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Page 1 of 10 CITY OF DOUGLAS BID INFORMATION - eCITATION Sealed bids will be received until 2:00 p.m. on the 2nd day of December, 2015, at the office of the City Clerk, and will be opened publically and read the same day in the Council Chambers of the City Hall Building at 101 North 4th Street, Douglas, Wyoming, for an e-Citation implementation application to convert department citation issuance into a digital in-car format, with interface to the Wyoming Supreme Court e-Citation repository and FullCourt Municipal Court system, and also be compatible to Justice CAD system. Details and specifications may be obtained by contacting the Douglas Police Department, [PHONE REDACTED], 101 North 4th, Douglas, Wyoming 82633, or the City Clerk, [PHONE REDACTED], 101 North 4th Street, Douglas, Wyoming 82633. Bids received after the specified hour will not be accepted. Final delivery and completion of all project deliverables shall be accomplished prior to June 30, 2016. A Bid Bond or Letter of Credit of 5% of total project will be required at the time the bid is opened. All complete bids must be firm F.O.B. the City of Douglas, Police Department, 101 N 4th Street, Douglas, Wyoming 82633. Tax Exempt Certificate will be furnished by the City of Douglas. All bids must be clearly marked e-Citation Implementation Police Department with the bidder’s name and the time and date of the opening on the outside of the envelope. No qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of the services, programs or activities of the City of Douglas, or be subjected to discrimination. Pursuant to the American’s with Disabilities Act, reasonable accommodation for persons with disabilities who wish to participate in these services, programs or activities shall be made upon request to City of Douglas, American Disability Act Coordinator at Douglas City Hall, 101 North 4th Street, Douglas, Wyoming 82633. The City of Douglas reserves the right to reject any or all bids, to waive informalities in any bid received and accept any bid which best serves the interest of the City of Douglas. The City of Douglas is letting bids for e-Citation implementation application. The specifications are to cover software and hardware to implement digital ticket issuance from police vehicles, to include the interfaces with the Wyoming Supreme court eCitation repository FullCourt Municipal Court and Justice CAD system. This will include printers to be programmed for use with the digital ticket application, paper, and implementation and training services. The implementation will be completed using tablets purchased under separate bid. The purpose and intent of this document is to specify the purchase of e-Citation implementation for the Douglas Police Department. Any application bid shall meet or exceed the prescribed requirements. It is unacceptable to add or change components and/or materials to a unit or lesser design capability in order to meet these requirements. The bidder shall indicate his compliance with a “Yes” or non-compliance with a “No” in each line item specification. Where submitted literature does not support the meeting of these specifications, the bidder shall outline fully on company letterhead stationary the variation from specification. Any unit ---PAGE BREAK--- Page 2 of 10 not conforming to the specifications will be rejected, and it will be the responsibility of the manufacturer to conform with the requirements, unless deviations have been cited by the bidder and acceptance on the basis of the exceptions. $ Signature of company representative responsible for bid _ You are required to deliver the above specified item/s, F.O.B. to Douglas, Wyoming on or before June 30, 2016, at which time your invoice should be submitted to the City of Douglas. Finance Department, P.O. Box 1030, Douglas, Wyoming 82633-1030 for payment, unless otherwise specified in the bid documents. (Proposal must be filled out, signed and submitted with the bid document) PROPOSAL FOR FURNISHING eCitation Implementation Douglas Police Department FOR THE CITY OF DOUGLAS, WYOMING. Proposal of (Name) (Address) To furnish equipment, software and services as specified to the City of Douglas, Wyoming, in accordance with specifications dated November 10, 2015. BID ITEM: Description: eCitation Implementation Application Douglas Police Department I. Interfaces: a. Wyoming Supreme Court –eCitation repository b. FullCourt Municipal court c. Custom Micro/Justice Interface II. Standard Implementation & Training Fees III. Hardware (printers) to be programmed IV. Paper (90 rolls/100 sheets each) V. Total Initial Implementation and hardware VI. Annual Recurring Fees In addition to this proposal, the undersigned herewith submits complete information including specifications and descriptive literature to fully describe and illustrate the equipment and accessories offered. (company name) ---PAGE BREAK--- Page 3 of 10 Bidder proposes to deliver equipment in accordance with the schedule above. A bid bond, certified, or cashier’s check made payable to the City of Douglas, Wyoming, in an amount of 5% of the total amount of this bid is enclosed. The undersigned certifies that he understands the specifications relating to said bid security and agrees to the conditions set forth in said specifications. Submitted By: Company Signature: Title: ---PAGE BREAK--- Page 4 of 10 City of Douglas Call for Bids - Equipment Electronic Citation (e-Citation) Implementation, Douglas Police Department Sealed bids will be received for e-Citation implementation application for the Douglas Police Department in the office of the City Clerk until 2:00 p.m., MST, December 2nd, 2015, and publicly opened and read immediately thereafter in the Council Chambers at City Hall, 101 N. 4th St., Douglas, WY. Approved plans, specifications and contract documents may be obtained at the Douglas Police Department at 101 N. 4th Street, Douglas, Wyoming. Bid information is also available on the City website at: www.cityofdouglas.org .Mail submitted bids to the City Clerk, City of Douglas, P.O. Box 1030, Douglas, WY 82633 or deliver to the City Clerk at 101 N. 4th Street, Douglas, WY. The City reserves the right to reject any and all proposals received; to waive informalities; to postpone