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4.H.a Consent Calendar City of San Bernardino Request for Council Action Date; February 21, 201 To: Honorable Mayor and City Council Members 0 From; dark Scott, City Manager 45 By: Jarrod Burguan, Chief of Police Donald Maass, Captain Subject: Vendor Service Agreement with Taser International, Inc. ~ Recommendation Adopt Resolution of the Mayor and City Council of the City of Ban Bernardino, E California, authorizing the City Manager to Execute a Vendor Service Agreement with Taser International, Inc. and authorizing the Director of Finance to issue a Purchase d Order to Taser International Inc in the amount of $341,230.. v Background in In October 2015, the Ban Bernardino Police Department, jointly with the Fontana Police Department as a sub-grantee, was awarded a 2 year grant from the Bureau of Justice � Assistance for the acquisition of a body worn camera system on a 50/50 matching funds basis. The total grant amount of $546,502 was to be split evenly between the Ban Bernardino Police Department ($273,251) and the Fontana Police Department � ($273,251). The Fiscal Year 2015/2017 Adopted Budget for the Police Department � includes funding to purchase body worn cameras, associated hardware, and cloud- a based data storage.. The Police Department has funds budgeted to cover the cast of purchasing the cameras and related equipment and storage during the current fiscal ; year, including; general Fund and the B A Body Worn Carrera Grant Fund'. d Discussion ,M As an exemption to competitive bidding in accordance with Ordinance MG14-13 San Bernardino Municipal Code Section 3.04.010 authorizes purchases from a vendor in E which another California government agency's bidding procedure has established and v approved by the Council and a price that a vendor is willing to sell to the City. The Santa Ana Police Department issued a Request for Proposal (RFP) No. 16-053. Fight ( vendors responded to the Santa ,Arra solicitation and Santa Ana has chosen Taser International, Inc. and is currently seeking City Council approval for their purchase by March 2017, By utilizing the RFP process conducted by the Santa :Area Police Department, the San Bernardino Police Department saves the considerable time and expertise of conducting its town RFP process and can thereby acquire and implement the Packet Pg. 143 use of body worn cameras in a more timely fashion. Taser International is willing to sell a comprehensive body worn camera system to the City using Santa Ana Police Department's bid prices. The Police Department will purchase 200 Taser Axon body worn cameras, 34 Taser Axon docks. associated equipment, repair/replacement service and unlimited Evidence,com data storage for a period of five years, The first year cost to purchase the cameras, docks, equipment, service plan, and data storage Is approximately $341,230. The annual cost for the service plan and unlimited data storage for years 2-5 is approximately $183,864 per year. Incorporated within the 5 year service plan is the automatic replacement of all 200 body worn cameras after 2.5 years at no additional cost to the City, Taser International, Inc. has agreed to use the same pricing model for the City of San Bernardino as the bid submitted to and accepted by the Santa Ana Police. The quotes for body worn cameras and associated services to be purchased by the San Bernardino Police Department are slightly different from the