Committee to open and review. The BidSync system does not allow proposals to be submitted after the 4:00:00 p.m. deadline, on the above mentioned date. There will be no exceptions to this policy.

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BODY WORN CAMERA SYSTEM INSTRUCTIONS TO PROPOSERS

INTENT: To enter into a contract for the purchase of a Body Worn Camera (BWC) system for officers who have a high level of daily involvement with the public. Initially, the City anticipates purchasing 100 cameras for deployment and five (5) additional camera systems for spares for a total of 105 cameras to include associated mounting equipment options, software, peripherals and charging docks. Charging docks must be capable of charging multiple cameras at the same time. The program may continue to expand and additional cameras may be purchased as funding becomes available. SCOPE OF AGREEMENT/CONTRACT: The contractor shall furnish and supply the below listed item(s) in accordance with the terms, conditions and provisions set forth herein. The City and its Trusts reserve the right to award this agreement/contract to a single vendor or to multiple vendors, whichever is deemed to be in best interest of the Contracting Entity. CONTRACTING ENTITY: The term "Contracting Entity" as used throughout this proposal document shall mean The City of Oklahoma City. DELIVERY: Proposers shall specify their proposed delivery times for the requested goods and services in the Line Item pricing area in the electronic bidding system or in their proposal response. If a deadline is specified and no alternative is proposed, the Proposer will have agreed to meet the stated deadline. INSPECTION AND ACCEPTANCE AT DESTINATION: 1. Final inspection and acceptance shall be at destination. Acceptance will occur after the

goods or results of the services have been inspected and when determined by designated competent staff to have met the proposal specifications. Delivery does not constitute acceptance.

2. Although source inspection by the Contracting Entity is not anticipated under this

agreement/contract, the provisions of this article shall in no way be construed to limit the rights of the Contracting Entity to otherwise conduct source inspections when it deems to be appropriate.

F.O.B. DESTINATION: 1. The contractor shall deliver each item F.O.B. Destination, Oklahoma City, Oklahoma,

and to any and all points designated in the proposal specifications. 2. Inside delivery is required unless specifically and expressly stated in the bid

specifications. COMMERCIAL PACKAGING: Preservation, packaging, packing and marking will be in accordance with contractor's best commercial practice to provide adequate protection against shipping damage. Contractor is required to replace any goods damaged in shipping or delivery.

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ESTIMATED ANNUAL REQUIREMENTS (NO GUARANTEE): 1. The quantity of any item, good, or service when shown in the price schedule as an

estimate of an annual requirement is merely an estimate based on currently available information. The purchase of any such item or quantity of good or service is not guaranteed. Any offer conditioned upon a promise by the Contracting Entity to purchase a minimum or definite quantity of such an item will be rejected.

2. The contractor agrees to furnish all quantities ordered by The City of Oklahoma City and

its related Trusts during the agreement/contract period. 3. The Contracting Entity agrees to place orders with the contractor for all its requirements

for those items shown in the price schedule, as awarded, except as follows: a. Quantities of items needed under conditions of emergency or public exigency as

approved by the Purchasing Agent. b. Quantities of items obtainable from State contracts, as approved by the

Purchasing Agent. c. Quantities of items where federal funds are involved and other action is warranted

for federal regulatory compliance purposes. d. Quantities of items awarded under specific and separate agreements/contracts. e. Quantities of items which otherwise are determined to be outside the general

scope and intent of this agreement/contract. 4. If requirements for any awarded items do not materialize for the quantity estimated in the

applicable price schedule, such failure shall not constitute grounds for equitable adjustment or additional compensation.

5. There is no obligation to purchase any items from this agreement/contract, and purchases

made in future fiscal years or other contract periods are subject to future appropriations and availability of funds.

ORDER OF PRECEDENCE: In the event of an inconsistency between provisions of this agreement/contract, the inconsistency shall be resolved by giving precedence in the following order: (i) Agreement/Contract articles, (ii) RFP Specifications, (iii) Notice to Proposers, (iv) General Instructions and Requirements for Proposers, (v) other requirements provided by the Contracting Entity in the RFP packet, then (vi) attachments, notes and exceptions by Proposer. PAYMENT METHODS: The ordering departments will utilize purchase order numbers or purchasing cards for ordering the goods and services they require as the need arises during the agreement/contract period. Neither The City of Oklahoma City nor any of its Trusts shall be held liable for any and all damages sustained by any contractor for delivery of goods or services awarded by agreement/contract unless accompanied by an authorized purchase order or purchasing card reference name and number. Delivery of goods or services to any Oklahoma City department or Trust without a purchase order document, purchase order number or purchasing card reference name and number given at the time the order is placed shall constitute an unauthorized purchase.

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PAYMENT/INVOICE: 1. Payments will be processed promptly after completion of delivery of ordered items and

after receipt of properly prepared invoices. 2. FOR ORDERS PLACED BY PURCHASE ORDER: The original invoice must be

mailed directly to The City of Oklahoma City, Accounts Payable, 100 N. Walker Avenue, Suite 200, Oklahoma City, Oklahoma 73102, or invoices may be e-mailed to accountspayable@okc.gov. If invoices are e-mailed, a paper copy should not be mailed. This information is printed on the front of each purchase order. Copies of invoices may be sent to other addresses upon request. However, if the original invoice is sent to any other address, payment will be delayed, or may not be processed at all. Should another trust or government entity be using this contract they may request a different invoice address.

FOR ORDERS PLACED BY PURCHASING CARD: Do not send invoices, statements etc. to Accounts Payable for purchasing card orders. Please send all purchasing card documents directly to the cardholder. Cardholders are required to submit itemized transaction details such as invoice/delivery tickets with their monthly purchasing card statement. This is a vital part of the monthly reconciliation process. Your cooperation is appreciated.

3. Invoices must contain the following information:

a. Contractor/Vendor's name and address b. Ship to address (department name) c. Purchase order number - MUST BE INDICATED ON THE INVOICE d. Itemization of each item purchased to include:

(1) description/stock number (2) unit price (3) quantity (4) unit of issue (each, box, dozen, pound, etc.) (5) total price

e. Total amount of invoice f. Date of delivery

4. Invoices should not reflect any outstanding backorders. WARRANTY: 1. The contractor warrants that at the time of delivery, all items furnished under this

agreement/contract will be free from defects in material or workmanship and will conform to the specifications and all other requirements of this agreement/contract. All Proposers will furnish with their proposal, one copy of their warranty applicable to the supplies or equipment to be furnished.

