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CITY OF DOUGLAS Bid Specifications and Contract Documents for Wearable Video Systems Douglas City Hall 101 N. 4th Street PO Box 1030 Douglas, WY 82633 Douglas Police Department 1201 Mesa Drive, Suite A PO Box 1030 Douglas, WY 82633 ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 2 of 14 TABLE OF CONTENTS Check if Included Document Description 1. Instructions to Bidders and Call for Bids (Legal Advertisement and Detailed Notice) 2. Bid Information and Forms: a. Schedule of Prices b. Bid Bond – Vehicles and Equipment c. Signature Page 3. Notice of Award – Vehicles and Equipment 4. Specifications All items checked are in this packet. End of Section ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 3 of 14 CITY OF DOUGLAS INSTRUCTIONS TO BIDDERS – EQUIPMENT AND VEHICLES January 4, 2022 1. DEFINED TERMS A. The term “OWNER” means the City of Douglas, a municipal corporation, located at 101 North 4th Street, P.O. Box 1030, Douglas, Wyoming 82633. B. The term “BIDDER” means the individual person or company who submits a bid directly to the Owner and is distinct and separate from a sub-bidder, who submits a bid to a Bidder. C. The term “SUCCESSFUL BIDDER” means the lowest, qualified, responsible, and responsive Bidder who receives the project award based on the Owner's evaluation. D. The term “BIDDING DOCUMENTS” includes the instructions to bidders, the bid form (including bid schedule, if applicable), drawings, specifications, and all other proposed documents (including all addenda issued prior to receipt of bids, if applicable). 2. ADVERTISEMENT FOR BIDS a. Sealed bids for Wearable Video Systems will be received at Douglas City Hall, 101 N. 4th Street, until 2:00 PM MST on 2/9/2022 and then will be publicly opened and read aloud. Any bids received after the specified date and time will not be accepted or considered. Approved bidding documents may be obtained at Douglas Police Department, 1201 Mesa Drive, Suite A, or on the City of Douglas website at www.cityofdouglas.org under the “Bid Postings” tab. Each bid must be submitted on the bid form and accompanied by bid security payable to the City of Douglas as prescribed in the bidding documents in an amount not less than five percent of the amount bid. Bids may be subject to the Wyoming Preference Act. 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. To perform public work, the successful Bidder and subcontractors, prior to contract award, shall hold or obtain such licenses as required by State Statutes and federal and local laws and regulations. The City of Douglas reserves the right to reject any and all bids, to waive as an informality any irregularities contained in a bid, and to accept the bid that serves the best interests of the City. /s/Chaz Schumacher, City Clerk; Published: January 19 & 26, 2022, Douglas Budget ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 4 of 14 CITY OF DOUGLAS BID INFORMATION AND FORMS 1. Sealed bids will be received until Time, Month, Date, Year at the Office of the City Clerk and will be opened and publicly read aloud immediately thereafter in the Conference Room, City of Douglas, Wyoming, 101 North 4th Street, Douglas, Wyoming, for Wearable Video Systems. Demonstrative units will not be accepted or considered in the bid proposal. 2. Bid proposals delivered in person will be received only at the Office of the City Clerk. Bids received after the time fixed for bid reception will not be considered. All bids must be clearly marked “Wearable Video Systems” with the bidder’s name and the time and date of the opening on the outside of the envelope. The City of Douglas reserves the right to reject any and all bids, to waive as an informality any irregularities contained in a bid, and to accept the bid that serves the best interests of the City. 3. Approved Specifications and Form of Contract Documents may be obtained at the Douglas Police Department, 1201 Mesa Drive, Suite A, Douglas Wyoming 82633, or on the City of Douglas website, www.cityofdouglas.org, under “Bid Postings/Related Documents” section. 4. Delivery will be accepted 60 days after bid acceptance, F.O.B. (Free on Board) Douglas, Wyoming. Tax Exempt Certificate will be furnished by the City of Douglas. 5. A certified check, cashier’s check, or bid bond in the amount of five percent of the total amount of the bid, including allowances, additive alternates, trade-ins, and concessions, must accompany each bid and must be payable without condition to the Owner as a guarantee that the Bidder will provide specified unit(s). The City of Douglas will allow a 5% preference to Wyoming residents. Bids may be subject to the Wyoming Preference Act. Bidders will supply a Certificate of Residency in compliance with the Wyoming Department of Labor and Statistics. 6. Complete sets of bidding documents must be used in preparing bids; the Owner does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of bidding documents. The Owner, in making copies of bidding documents available on the above terms, do so only for the purpose of obtaining bids on the work and do not confer a license or grant for any other use. 7. The policy of the City of Douglas is to provide and afford equal treatment and service to all citizens and assure equal employment opportunity based on ability and fitness to all persons regardless of race, creed, national origin, sex, physical or mental disabilities or age. This policy shall apply to every aspect of employment practices, employee treatment and public contact. 