Santa Ana Police Department's bid quotes because the San Bernardino Police Department has selected a different mix of optional equipment and services. Fiscal Impac There is no fiscal impact; all funds have been appropriated in the FY16117 Adopted Budget. The Police General Fund includes $250,000 originally budgeted as the required match for the Body Worn Camera Grant. Grant funds in the amount of $542,503 have been budgeted in the Body Worn Camera Grant Program, Funding for the purchase will be: 0 General Fund $170,615 BC Grant Fund $170,615 > Conclusion Authorize the City Manager to Execute a Vendor Service Agreement with Taser International, Inc, and the Director of Finance to issue a Purchase Order to Taser .2 41 International Inc in the amount of $341,230. Attachments Attachment 1 — Resolution Attachment 2 — Taser International SBPD bid 0-28932-3 Attachment 3 — Santa Ana RFP No. 16-053 Attachment 4 — Taser International Santa Ana PD bid Q-64408-1 E Attachment 5 — Body Worn Camera Vendor Service Agreement Packet Pg. 144 4.Hb j RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN 3 BERNARDINO, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO c EXECUTE A VENDOR SERVICE AGREEMENT WITH TASER INTERNATIONAL 4 INC AND AUTHORIZING THE DIRECTOR OF FINANCE TO ISSUE A PURCHASE o ORDER TO TASER INTERNATIONAL, INC. IN THE AMOUNT OF $341,230 FOR 5 BODY WORN CAMERAS. _ 6 WHEREAS, City of San Bernardino, California, Municipal Code Section 3.04.010 0 7 Ica allows for purchases from a vendor or manufacturer which, through the City's bidding 8 3 procedure, or other California government or governmental agency's bidding procedure, has d 9 E 4) 10 established a price at which such a vendor or manufacturer is willing to sell to the City. Q 11 During such a bid procedure more than one responsive bid must have been received, and the Z 12 bid award must have occurred within one year at the City's issuance of a purchase order; and 0 'a 13 WHEREAS, City of Santa Ana, California, Police Department issued RFP No. 16- 14 053 and eight vendors submitted responses to the bid solicitation; and 00 15 16 WHEREAS, the City of Santa Ana, California, has selected Taser International Inc. c 17 for the purchase of body worn cameras and data storage through a competitive bid process; 18 and Taser International has agreed to sell the same type of body worn cameras, services and s iv 19 data storage to the City of San Bernardino for the same established price schedule. 20 L 21 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY U 22 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: o 23 SECTION 1. The City Manager is hereby authorized and directed to execute a 0 M 24 Vendor Service Agreement with Taser International, Inc., attached hereto as Exhibit "A" and 25incorporated herein, with authority to make minor changes. 26 r a 27 28 1 Packet Pg. 145 4.H.b SECTION 2. The Director of Finance is hereby authorized and directed to issue a 1 2 Purchase Order to Taser International, Inc. in an amount not to exceed $341,230.00 pursuant 3 to Municipal Code 3.04.010 (b)(2). 4 /// o o 5 6 7 8 3 9 E d 10 a 11 12 0 13 > 14 15co 16 o w 17 18 U 19 20 L 21 E U 22 0 23 /// a 0 24 25 E U 26 27 28 2 Packet Pg. 146 4.H.b RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN 1 BERNARDINO, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO 2 EXECUTE A VENDOR SERVICE AGREEMENT WITH TASER INTERNATIONAL INC AND AUTHORIZING THE DIRECTOR OF FINANCE TO ISSUE A PURCHASE 3 ORDER TO TASER INTERNATIONAL INC IN THE AMOUNT OF $341,230 FOR BODY WORN CAMERAS. 