2. As to any item which does not conform to this warranty, the contractor agrees that the

Contracting Entity shall have the right to:

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a. Reject and return each nonconforming item to the contractor for correction or

replacement at the contractor's expense; or b. Require an equitable adjustment in the agreement/contract price.

3. This warranty shall be in addition to any other rights of the Contracting Entity. 4. All equipment warranties shall start on the date of installation, and will be for the full

term of said warranty. GENERAL PROVISIONS: The following documents are attached or by this reference incorporated as a part of this agreement/contract:

a. Agreement/Contract b. Proposer’s Proposal c. General Requirements and Instruction for Proposers d. Oklahoma Open Records Act and Confidential Information e. Non-Discrimination Statement f. Anti/Non-Collusion Affidavit

SAFETY DATA SHEETS: Any Contractor supplying goods or materials to The City of Oklahoma City or a related Trust that require a Safety Data Sheet (SDS) will furnish the required sheet or a composite concentration list in one of the following manners:

a. Submitted as part of the proposal document b. Submitted prior to agreement/contract award c. Submitted with the product invoice d. Submitted at the request of The City or Trust

In all instances, the Contractor shall furnish the safety data sheets with the products at delivery, and shall comply with all local, state and federal laws providing for identification of materials transported to or from The City or related Trust. The appropriate proposal number, agreement/contract number, delivery ticket number, or invoice number shall be clearly marked on the safety data sheet or the composite concentration lists. Information regarding Safety Data Sheets can be found on-line at https://www.osha.gov/Publications/OSHA3514.html. Any question regarding this requirement should be directed to the following address: Oklahoma City Risk Management Division 420 W. Main Street, Suite 630 Oklahoma City, Oklahoma 73102 (405) 297-3891

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PROPOSAL SPECIFICATIONS Other Provisions

ADDENDA: It is the Proposer’s responsibility to log into the electronic bidding system to monitor any addenda that may be issued during the process. A Proposer’s proposal will not be accepted if all addenda have not been acknowledged by the Proposer through the electronic bidding system. If you are set up for electronic notifications through the electronic bidding system, you should receive a notification by e-mail when addenda are issued. BRAND NAMES/EXAMPLES: Any brand names are used for comparative purposes only. Slight variations from the measurements and sizes given that do not compromise the requirements of the bid specifications will be considered. INSURANCE REQUIREMENTS: Prior to approval of this contract, the CONSULTANT/SERVICE PROVIDER shall obtain insurance coverage as provided below. The CONSULTANT/SERVICE PROVIDER must provide, pay for, and maintain the types of insurance policies provided herein, in amounts of coverage not less than those set forth below. Certified, true and exact copies of all insurance policies required and endorsement pages shall be provided to the City and its participating trusts on a timely basis if requested by City staff. All insurance must be from responsible insurance companies which are authorized to do business in the state of Oklahoma and are acceptable to the City and its participating trusts. The required insurance coverage and policies shall be performable in Oklahoma City, Oklahoma, and shall be construed in accordance with the laws of Oklahoma. Nothing in this Section shall define or limit the rights of any party to this contract under any other provision of this contract, including but not limited to any indemnification provision.

A. Additional Insureds: All liability policies (except professional liability and worker’s compensation and employer’s liability policies) shall provide that the City and its participating trusts are named additional insureds without reservation or restriction. The City and any of its participating trusts shall be named as loss payees on the CONSULTANT/SERVICE PROVIDER’s valuable papers insurance policy for this Project. All insurance coverage of the CONSULTANT/SERVICE PROVIDER shall be primary and non-contributory to any insurance or self-insurance program carried by the City and its participating trusts.

All insurance policies shall include a severability of interest provision wherein claims involving any insured hereunder, except with respect to limits of insurance, interests shall be deemed separate from any and all other interest herein, and coverage shall apply as though each such interest was separately insured.

B. Deductibles: All policies must be fully insured with any single policy deductible not

exceeding $25,000. All deductibles must be declared on the certificate of insurance. If no deductible is declared, the CONSULTANT/SERVICE PROVIDER is stating a deductible does not exist and thus a deductible is not approved or accepted. If the

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CONSULTANT/SERVICE PROVIDER’s deductible is different than declared, then the City and its participating trusts will hold an equal amount from pay claims until corrected. Self-insured retentions will not be accepted unless accompanied by a bond (financial guarantee bond) or irrevocable letter of credit guaranteeing payment of the losses, related investigations, claim administration and defense expenses not otherwise covered by the CONSULTANT/SERVICE PROVIDER’s self-insured retention.

C. Policy Limits: The insurance coverage and limits required of the CONSULTANT/SERVICE PROVIDER under this contract are designed to meet the minimum requirements of the City and its participating trusts. Such coverage and limits are not designed as a recommended insurance program for the CONSULTANT/SERVICE PROVIDER. The CONSULTANT/SERVICE PROVIDER alone shall be responsible for the sufficiency of its own insurance program. Should the CONSULTANT/SERVICE PROVIDER have any question concerning its exposures to loss under this contract or the possible insurance coverage needed therefore, the CONSULTANT/SERVICE PROVIDER should seek professional assistance. All policies shall be in the form of an “occurrence” insurance coverage or policy. If any insurance is written in a “claims-made” form, the CONSULTANT/SERVICE PROVIDER shall also provide tail coverage that extends a minimum of two year from the expiration of this contract. The minimum aggregate limits of such insurance policies and continuing coverage shall be:

(1) Worker's Compensation and Employer’s Liability Insurance. The CONSULTANT/SERVICE PROVIDER shall provide and maintain, during the term of the contract, worker's compensation insurance as prescribed by the laws of the state of Oklahoma and employer's liability Insurance in an amount not less than One Hundred Thousand Dollars ($100,000.00) each for all its employees employed at the site of the Project, and in case any work is subcontracted, the CONSULTANT/SERVICE PROVIDER shall require the subcontractor similarly to provide worker's compensation and employer's liability insurance for all the subcontractor's employees, unless such employees are covered by the protection afforded by the CONSULTANT/SERVICE PROVIDER. In the event any class of employees engaged in work performed under the contract or at the site of the Project is not protected under such insurance heretofore mentioned, the CONSULTANT/SERVICE PROVIDER shall provide and shall cause each subcontractor to provide adequate insurance for the protection of the employees not otherwise protected. If the CONSULTANT/SERVICE PROVIDER is exempt under the laws of the state of Oklahoma from the requirement to obtain and maintain worker’s compensation insurance, then the CONSULTANT/SERVICE PROVIDER must provide the City and its participating trusts a copy of its Affidavit of Exempt Status from the Oklahoma Insurance Department.