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, ADA Coordinator Jonathan Teichert at Douglas City Hall, 101 North 4th Street, Douglas, Wyoming. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 5 of 14 8. The City of Douglas hereby notifies all bidders that it will affirmatively insure that pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, creed, color, sex, physical or mental disabilities, or national origin in consideration of an award. 9. 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 not conforming to the specifications will be rejected, and it will be the responsibility of the manufacturer to conform to the requirements, unless deviations have been cited by the bidder and acceptance is based upon the exceptions. End of Section ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 6 of 14 SCHEDULE OF PRICES Company Name: Mailing Address: to furnish equipment as specified to the City of Douglas, Wyoming, in accordance with specifications dated Insert Date from top of page 3. BID ITEM DESCRIPTION WEARABLE VIDEO SYSTEM Base Bid: $ Option (Describe) $ Option (Describe) $ Total Bid Amount: $ In addition to this proposal, the undersigned Bidder agrees to submit complete information, including specifications and descriptive literature to fully describe and illustrate the equipment and/or accessories offered. Bidder proposes to deliver equipment in accordance with the schedule included in the Bid Information. A bid bond or 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 Bidder understands that the Owner allows a 5% preference to Wyoming residents and that Bids may be subject to the Wyoming Preference Act. The Bidder further attests that the specifications relating to the bid security are understood and the conditions set forth in said specifications are agreed upon. Signature of Representative Responsible for Bid: Printed Name & Title of Signer: Company Name & Address of Bidder: (Proposal must be filled out, signed and submitted with the bid document) End of Section ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 7 of 14 BID BOND EQUIPMENT KNOW ALL MEN BY THESE PRESENT, that we, the undersigned, as Principal, and as surety, are hereby held and firmly bound unto 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, Wyoming, a certain Bid, attached hereto and hereby made a part hereof to enter into a contract in writing for Wearable Video Systems. 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 Performance/Contractor's 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 extension of the time within which the Owner may accept such bid; and 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. PRINCIPAL: By: (seal) SURETY: By: (seal) 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. End of Section ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 8 of 14 SIGNATURE PAGE 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--- Bidder Initials: Updated Form 12-2019, Page 9 of 14 CITY OF DOUGLAS, WYOMING NOTICE OF AWARD EQUIPMENT & VEHICLES Name of Company Attention To Mailing Address City/State/ZIP Project (as it appears on Bid documents) Contract Price The Owner has considered the bid submitted by you for the above described vehicle or equipment in response to its advertisement for bids dated Publication Dates. You are hereby notified that your bid has been accepted for item/s in the amount of: Wearable Video Systems Base Bid: $ Option (Describe) $ Option (Describe) $ Total Bid Amount: $ You are required, as set forth in the bid specifications, to execute any required documentation within ten (10) days from the date of this notice and return to the Owner. Failure to comply with these conditions within the time specified will entitle Owner to consider your bid in default, to annul this Notice of Award, and to declare your bid security forfeited. Other conditions or precedents, if any: Dated this day of , 20 . ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 10 of 14 CITY OF DOUGLAS, OWNER ACCEPTANCE OF NOTICE Receipt of the above NOTICE OF AWARD is hereby acknowledged. By: By: SIGNATURE SIGNATURE Name/Title: Jonathan Teichert, City Administrator Printed Name: Title: Please sign and send back to: City of Douglas, Attn: City Clerk P.O. Box 1030, Douglas, WY 82633 End of Section ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 11 of 14 SP ECIF ICATIO NS Specifications are for Wearable Video Systems. These are the minimum specifications for this unit; 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 equipment being specified will be assigned to the Douglas Police Department and will be used within the City of Douglas as follows: The purpose of these specifications is to provide the Douglas Police Department with wearable cameras for law enforcement and emergency response use at the lowest possible price with respect to officer use, quality, upgradeability and other considerations. These specifications are the MINIMUM standards allowed and are to include mounting hardware and all necessary equipment for a complete working system. In consideration of the specifications, this agency has taken into account court acceptance, staff involvement, storage and hidden cost or lack thereof in setting the minimum standards. Meets Specifications Yes No ITEM # 1. Video Recording Resolution – Camera must record High Definition video at a resolution of 1280X720 (720P) with a 16:9 wide screen aspect ratio. Camera must also be able to record Standard Definition video at a resolution of 864X480 (480P) with a 16:9 wide screen aspect ratio. 