4 0 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor E d 6 and City Council of the City of San Bernardino at a 7 meeting thereof, held on the day of , 2017, by the following vote, s 8 3 to wit: c 9 E d 10 Council Members: AYES NAYS ABSTAIN ABSENT a, a 11 MARQUEZ U 12 BARRIOS 0 13 VALDIVIA a 14 15 SHORETT 00 16 NICKEL 0 P 17 RICHARD a� 18 MULVIHILL 19 a 20 L Georgeann Hanna, CMC, City Clerk 21 22 The foregoing Resolution is hereby approved this day of , 2017. o 3 23 0 24 m R. Carey Davis, Mayor 25 City of San Bernardino s 26 Approved as to form: Q 27 Gary D. Saenz, City Attorney 28 By: 3 Packet Pg. 147 4.H.c TASER International Protect Life. Protect Truth. 17800 N 85th St. Scottsdale, Arizona 85255 United States Phone: (800) 978-2737F4 I Fax: c L Qi .W Ron Maass L maass_ro@sbcity.org Quotation Quote: Q-28932-3 Date: 1/30/2017 2:09 PM Quote Expiration: 2/28/2017 Contract Start Date*: 3/1/2017 d Contract Term: 5 years a AX Account Number: 03 106954 it Bill To: Ship To: San Bernardino Police Dept. -CA Ron Maass O P. 0. Box 1559 San Bernardino Police Dept.-CA = San Bernardino, CA 92401 710 North D Street at US San Bernardino, CA 92401 US 00 10 SALESPERSON PHONE EMAIL DELIVERY METHOD PAYMENT METHOD Chad Kapler 480-341-9539 ckapler@taser.com Fedex-Ground Net 30 0 C� *Note this will vary based on the shipment date of the product. p a m Year 1 -Unlimited Users-Due Net 30 c/) L QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL N 150 85123 EVIDENCE.COM UNLIMITED LICENSE YEAR 1 PAYMENT USD 948.00 USD 142,200.00 N 6,000 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 -r- 5 C5 89101 PROFESSIONAL EVIDENCE.COM LICENSE:YEAR 1 PAYMENT USD 468.00 USD 2,340.00 a 150 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 L 150 74001 AXON CAMERA ASSEMBLY,ONLINE,AXON BODY 2, BLK USD 399.00 USD 59,850.00 E 150 74020 MAGNET MOUNT, FLEXIBLE,AXON RAPIDLOCK USD 0.00 USD 0.00 0 C 150 74021 MAGNET MOUNT,THICK OUTERWEAR,AXON RAPIDLOCK USD 0.00 USD 0.00 O 150 11553 SYNC CABLE, USB A TO 2.5MM USD 0.00 USD 0.00 34 74008 AXON DOCK,6 BAY+CORE,AXON BODY 2 USD 1,495.00 USD 50,830.00 m 34 87026 TASER ASSURANCE PLAN DOCK 2 ANNUAL PAYMENT USD 216.00 USD 7,344.00 34 70033 WALL MOUNT BRACKET,ASSY, EVIDENCE.COM DOCK USD 35.00 USD 1,190.00 m 1 85055 PREMIUM PLUS SERVICE USD 15,000.00 USD 15,000.00 R tu 95 70112 AXON SIGNAL UNIT USD 0.00 USD 0.00 Q Page 1 of 5 Packet Pg. 148 4.H.c QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL 150 85100 EVIDENCE.COM INTEGRATION LICENSE:ANNUAL PAYMENT USD 0.00 USD 0.00 Year 1 -Unlimited Users-Due Net 30 Tax Amount: USD 20,913.15 Year 1 -Unlimited Users-Due Net 30 Discount: USD 53,505.00 Year 1 -Unlimited Users-Due Net 30 Net Amount Due Including Taxes: USD 299,667.15 U C Year 1 -Basic Users-Due Net 30 C QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL 0 50 74001 AXON CAMERA ASSEMBLY,ONLINE,AXON BODY 2, BLK USD 399.00 USD 19,950.00 F d 50 74020 MAGNET MOUNT, FLEXIBLE,AXON RAPIDLOCK USD 0.00 USD 0.00 50 74021 MAGNET MOUNT,THICK OUTERWEAR,AXON RAPIDLOCK USD 0.00 USD 0.00 0) N 50 11553 SYNC CABLE, USB A TO 2.5MM USD 0.00 USD 0.00 N 50 87101 BASIC EVIDENCE.COM LICENSE:YEAR 1 PAYMENT USD 180.00 USD 9,000.00 500 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 50 85070 TASER ASSURANCE PLAN ANNUAL PAYMENT, BODYCAM USD 204.00 USD 10,200.00 d 50 85100 EVIDENCE.COM INTEGRATION LICENSE:ANNUAL PAYMENT USD 0.00 