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(2) Commercial General Liability Insurance. The CONSULTANT/SERVICE PROVIDER shall provide and maintain commercial general liability insurance coverage sufficient to meet the maximum cumulative liability of all parties to this contract, including the City and any public trust participating in the Project, under the Governmental Tort Claims Act, 51 O.S. § 151 et seq., (GTCA) and any amendment or addition thereto, as provided herein.

Property damage liability in an amount not less than Two Hundred Thousand Dollars ($200,000.00) per claimant for loss, damage to or destruction of property, including but not limited to consequential damages arising out of a single accident or occurrence.

All other liability in an amount not less than One Hundred Seventy Five Thousand Dollars ($175,000.00) per claimant for claims including death, personal injury, and all other claims arising out of a single accident or occurrence.

Single occurrence or accident liability in an amount not less than

One Million Dollars ($1,000,000.00) for any number of claims arising out of a single accident or occurrence.

(3) Automobile Liability Insurance. The CONSULTANT/SERVICE

PROVIDER shall provide and maintain comprehensive automobile liability insurance coverage as to the ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles sufficient to meet the maximum cumulative liability of all parties to this contract, including the City and any public trust participating in the Project, under the Governmental Tort Claims Act, 51 O.S. § 151 et seq., (GTCA) and any amendment or addition thereto, unless otherwise specifically and expressly provided herein.

Property damage liability in an amount not less than Two Hundred Thousand Dollars ($200,000.00) per claimant for loss, damage to or destruction of property, including but not limited to consequential damages arising out of a single accident or occurrence.

All other liability in an amount not less than One Hundred Seventy Five Thousand Dollars ($175,000.00) per claimant for claims including death, personal injury, and all other claims arising out of a single accident or occurrence.

Single occurrence or accident liability in an amount not less than

One Million Dollars ($1,000,000.00) for any number of claims arising out of a single accident or occurrence.

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D. Certificates: The insurance coverage and limits required must be evidenced by properly executed certificates of insurance on forms approved by the Oklahoma Insurance Commissioner. Copies of these certificates have been provided to the Purchasing Agent or her/his designee prior to execution of this contract and are attached hereto. The certificate(s) must be signed by the authorized representative of the insurance company(s) shown in the certificate(s). The CONSULTANT/SERVICE PROVIDER must attach a copy of the power of attorney evidencing the authority of the authorized representative to execute the certificate of insurance. The certificate must include the Project or Contract number and Project or Contract description or name.

E. Cancellation. There may be no termination, non-renewal, reduction in coverage, or

modification of such insurance coverage.

The CONSULTANT/SERVICE PROVIDER authorizes the City and its participating trusts to confirm all information so furnished as to the CONSULTANT/SERVICE PROVIDER’s compliance with its bonds and insurance requirements with the CONSULTANT/SERVICE PROVIDER’s insurance agents, brokers, surety and insurance carriers. The lapse of any insurance policy or coverage required by this contract is a breach of this contract for which the CONSULTANT/SERVICE PROVIDER shall repay and reimburse all payment made under the contract and such other damages, losses, and costs incurred by the City and its participating trusts. The City and its participating trusts may at their option suspend this contract until there is full compliance with this paragraph, and/or may suspend payment under this contract, and/or may cancel or terminate this contract and seek damages for the breach of this contract. The remedies in this paragraph shall not be deemed to waive or release any remedy available to The City and its participating trusts. The City and its participating trusts expressly reserve the right to pursue and enforce any other cause or remedy in equity or at law. In the event of a reduction in any aggregate limit, the CONSULTANT/SERVICE PROVIDER shall immediately notify the City and its participating trusts and shall make reasonable efforts to have the full amount of the limits appearing on the certificate reinstated. If at any time the City and its participating trusts request a written statement from the insurance company(s) as to any impairments to or reduction of the aggregate limit, the CONSULTANT/SERVICE PROVIDER hereby agrees to promptly authorize and have delivered to the City and its participating trusts such statement.

F. Duration of Coverage. All insurance coverage required under this contract shall be

maintained in full force and effect until completion and formal acceptance of the Project by the City and its participating trusts. For CONSULTANT/SERVICE PROVIDERs providing claims-made insurance coverage, such coverage must be maintained in full force and effect for a period of two (2) years after the final, formal acceptance of this Project by the City and its participating trusts. The requirements of the insurance provisions listed above shall survive the completion, expiration, cancellation or termination of this contract.