2. Camera Mounting – Camera must be able to be mounted to the uniform using a secure mount that is attached by both magnets and pins to the uniform and can be attached to the right or left side just below the shoulder. The camera must also have additional mounting options, including a rotating shirt clip and duty belt clip. 3. Video Storage – Camera must have internal storage of 32GB solid state storage. 4. Battery Life – Camera must have the capability of recording in the highest quality setting for at least 9 full hours. 5. Optional WiFi and GPS – Camera must offer an optional version with integrated WiFi and GPS. GPS must provide camera with time and date information. GPS equipped unit must also embed video with playback data so multiple video may be played back simultaneously, and within 200 milliseconds of one another. 6. Mobile App – Camera must support an optional iOS Mobile Application which connects to the camera with WiFi to support full frame playback of events. Mobile app must also support live view and event categorization. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 12 of 14 7. Pre-Event Timer - Camera must support settings of off (disabled) up to 2 minutes of pre-event time allowing video to be added to the beginning of every recording. Pre-event time must be silent by default, but administratively configurable for audible pre-event. Meets Specifications Yes No 8. Record-After-The-Fact – Camera must support the ability to retrieve and event that did not allow an officer to push record in a timely fashion. Record-After- The-Fact must be enabled only with administrative access and by default be silent video. Record-After-The-Fact must allow for recovery up to at least 3 hours after the incident occurred. 9. Video Transfer and Charge Mechanism – Camera must use USB connected Docking Base to charge and transfer video to the back office application. 10. Video Transfer Speed – Camera must be capable of transferring video from the USB base to a PC at a speed of two minutes per GB of data or faster 11. Automatic Transfers – Camera must support the ability to be connected to a USB base and have the video transfer begin automatically without requiring any further actions by the user. Additionally, if the camera is powered off or the battery is dead, the USB base must power it on and automatically initiate the transfer process. 12. Multi-Bay Transfer Station – Camera must support an optional multi-bay transfer station with a minimum of 8 docking bays. Transfer station must connect directly to the agency network using a 1 Gbps Ethernet connection and support the simultaneous download of 8 concurrent cameras. 13. Backlit LCD Screen – Camera must have a backlit LCD screen to display: battery condition, memory space used and available, number of recordings, incident categories, current recording duration, current time/date and assigned officer. 14. Selectable Officer Names – Camera must include a simple method for checking out a camera to an officer and then visibly displaying the name of the officer on the backlit LCD screen. 15. Event Categorization – Camera must include the ability to categorize events directly on the camera without the need for a connection to a separate device like a smartphone or computer. 16. One Button Record – Camera must be able to be activated by pressing one button and then using the same button to stop the recording. 17. Automatic Activation – GPS and WiFi equipped camera must support activation from vehicle +12volt sources such as the vehicle light bar. 18. In-Car video Integration – Must support full integration with the 4RE in-car video system. Body worn camera must remove the need for a wireless microphone by providing the audio for the in-car system during playback with 4RE in- car video recordings. The body worn camera must also provide an additional camera view for the in-car video system and automatically inherit event properties, including: officer name, event category, case number, etc. 19. Distributed Multi-Peer Recording – GPS and WiFi equipped camera must support intelligent WiFi link between in-car video systems and other linked body worn cameras so that each is aware of the recording status of the others so that if any camera is activated to record, the others being aware of its status will also begin recording. A minimum of 5 body cameras must be able to be linked to an in-car ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 13 of 14 video system using a single docking base and allowing a group recording to be initiated from any device. 20. Covert Mode – Camera must be able to be placed in covert mode by the officer. Covert mode must mute all sounds and notifications as well as turn off all lights. Meets Specifications Yes No 21. One Year Warranty – Warranty shall be a minimum of one year from the date of shipment. The warranty must cover the battery. 