USD 0.00 Year 1 -Basic Users-Due Net 30 Tax Amount: USD 2,412.01 Q cs Year 1 -Basic Users-Due Net 30 Discount: USD 9,000.00 Year 1 -Basic Users-Due Net 30 Net Amount Due Including Taxes: USD 41,562.01 Cn L Spares c QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL 6 74001 AXON CAMERA ASSEMBLY,ONLINE,AXON BODY 2, BLK USD 0.00 USD 0.00 V w 6 74020 MAGNET MOUNT, FLEXIBLE,AXON RAPIDLOCK USD 0.00 USD 0.00 It 6 74021 MAGNET MOUNT,THICK OUTERWEAR,AXON RAPIDLOCK USD 0.00 USD 0.00 S O 6 11553 SYNC CABLE, USB A TO 2.5MM USD 0.00 USD 0.00 Spares Tax Amount: USD 0.00 a Im Spares Net Amount Due Including Taxes: USD 0.00 Cn L Year N QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL h cv 50 87201 BASIC EVIDENCE.COM LICENSE:YEAR 2 PAYMENT USD 180.00 USD 9,000.00 v 500 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 Q 5 89201 PROFESSIONAL EVIDENCE.COM LICENSE.YEAR 2 PAYMENT USD 468.00 USD 2,340.00 N w 150 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 E cc 150 85124 EVIDENCE.COM UNLIMITED LICENSE YEAR 2 PAYMENT USD 948.00 USD 142,200.00 U c 6,000 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 p 50 85070 TASER ASSURANCE PLAN ANNUAL PAYMENT, BODYCAM USD 204.00 USD 10,200.00 34 87026 TASER ASSURANCE PLAN DOCK 2 ANNUAL PAYMENT USD 216.00 USD 7,344.00 m 200 85100 EVIDENCE.COM INTEGRATION LICENSE:ANNUAL PAYMENT USD 0.00 USD 0.00 d Year 2 Tax Amount: USD 12,779.52 E Year 2 Discount: USD 36,000.00 v co .a Year 2 Net Amount Due Including Taxes: USD 183,863.52 Page 2 of 5 Packet Pg. 1 9771 4.H.c Year 3 QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL 50 87301 BASIC EVIDENCE.COM LICENSE:YEAR 3 PAYMENT USD 180.00 USD 9,000.00 500 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 5 89301 PROFESSIONAL EVIDENCE.COM LICENSE:YEAR 3 PAYMENT USD 468.00 USD 2,340.00 cS C 150 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 150 85125 EVIDENCE.COM UNLIMITED LICENSE YEAR 3 PAYMENT USD 948.00 USD 142,200.00 C O w 6,000 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 C L 50 85070 TASER ASSURANCE PLAN ANNUAL PAYMENT, BODYCAM USD 204.00 USD 10,200.00 34 87026 TASER ASSURANCE PLAN DOCK 2 ANNUAL PAYMENT USD 216.00 USD 7,344.00 200 85100 EVIDENCE.COM INTEGRATION LICENSE:ANNUAL PAYMENT USD 0.00 USD 0.00 fM Year 3 Tax Amount: USD 12,779.52 Year 3 Discount: USD 36,000.00 3 C Year 3 Net Amount Due Including Taxes: USD 183,863.52 E d Year Cts QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL Q m 50 87401 BASIC EVIDENCE.COM LICENSE:YEAR 4 PAYMENT USD 180.00 USD 9,000.00 v 500 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 L 5 89401 PROFESSIONAL EVIDENCE.COM LICENSE:YEAR 4 PAYMENT USD 468.00 USD 2,340.00 0 150 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 d 150 85126 EVIDENCE.COM UNLIMITED LICENSE YEAR 4 PAYMENT USD 948.00 USD 142,200.00 6,000 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 00 50 85070 TASER ASSURANCE PLAN ANNUAL PAYMENT, BODYCAM USD 204.00 USD 10,200.00 d 34 87026 TASER ASSURANCE PLAN DOCK 2 ANNUAL PAYMENT USD 216.00 USD 7,344.00 Ct 200 85100 EVIDENCE.COM INTEGRATION LICENSE:ANNUAL PAYMENT USD 0.00 USD 0.00 p a Year 4 Tax Amount: USD 12,779.52 CO Year 4 Discount: USD 36,000.00 N Year 4 Net Amount Due Including Taxes: USD 183,863.52 f- N Year 5 C c� QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL Q 50 87501 BASIC EVIDENCE.COM LICENSE:YEAR 5 PAYMENT USD 180.00 USD 9,000.00 vi R L 500 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 W E 5 89501 PROFESSIONAL