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COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: The Contractor covenants and agrees that he and his agents and employees will comply with all municipal, state and federal laws, rules and regulations applicable to the business to be conducted under this agreement, and that he shall obtain all necessary permits, pay all license fees and taxes to comply therewith. CONTRACTOR BACKGROUND CHECKS: In order to comply with U.S. Department of Justice regulations, upon request, contractors may be asked to verify their identity or the identity of their employees through a state of residency and national fingerprint-based record checks. This background check shall be conducted within 30 days of assignment for all personnel who have direct or indirect access to Criminal Justice Information (CJI) and those who have direct responsibility to configure and maintain computer systems and networks with direct access to CJI or access to physically secure locations or controlled areas during CJI processing (CJIS Security Policy Section 5.12 Policy Area 12: Personnel Security). Contractors not willing to comply with this requirement should note this as an exception in their proposal. This may be cause for rejection of a proposal. UNDUE INFLUENCE: Upon advertising this solicitation, no officer, employee, agent, or representative of the Proposer shall have any contact or discussion, verbal or written, with any representative of the Contracting Entity (i.e. Trust Officer, City Council member, or City staff) either directly or indirectly through others in which the Proposer seeks to influence any representative of the Contracting Entity regarding any matters pertaining to this solicitation. Contacts by the Proposer with the Contracting Entity that do not pertain to a solicitation are exempt from this provision. Examples of these exempt contacts are:

• Private, non-business, contacts with the Contracting Entity by the Proposer’s employees acting in their personal capacity

• Business contacts outside of this solicitation that the Contracting Entity may have with the Proposer

• Presentations and/or responses to inquiries initiated by the Contracting Entity • Pre-bid or pre-proposal conferences • Discussions with The City Procurement Agent, buyer or departmental contact as outlined

in the bid packet If a representative of any Proposer submitting a proposal violates the foregoing prohibition by contacting any of these parties, such contact may result in the Proposer being disqualified from the procurement process. INDEMNITY: Contractor agrees to hold harmless, defend and indemnify the City from all claims for damages alleged to arise from Contractor's acts and/or omissions. RIGHT TO REJECT: The City or its Trusts reserves the right to reject any or all proposals or to award the agreement/contract to the next most qualified respondent if the successful respondent does not execute a agreement/contract within 30 days after award of the proposal. CLARIFICATION: The City reserves the right to request clarification of information submitted and to request additional information from any or all of the respondents.

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WITHDRAWAL OF PROPOSAL: Any proposal may be withdrawn until the date and time set above for the opening of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 90 days, to provide the City the services set forth in the attached request for proposals, or until the proposals have been approved. APPROVAL OF INFORMATION RELEASE: No reports, information, or data given to or prepared by the firm under the agreement/contract shall be made available to any individual or organization without prior written approval of the City of Oklahoma City. TERMINATION: This agreement may be terminated at the discretion of either party upon 30 days notice to the other party. INDEPENDENT CONTRACTOR: Vendor is, and shall remain at all times, an independent contractor with respect to activities and conduct while engaged in the performance of services for the City under this agreement/contract. PROPOSAL GUIDELINES: A copy of the City Guidelines and Procedures may be obtained from the City Clerk's Office, 200 N. Walker, 2nd Floor.

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PROPOSAL SPECIFICATIONS Technical Provisions

I. PROCESS:

A. PUBLISHED NOTICE:

Journal Record, Wednesday, February 4, 2015. The City and its Trusts do not provide access to a computer to prepare electronic proposals or electronic proposal submission. Proposers must register with BidSync at https://www.bidsync.com in order to submit an electronic proposal. The City and its Trusts recommend potential Proposers register and become familiar with the BidSync electronic proposal process in advance of submitting a proposal. There is no charge to the Proposer for registering or submitting an electronic proposal to the City or its Trusts through BidSync. Instructions on how to get registered to propose through BidSync can be found on the City’s website at http://www.okc.gov/bids/bidhelp.html.

B. NON-MANDATORY PRE-PROPOSAL CONFERENCE CALL: A non-mandatory preproposal conference call will be held on Wednesday, February 11, 2015 at 2:00 p.m. To join the conference bridge, call (405) 316-6915. Please notify Amy Simpson, Purchasing Agent at amy.simpson@okc.gov by noon on February 10, 2015 of your intention to join the call. The purpose of the call is to explain the request for proposal, answer any questions concerning the proposal, and to receive any requests for amendments to the RFP as suggested by interested Proposers. The City makes no assurances that any such requested amendments will be incorporated into the RFP.

C. ADDENDA:

It is the Proposer’s responsibility to log into the electronic bidding system to monitor any addenda that may be issued during the process. A Proposal will not be accepted if all addenda are not acknowledged through the system. If you are set up for electronic notifications through the system, you will receive a notification by e-mail if any addenda are issued. No other statements or representations will be binding on the City except those in this RFP and any written addenda issued by the City.

D. SUBMISSION OF WRITTEN QUESTIONS AND REQUESTS FOR

AMENDMENTS: There is no guarantee the City will agree or comply with a requested amendment. Proposers may submit questions regarding the RFP through the electronic bidding system until noon Tuesday, February 24, 2015.

II. INTENT: To enter into a contract for the purchase of a Body Worn Camera (BWC) system for officers who have a high level of daily involvement with the public. Initially, the City anticipates purchasing 100 cameras for deployment and five (5) additional camera systems for spares for a total of 105 cameras to include associated mounting equipment options, software, peripherals and charging docks. Charging docks must be capable of

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charging multiple cameras at the same time. The program may continue to expand and additional cameras may be purchased as funding becomes available.

III. BACKGROUND: The Oklahoma City Police Department is an agency of approximately 1,149 authorized sworn and 280 non-sworn personnel serving a diverse community of approximately 600,000. The department has a history of progressive thinking and adapting to the ever changing law enforcement environment. As technology evolves, the department is faced with challenges not previously seen in the world of policing. In the modern age, a device as simple and common as a cell phone has the ability to capture video of police activities with quality high enough to be of evidentiary value. The Oklahoma City Police Department desires to take advantage of proven technology in the fast growing market of Body Worn Camera (BWC) systems to better serve our community.

IV. TECHNICAL ENVIRONMENT:

A. CITY OF OKLAHOMA CITY INFORMATION TECHNOLOGY NETWORK: The City’s network is built on the Cisco Enterprise Scalable Model, incorporating industry Best-Practices. There are two main network centers at different locations in the campus that provide the core layer services and provide redundancy. The main campus network has full redundant fiber connections to both network centers to protect from equipment malfunction. All campus building fiber interconnects are 1Gb with 10Gb links between network centers.

The City standard for network equipment is Cisco, all other brands must be approved by the IT change board.