the award of the contract for a period of not to exceed thirty (30) days; and to accept the bid that is in the best interests of the City of Douglas. Karen Rimmer, City Clerk Published: Nov 18th and Nov 25th, 2015 ---PAGE BREAK--- Page 5 of 10 BID BOND - EQUIPMENT KNOW ALL MEN BY THESE PRESENT, that we, the undersigned, Principal, and as surety, are hereby held and firmly bound unto the City of Douglas as OWNER in the penal sum of $ for payment of which, we and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns. The condition of the above obligation is such that whereas the Principal has submitted to the City of Douglas a certain BID, attached hereto and hereby made a part hereof to enter into a contract in writing for the eCitation Implementation for the Douglas Police Department. NOW, THEREFORE, A. If said BID shall be rejected, or B. If said BID shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said BID) and shall furnish a BOND for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith and shall in all respects perform the agreement created by the acceptance of said BID. Then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated. The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its BOND shall in no way be impaired or affected by any said Surety does hereby waive notice of any such extension. IN WITNESS WHEREOF, the principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above. Surety By: IMPORTANT: Surety companies executing BONDS must appear in the Treasury Department’s most current list (Circular 570 as amended) and be authorized to transact business in the State of Wyoming. Note: If a cashier's check is to be submitted in lieu of a bid bond, cross out language referring to a surety and sign this page, or attach a signed statement that a cashier's check is submitted to fulfill the bid bond obligations set forth on this page. ---PAGE BREAK--- Page 6 of 10 IF BIDDER IS: AN INDIVIDUAL By: doing business as: (Name) Address: Phone: A PARTNERSHIP By: (seal) (Firm Name) (General Partner) Business Address: Phone: A CORPORATION By: of (Corporation Name) (State of Incorporation) By: (Signature) (Title) ATTEST: (Corporate Seal) Business Address: Phone: A JOINT VENTURE By: Address: By: Address: By: Address: By: Address: Each member of the joint venture must sign; attach additional sheet if necessary. ---PAGE BREAK--- Page 7 of 10 NOTICE OF AWARD – SERVICE/EQUIPMENT To: Equipment description: eCitation Implementation Douglas Police The owner has considered the bid submitted by you for the above described work in response to its advertisement for bids dated Nov 18th, Nov 25th , 2015 and information for bidders. You are hereby notified that your bid has been accepted for item/s in the amount of: Base Bid - $ Option #1 - $ Description Option #2 - $ Description Option #3 - $ Description Total bid amount - $ You are required, as set forth in the bid specifications, to execute any documents within ten (10) days from the date of this notice. If you fail to execute said documents, owner will be entitled to consider all rights arising out of the owner’s acceptance of your bid as abandoned and as a forfeiture of your bid bond. The owner will be entitled to such other rights as may be granted by law. You are required to return an acknowledged copy of this Notice of Award to the owner. ACCEPTANCE OF NOTICE Dated this day of , 20 . (Owner) Receipt of the above Notice of Award is hereby acknowledged by: By Company (Name) Title Dated this day of , 20 . ---PAGE BREAK--- Page 8 of 10 SPECIFICATIONS for eCitation Implementation CITY OF DOUGLAS POLICE DEPT. 101 NORTH 4TH STREET DOUGLAS, WY 82633 Ron Casalenda, Chief of Police [PHONE REDACTED] [EMAIL REDACTED] ---PAGE BREAK--- Page 9 of 10 SPECIFICATIONS eCitation Implementation These are the minimum specifications for this project. You must meet or exceed these specifications. If indication (no) is marked to any specifications, you must provide on a separate sheet of paper an explanation of the item that you would supply in place of the specified item. Any item not marked may result in rejection of the bid. SCOPE: The Douglas Police Department is implementing eCitation issuance with the assistance of a grant from the Wyoming Supreme Court. Implementation will require that the vendor product provide the software and programming to interface citations issued from police vehicles with the police department Custom Micro Justice CAD system, the Wyoming Supreme Court eCitation repository and FullCourt Municipal Court system. Vendor will provide printers for in-vehicle ticket production and programming for issuance of citations as specified by state and municipal code, and an initial supply of paper for implementation. Each bid submitted will have a full description of the methods and equipment to be used, with items meeting specifications highlighted. I. Software: A. Interface with Custom Micro/Justice. B. Interface with Wyoming Supreme Court eCitation repository. C. Interface with FullCourt Municipal Court. D. Digital citation application in twenty-one (21) vehicles. Meets Specs: Yes No Yes No Yes No Yes No II. Hardware (printers): A. Printer must be capable of printing on 8.5X11” thermal paper with no less than 200 dpi resolution. B. Printer adapter/wiring for hardwire installation in vehicles. Meets Specs: Yes No Yes No III. Services: A. Implementation includes adaptation of citation technology to record and transfer both criminal and traffic citations issued by officers from the vehicle digital application. B. Training shall include briefing all staff and in-depth training for specified individuals (train the trainer) to assure proficiency in the process of the digital ticket issuance and transfer for full implementation and utilization of eCitations with the vendor- provided solution. Meets Specs: Yes No Yes No IV. Supplies: A. 90 roll supply of ticket paper, compatible with printer – 8.5 X11’ Meets Specs: Yes No ---PAGE BREAK--- Page 10 of 10 V. Recurring Fees: A. Recognizing there will be recurring annual fees for the software licenses for the above specified application. Bid shall include a complete list and price of annual fees that will accrue in each year subsequent to e-Citation implementation for a minimum 3 years of cost projection. Meets Specs: Yes No