22. No Fault Warranty – A no fault warranty covering all accidental damage for a period of three years must be optional 23. Back Office Server Software – Systems must show pricing for the back-office server software. Server software must be Windows Server 2008 R2 64-bit/Windows Server 2012/2012 R2 compatible and utilize Microsoft SQL Server 2008 R2 Standard/Microsoft SQL Server 2012 for its database backend. 24. Client Web Application – System must support a client application that runs in common modern browsers such as Internet Explorer, Edge, Chrome and Safari. 25. Device Management – System must push configuration and firmware upgrades to connected cameras. 26. Rapid Device Checkout – In order to allow the sharing of cameras, system must optionally support the rapid checkout of a camera from an Ethernet transfer station from a browser-based application. Application must allow devices to be checked out from a specific location or from only specific transfer stations. Rapid device checkout must automatically select the camera with no remaining video to offload and with the highest level of battery charge. 27. Security Management – System must have the ability to integrate with Active Directory. System must have fully customizable user and group based permission that allow administrators to tailor each user’s ability to use the system. Specific permissions must be able to allow access to: login and view one’s video, other’s video, restricted video, export video, evidence management, security management, fleet management, edit event data. 28. Evidence Management – System must allow evidence to be deleted or archived automatically on a schedule or manually according to customizable retention period. 29. Tiered Video Storage – Video evidence management must support a combination of on premise and Microsoft Azure Government Cloud storage. Video management system must allow for video files to automatically be moved from on premise to cloud storage after an administratively defined time period. 30. Export Playback – When exporting video, the system must automatically include a standalone playback application to be included with the exported video. When used on another computer, the playback application must run solely from the export media (DVD, USB, etc.) and not require any software installation on the local playback computer. Video must also be accompanied by a full audit log showing every time the event was moved, reviewed, or exported with full MD5 hash verification data. 31. Client Playback Buffering – System must have a built in buffering scheme so that playback from a client begins as soon as the event has downloaded enough of a buffer to begin playback. Systems that require the full event be cached locally before playback initiates will not be considered. ---PAGE BREAK--- Bidder Initials: Updated Form 12-2019, Page 14 of 14 32. Export Video Anywhere with Permission – System must allow the video to be exported by a user with the appropriate permission from any client computer. Systems that allow exporting video from only a single workstation will not be considered. Meets Specifications Yes No 33. Integrated Case Management – Software must have Case Management functionality for the purpose of managing other types of digital media/evidence. Cases must be able to be created as part of a record event from the wearable camera system or completely independent of a record event. 34. Record Event Trimming Feature – Software must support the ability to trim video for the purpose of removing part of the video file by trimming the beginning and/or end portions of the event. The trimmed file must be saved as a new file in order to preserve the original file. 35. Redaction – Optional redaction software must be available that supports: automated face detection, forward and backward object scanning and selective audio muting 36. File Conversion Options – Software must support the ability to convert the in- car video native files into the following formats: MP4, MP2, AVI and WMV. 37. DVD Robot Support – Software must natively support the ability to interface with both a standard DVD Robot and a Blu-Ray DVD Robot without the need for additional modules or software. 38. Video Storage and Sharing – Software must have the ability to be installed on premise and have video stored on premise with the option of using the Cloud for sharing video and cases with intended recipients. The agency must be able to control which e-mail addresses and or domains are allowed to be sent links to shares, how long the shares are available for, the type and security of the share and the ability to remove the share at any time. All information stored in the Cloud for sharing purposes must be stored in a government secure data center. Additionally, the audit log for the video should maintain an audit trail for the video when it is exported to the Cloud and when it is viewed or downloaded by the recipient. 39. CAD System Interface – Software must have the ability to interface with Spillman CAD system for transfer of video to case file. Upon request of the agency, a working demonstration shall be provided by a representative of the bidder or by delivery of a sample unit to the agency within 15 working days of the written request. Any and all cost related to this demonstration shall be incurred by the bidder.