The following standards are in place for the network:

TCP/IP is the only protocol permitted in the routed environments. Multicast network is IGMP/CGMP sparse mode IEEE RFC 2932 Required to utilize DNS for name resolution Broadcast based naming resolution is not permitted DHCP with Dynamic DNS Update provisions the majority of IP

The WAN encompasses over 130 facilities/sites using one or more of the following transports:

Fiber (Limited locations) - 40mb – 1G Cable provider – 10mb down / 2mb up or 25mb down 7mb up Point to Multi-Point – 3mb to 40mb depending on location Cellular LTE – 8mb to 12mb

Internet edge includes multiple connections through different providers as follows:

20Mb inbound internet pipe for City’s e-commerce 50Mb outbound internet pipe for City access to the internet 20Mb internet pipe dedicated to M2M and work force mobility

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All network connections coming from outside the LAN must past through a Firewall for inspection. This includes all WAN connections. Networks other than the City’s are considered untrusted will not be directly connected. Firewalls are configured in Exclusive Denial mode. No externally initiated, inbound connections are permitted and all internally initiated, outbound transactions require configuration for destination, protocol, port and/or authentication. Modems are considered untrusted and not permitted on the City network.

B. CITY OF OKLAHOMA CITY PUBLIC SAFETY MOBILE COMPUTING

ENVIRONMENT: Mobile data in the Oklahoma City Public Safety environment consists of the following:

o MDCs Dell 64 bit Intel Core I5 processors Windows 7 Enterprise – 32 bit OS 4 GB RAM 120 GB Solid State Drive DVD CD/ROM Drive Wifi and Bluetooth Ethernet Touch Screen Docking Station with multiple I/O connections NetMotion Wireless Mobility client

o Mobile Communications Sierra Wireless AirLink GX440 Intelligent 4G Gateway Verizon 4G LTE embedded with SIM Embedded Wifi MIMO antennas Verizon 4G LTE data services

Mobile Data connectivity is achieved through Wifi between the MDC and the Sierra Wireless gateway. NetMotion provides a persistent connection for the MDC, and creates a VPN tunnel through the Verizon public network into the City’s LAN via the internet. Verizon LTE coverage throughout the city is extensive, with throughput speeds ranging from approximately 6-18 Mb/Sec in the mobile environment.

Police MDCs are routinely used as an extension of the user’s desktop, with Active Directory authentication, folder redirection, SharePoint access, Mobile CAD, and other standard desktop applications.

V. REQUESTED SERVICES:

The City of Oklahoma City is soliciting proposals from fully-qualified Proposers to provide the Oklahoma City Police Department with a Body Worn Camera (BWC) system per the terms, conditions and specifications included in this RFP document. The BWC system shall be able to capture video from the Officer’s perspective and store the recorded video on a secure hosted website, or secure local storage solution. The cameras

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will be used by 100 officers with the possible expansion to approximately 700 BWCs in the next five years. Proposers must demonstrate experience in the implementation of BWC systems with either a local and/or hosted backend server solution with law enforcement agencies. The Proposer’s solution should be full and complete and contain, but not be limited to, all necessary software, hardware, peripherals, associated cabling and devices. The Proposer’s pricing must include all of the costs required to perform the tasks to complete the project in full. Any costs not included in the Proposer’s submitted proposal that are required to complete the project, will be the responsibility of the awarded Proposer. Proposers must also submit a separate cost sheet detailing on-going maintenance and support options after warranty expiration for each year up to the end of year 5 on all items. On-going maintenance costs should be broken out for each year up to five years and detail all items included in the maintenance costs (software, back-end storage, if applicable, and the cameras). Continuing maintenance will be subject to annual approval of funds. The City welcomes proposals from companies who provide either an off-site hosted/cloud storage solution or those that rely on structure set up in our network for a storage solution. Any off-site hosted systems must provide compliance with CJIS standards regarding security, transfer, storage, and retention of files. Proposers must provide documentation to support security standard compliance. Local storage servers and related equipment will not be included in the proposals. The City will be responsible for the establishment of the hardware to support the local storage needs of this project. Initially, the City anticipates purchasing 100 cameras for deployment and five (5) additional camera systems for spares for a total of 105 cameras to include associated mounting equipment options, software, peripherals and charging docks. Charging docks must be capable of charging multiple cameras at the same time.

Proposals should also contain the optional pricing for future expansion of the BWC program over a five (5) year period to 700 camera systems. This should include associated mounting equipment options, software, licenses, peripherals and charging docks. All future purchases are subject to future appropriations and availability of funds.

VI. SUBCONTRACTORS:

The use of subcontractors will not relieve the vendor of primary responsibility. The proposed prices must include the full price, including work that will be done by subcontractors. The City will pay only the vendor that is awarded the contract. The contracted vendor must pay any of its subcontractors.

VII. PROPOSAL SUBMITTAL REQUIREMENTS:

Each section below should be identified and presented in the same order to ensure the RFP evaluation committee considers the same information on each proposal.

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A. SUBMITTAL LETTER: State the full name and address of your organization and identify the parent company

if you are a subsidiary. Specify the branch office or other subordinate element that will perform, or assist in performing, work under the agreement resulting from this RFP process. Indicate whether you operate as a partnership, corporation, or individual. Include the state in which you are incorporated or licensed to operate. Provide the name, phone number, email address, and fax number for your proposal contact. The letter should be signed by a company representative authorized to enter into contracts.

B. EXECUTIVE SUMMARY: This section shall serve to provide the City with the key elements and unique features of the proposal by briefly describing how the Proposer 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 which were identified during the proposal process that are reasons for concern. These concerns will be addressed with the successful Proposer(s) during negotiations.

C. COMPANY HISTORY AND TRACK RECORD: Provide detailed information regarding the history of the company and the track record in the industry. Provide information on the size of your staff which work on BWC projects in any capacity. Provide information regarding your company’s research and development capabilities toward advancements in the area of BWC systems.

D. PROJECT TEAM MEMBERS AND LOCAL SERVICE SUPPORT: Describe the project team who will be managing the City of Oklahoma City’s account with complete contact information, titles and office locations. List the BWC project experiences of each team member. Describe how your company will provide the City with excellent customer service.

E. CUSTOMER REFERENCES:

Describe only relevant government experience and individual experience for personnel who will be actively engaged in the project. Provide a detailed description of your firm’s involvement in projects of similar scope and size. Provide a minimum of five (5) references from past and/or present clients for projects similar in scope to this project including the agency’s name and address, and the name, title, and phone number of each reference, and a project completion date. In addition, please describe any current projects your firm is working on, as well as the approximate cost of the projects, and estimated completion dates.

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F. FINANCIAL INFORMATION

Please provide the following information about your company: 1. A copy of your company’s most recent audited financial statement. 2. A copy of your firm’s 10K form.

G. WARRANTY AND AFTER PURCHASE SUPPORT SERVICES: Provide information regarding warranty and repair services. Also provide information regarding after purchase support and how your program would work for the City of Oklahoma City.

H. EQUIPMENT, SOLUTIONS AND SERVICES: Please provide a response to each item listed below in your proposal submittal. 1. BODY-WORN DIGITAL CAMERA REQUIREMENTS:

a. Camera shall provide feedback when activated, whether audible, visible and/or touch.

b. Camera shall have a prerecord function. c. Camera shall record in daylight and low/no light conditions. d. Camera shall have a method for synching date/time. e. Camera shall have a method for adding user name and other desired metadata

to video. f. Camera shall prevent users from deleting recorded files. g. Camera shall record the video image in full color.

2. PROPOSER SHALL PROVIDE A DETAILED RESPONSE TO THE

FOLLOWING ITEMS AS IT RELATES TO THEIR PROPOSED BWC SYSTEM: a. Audio format of the BWC (e.g., MP2, AAC, etc). b. Microphone noise canceling capabilities and effective range. c. Recording format of the BWC (e.g., MPEG-4, MOV). d. Camera mounting options (e.g., Head, Chest, Glasses, Helmet, Various). e. Video resolution of the BWC (e.g., 640x480, 1080p). f. Camera megapixels. g. Recording speed of the BWC (e.g., 30 fps). h. Video activation process (e.g. push button, slide). i. Ability to take still photos in common format (i.e. jpg, bitmap) j. BWC embeds a time/date stamp in the recorded video. k. The degree of field of view (e.g., 75°, 120°). l. Lux rating of the BWC, the minimum amount of light that produces an

acceptable image. This rating is for normal camera operation and does not take into account any Night Mode.

m. Night recording mode and in what format (e.g., Low Light, IR Lens, etc.). n. Playback screen for on-person video viewing. o. A pre-event record feature. (and, if so, the buffered time and whether the

recording includes audio). p. BWC contains video safeguards that limit access or editing by users. q. Event marking capabilities before downloading video.

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r. Event marking capabilities after downloading video. s. Battery type used by the BWC and whether it is internal or removable. t. Battery charging indicator light. u. Recording life of the BWC battery. v. Standby duration of the BWC battery. w. Onboard memory storage capacity of the BWC. x. Charge Time of the BWC battery. y. Recording time of the BWC under default resolution settings. z. GPS capabilities and if so whether that information is embedded in recorded

video. aa. The physical dimensions (in inches) of the BWC (camera, control unit and/or

battery). ab. Weight of the BWC and all accessories worn by a user. ac. If BWC has undergone Environment Testing, and if so, what standard(s) it

passed. Include information on whether or not the BWC is intrinsically safe in potentially explosive environments.

ad. Video software is available for video management of the BWC recordings, and if so, whether it is required to use the BWC

ae. Video redaction software is included in the BWC video software, if so detail the capabilities

af. BWC has wireless or Bluetooth capabilities to communicate with a computer, specifically the MDC systems described in Section IV TECHNICAL ENVIRONMENT of this RFP, for viewing and “tagging” recordings.

ag. BWC has the capability to be made tactically secure, lights/audible alerts to be dimed/or muted by the user.

ah. All warranty information for the BWC system ai. Any other information that is relevant to the Proposer’s BWC which sets it

apart from other BWC.

3. SYSTEM REQUIREMENTS: a. Based on the proposed solution, provide details on all system hardware and

software requirements and how the requirements complement the City’s network infrastructure and mobile environment, as described in Section IV “Technical Environment”.

b. Based on the proposed solution, provide details on all system hardware and software requirements and how the requirements may conflict with the City’s network infrastructure and mobile environment, as described in Section IV “Technical Environment”.

c. Provide cost structure for licensing requirements, include if your license is a single user or a concurrent type.

d. The system shall provide an automated method of transfer to move files from the camera to storage system such as drop in docking station or wireless upload.

e. The system shall have docking and charging stations that allow multiple units to be connected simultaneously without the need for connecting cables or provide individual power supplies to each individual device for charging.

f. Storage software must recognize a device and associate the device with the officer assigned to the device. Metrics on officer uploads, downloads, GB of

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data, etc. must be tracked and available to the City for performance review purposes.

g. The system should contain network overload precautions, throttle control during download of recording.

h. The system provides a minimum Encryption in transit of SSL 1024 bit key or better and at rest AES 256 or better.

i. The system provides the capability to apply specific information to the recording after the event but before downloading the recording, commonly referred to as “tagging the video”. Preferably contains the ability for officer to review/tag via MDC in the field, see Section IV TECHNICAL ENVIRONMENT for MDC specifications.

j. The system shall include client software playback with audit trail. Provide information regarding all auditing capabilities available in the system.

k. The system shall have the capabilities to generate custom reports, list all reporting capabilities and whether custom reports can be developed by the system administrator.

l. It is preferred to track inventory and distribution of all equipment in the system. Describe ability to track and assign all devices within software.

m. Client software shall provide user authentication for viewing videos, with a username and password.

n. The system should leverage Microsoft Active Directory (LDAP compliant) for managing system security access and authentication.

o. It is preferred if the system has the capability to self-assign the device to the current logged in user based on Active Directory log in. The system should prompt the current user to change device assignment if different than the user currently assigned to the device.

p. Client software shall include various security levels for viewing, making copies of videos, deleting videos, etc.

q. Officers should be restricted to viewing only their videos, while supervisors can be assigned access to view all videos.

r. The system administrator shall have the ability to set and control user access and rights.

s. The system shall allow the user to run application after initial installation without local administrative access to users PC, including software updates.

t. Client software shall operate under Windows 7 Professional 32 bit and 64 bit or later operating system, and IE8 and higher web browsers.

u. The system shall allow a method for marking files or identifying them by preset classifications to automatically determine retention periods.

v. The system shall allow the system administrator to control the length of retention of videos. Provide information on retention settings to include the maximum number of retention categories that can be created.

w. The system provides the ability for the administrator to restrict user access to certain retention categories as needed.

x. Provide the methodology and ease of uploading video, e.g. docking stations for uploading and recharging.

y. There should be various searches available for finding videos including by officer/user, OCPD applied incident number/citation number, location and date and time.

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z. The system shall allow multiple video files from the same event to be exported as a single session with multiple files for distribution.

aa. The system should allow the ability to create video clips from larger video, dependent on security role.

bb. The storage solution shall have the ability to download video from multiple cameras simultaneously.

cc. Storage capacity recommendations shall be based on a loose estimate of 150000 hours of recorded video per year. (Based on 100 cameras for the first year.)

dd. The system should allow recordings to be indexed by officer name, OCPD incident applied number/ citation number, location and date and time at a minimum.

ee. The system shall have the ability to burn CD/DVD of video footage by request of authorized users and prove authenticity if challenged in court.

ff. Shall have the ability to play back recording in most standard DVD players or PC’s after user authentication is provided. Playback shall be in a standard non-proprietary format. Shall be able to export video format and be compatible with, MP4, AVI, WMV, WAV, MOV, H.264.

gg. The system shall ensure the video has been successfully uploaded prior to deletion from the device.

4. TRAINING REQUIREMENTS:

a. The Proposer shall provide the City a “train-the-trainer” level course for twenty (20) students. This training shall provide the student the ability to adequately equip a typical equipment operator in order to ensure proper operation and utilization of the equipment supplied. Provide a description of a training plan and schedule.

b. The Proposer shall provide an advanced training course for ten (10) students in areas related to technical support and video management. The training should at minimum focus on the areas related to the BWC system operation, use of the equipment, maintenance, troubleshooting, assigning equipment, changing of components in need of repair, account management, video management, and video security. Provide a description of a training plan and schedule.

c. Provide provision of details of additional training packages (Cost, duration, user level).

d. All material and manuals necessary to perform the required training shall be furnished by the Proposer. The Proposer shall authorize the City to utilize the material in future training sessions.

5. VENDOR HOSTED STORAGE PROPOSALS, IF APPLICABLE a. Provide a detailed explanation of data security standards, to include but not

limited to, defining the physical environment, location of all host servers, protections against natural and man-made disasters, encryption, transfer, storage, redundancy and recovery of files. The loss of data occurring from criminal actions, as well as other issues that impact data integrity, such as unauthorized data access by contract personnel. Include information regarding Personally Identifiable Information (PII) Protection.

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b. The storage solution must be compliant with Criminal Justice Information Services (CJIS) requirement.

c. The City of Oklahoma City and the Oklahoma City Police Department shall retain sole ownership of all recordings. The use of any recording by the selected Proposer or anyone affiliated with the Proposer is strictly prohibited without the written consent of the Oklahoma City Police Department.

d. The location of all storage sites which will store our BWC recordings shall remain within the United States.

e. Described what happens at end of a contract – ability for transfer of stored information and definition of format to owner or other vendor?

f. Describe your willingness to provide the City the ability to export/download and move original recordings with all metadata to other storage options, i.e. local storage or a local Digital Evidence Management System after a set time period for long term storage as determined by the City.

g. Describe archival, hot and cold storage solutions. Discuss different cost savings as defined by system storage days for the various storage solutions. Describe capability to respond to requests to pull video from ‘cold storage’, include time required to download video from storage.

h. Shall have third party vendor access to system prohibited unless allowed by authorized personnel at the Oklahoma City Police Department.

i. Shall have the ability to send email messages from hosted solution interface to end users.

j. Options preferred for Two Factor Authentication, IP access restriction, and/or security challenge questions upon access from an unknown or previously used location.

6. SERVICES:

a. Describe Proposer’s ability and policy on providing Litigation Testimony in court.

b. Describe Hardware Maintenance & Support offered. Include length of time from the time the call is taken by the Successful Proposer to the time the Successful Proposer responds and resolves any issues. Describe various service level options, i.e. 24/7, 2 hour response etc. Include copy of SLA agreement and warranties.

c. Provide proposed License Agreement, Software Maintenance Agreement and Hosted Agreement for review and evaluation by the City.

7. ADDITIONAL INFORMATION: a. Provide an Acceptance Test Plan. b. Provide information on any cost related to repair needs for equipment

provided, i.e. broken clips, damaged cables, etc. c. Provide a timeline for implementation of all systems. Specify when all

systems shall be in place. Proposed schedule (work plan) to include: tasks, payment milestones, dates for completion, the City’s and Proposer’s resource assignment needs, critical path and the City’s review cycles.

d. Describe for review/evaluation support and assistance for all future upgrades. e. Describe how software updates to existing devices occurs. f. Include a maintenance schedule for System upgrades.

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g. Will maintenance windows require system downtime? h. Describe any other specialized service(s), equipment, software etc. State why

the Proposer is best suited to perform the services for this project.

I. PRICING FOR EQUIPMENT AND SERVICES: Proposer must submit detailed pricing with their proposal and details of what your

pricing offering is for the City of Oklahoma City. When possible, the City of Oklahoma City prefers to receive a discount from the Manufacturer’s Suggested Retail Price (MSRP) for the products/equipment or related services being proposed. A website or electronic catalog is preferred, but price lists will also be accepted. Submitting a discount on equipment and software will enable the City to purchase for a five-year period without amending the contract. When a new MSRP catalog or price list is issued, the same discount structure must apply to the updated list. The City of Oklahoma City expects to receive prices lower than what is ordinarily offered to retail customers. National Cooperative Agreement pricing may be proposed and incorporated into the City contract. However, the contractor should be willing to agree to the City of Oklahoma City’s standard contract terms and conditions. All Proposers are required to submit pricing in the form of either line-item pricing or a percentage discount from a website, catalog, or price list or a combination of these pricing strategies. Quantity purchasing discounts are also encouraged.

J. FORMS AND OTHER DOCUMENTS:

The electronic bidding system will require that you acknowledge that you reviewed the General Instructions and Open Records Act requirements document by entering your electronic signature. The Non-Discrimination Statement, Anti/Non-Collusion Affidavit and Vendor Registration Form will be completed prior to contract award.

VIII. SELECTION PROCESS:

A. PROPOSAL EVALUATION PROCESS: Each proposal will be independently evaluated by a selection committee. The selection committee is comprised of members from the Oklahoma City Police Department, as well as designees selected by the Finance Director, the Information Technology Director and the City Manager’s Office. The committee may make its selection based on the written proposals received, or may at its discretion, conduct oral interviews or wear test evaluation with some or all of the Proposers. The selection committee will report the results of its evaluations and make its recommendation to the City Council of the City of Oklahoma City. The City will approve the recommended Proposer, a different Proposer, or may decline to contract with any Proposer. All costs directly or indirectly related to preparation of a response to the RFP, including any costs associated with travel to the City of Oklahoma City for pre-award on-site visits, oral presentations, or the cost for a wear test evaluation required to supplement and/or clarify a proposal which may be required by the City or its Trusts, shall be the sole responsibility of and shall be borne by the Proposer(s). All responses to this RFP become the property of the City of Oklahoma City or its Trusts. The City will retain ownership of all video/audio recording made by employees of the City during any part of the evaluation process. All equipment

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provided by the Proposer(s) during the evaluation process will be returned to the Proposer(s) at the end of the process.

B. SELECTION CRITERIA: The selection process could be a three phase approach based on the following criteria:

PHASE 1: Proposers will be evaluated for selection based on their overall responsiveness and ability to meet listed requirements of the RFP. Emphasis will be placed on the following criteria (in no particular order): 1. Responsiveness to the goals, and other specified requirements of this RFP. 2. Feasibility and timeliness of the proposed work plan. 3. Approach/philosophy to providing the service. 4. Proposed project team, organizational structure, experience, and success in

projects of similar content and size. 5. Proposer’s ability, capacity, skill and financial strength to provide the requested

service. 6. Proposed project cost.

PHASE 2 (AT THE DESCRETION OF THE EVALUATION COMMITTEE): Based on the committee’s evaluation of the submitted responses, selected Proposers may be invited to the Oklahoma City Police Department to participate in an oral interview process with the selection committee. Emphasis will be placed on the following criteria (in no particular order): 1. Presentation of the Proposer’s BWC system as proposed in response to this RFP. 2. Capability of the Proposer’s BWC system to perform within the City of

Oklahoma City’s network infrastructure. 3. Proposer BWC system equipment’s overall durability and feasibility for properly

performing in field conditions to include but not limited to weather, ruggedness and mounting capabilities.

PHASE 3: Selected Proposers will be requested to supply no more than fifteen (15) complete BWC systems, software, training for users, storage, if applicable, and all peripherals for an in-field wear testing evaluation period, not to exceed thirty (30) days, by the Oklahoma City Police Department. All recordings made during this evaluation phase shall remain the property of the Police Department. If a selected proposer utilizes a host cloud storage solution, all recordings, to include all metadata, will be returned to the Police Department. Emphasis will be placed on the following criteria (in no particular order): 1. Video Quality 2. Audio Quality 3. Ability of system to properly record the officer’s view of the event 4. Camera sturdiness/security of attachment 5. Placement of camera on the officer 6. Ease of use of the camera systems 7. Ability to review recordings by user

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8. Ease of labeling recordings with required information, to include case specific data and retention standards, prior to downloading recording

9. Ease and performance of downloading recordings, labeling recordings with required information to include case specific data and retention standards

10. Effectiveness and performance of systems with the City’s IT Network Infrastructure

11. Ease and performance of access to recorded video 12. Auditing and reporting capabilities 13. Data distribution capability to include exporting to DVD or other media 14. Account administration

IX. ADDITIONAL REQUIREMENTS AND INFORMATION:

A. ADDENDA AND INTERPRETATIONS: If it becomes necessary to revise any

part of this RFP, an addendum will be issued through the electronic bidding system. The City of Oklahoma City is not bound by any oral representation, clarifications or changes unless the same is provided to Proposers in written addendum form from the Procurement Services Division.

B. ALTERING PROPOSALS: Proposals cannot be altered or amended after the submission deadline; however the selection committee may request a clarification or additional information from any, some or all Proposers.

C. SAMPLE PROFESSIONAL SERVICES AGREEMENT: A sample professional services agreement is provided as part of the RFP as an attachment in the electronic bidding system.

D. SAMPLE NONDISCLOSURE AGREEMENT: A sample nondisclosure agreement is provided as part of the RFP as an attachment in the electronic bidding system. This agreement must be signed and notarized prior to any wear testing conducted during the RFP process.

X. EXCEPTIONS/DEVIATIONS:

Any exceptions to the terms and conditions, procedures, scope, type, and frequency of services and specifications, to those listed above, and any deviations shall be clearly spelled out on the proposal in writing, attached, and made a part of the Proposer’s proposal. Failure to do so shall be construed to mean that the Proposer proposes to provide the services exactly as described, and in full compliance with all terms and conditions of the RFP.

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XI. SUBMITTAL INFORMATION INSTRUCTIONS:

COMPILE YOUR PROPOSAL DOCUMENTS IN THE FOLLOWING ORDER:

• First, electronically complete or acknowledge required forms in the electronic bidding system;

• Second, acknowledge any addenda issued during the RFP process through the electronic bidding system;

• Third, attach a document or documents containing the Proposal Submittal Requirements as listed in Section VII. and any other information required to submit a complete proposal for consideration by the evaluation committee;

• Fourth, in separate files, attach a draft of any software licensing agreements or other agreements that may be necessary to enter into a contract for this purchase;

• Finally, The City of Oklahoma City will receive electronic proposals until 4:00:00 p.m. on March 3, 2015. Responses can be uploaded into the electronic bidding system in one file or in different files clearly labeling what is contained in each electronic file. It is preferred that files not be submitted in a ZIP folder.

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