EVIDENCE.COM LICENSE:YEAR 5 PAYMENT USD 468.00 USD 2,340.00 U 150 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 O 150 85127 EVIDENCE.COM UNLIMITED LICENSE YEAR 5 PAYMENT USD 948.00 USD 142,200.00 6,000 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 Q M 50 85070 TASER ASSURANCE PLAN ANNUAL PAYMENT, BODYCAM USD 204.00 USD 10,200.00 .;w C 34 87026 TASER ASSURANCE PLAN DOCK 2 ANNUAL PAYMENT USD 216.00 USD 7,344.00 w 200 85100 EVIDENCE.COM INTEGRATION LICENSE:ANNUAL PAYMENT USD 0.00 USD 0.00 U R Year 5 Tax Amount: USD 12,779.52 Q Year 5 Discount: USD 36,000.00 Year 5 Net Amount Due Including Taxes: USD 183,863.52 Page 3 of 5 Packet Pg. 150 4W.c Subtotal USD 1,002,240.00 Estimated Shipping&Handling Cost USD 1,318.20 Estimated Tax USD 74,443.24 Grand Total USD 1,078,001.44 ti C its C O C L d .V L N t6 H .0 a.+ r+ C d E N Os L a d t) O CO L O C d tU CO d O C'1 O a M M L a: N ca N V a N is L W E M U c L O A O IM C d E U M a Page 4 of 5 Packet Pg. 151 4.H.c Complimentary Evidence.com Tier Upgrade Through September 2016 This quote contains a purchase of either the Basic or Standard Evidence.com license.You will temporarily receive the features available with the Professional license for the Basic and Standard licenses purchased until September 2016.This is a free upgrade to your account so you can enjoy all the benefits of our most feature rich license tier.In September 2016 you will be prompted to select which users you would like to assign to each tier.This will have no impact on uploaded data. c i C Axon Body 2 Shipping c Axon Body 2 is available for delivery between 8-10 weeks after purchase date.You will be notified if there are any delays.TASER reserves the right to make product changes without notice. _ L m c Additional terms that apply to the Evidence.com Unlimited License: N CC Each Evidence.com Unlimited License includes the benefits of the Evidence.com Ultimate License and unlimited data storage for AXON camera and Evidence 1' Mobile generated data in the Evidence.com Services.You must implement a data retention schedule in the Evidence.com Services for the management of your _ data stored in the Evidence.com Services to qualify for the Evidence.com Unlimited License.TASER reserves the right,in its sole discretion,to place any data 'S stored in your Evidence.com accounts and not accessed for six months into archival storage.You will still be able to access data stored in archival storage. d E TASER International,Inc.'s Sales Terms and Conditions L for Direct Sales to End User Purchasers a a� v By signing this Quote,you are entering into a contract and you certify that you have read and agree to the provisions set forth in this Quote and TASER's Master Services and Purchasing Agreement posted at w�vw.tasencom/leeal.You represent that you are lawfully able to enter into contracts and if you are entering into cn this agreement for an entity,such as the company,municipality,or government agency you work for,you represent to TASER that you have legal authority to bind that entity.If you do not have this authority,do not sign this Quote. Q c d Signature: Date: > Name(Print): Title: ot°o et V PO#(if needed): C Quote: Q-28932-3 CY 0 0- 00 Please sign and email to Chad Kapler at ckapler@taser.com or fax to N L Qf N h THANK YOU FOR YOUR BUSINESS! v `Protect Life'and©are trademarks of TASER International,Inc.,and TASER®is a registered trademark of TASER International,Inc.,registered in the U.S. V ®2013 TASER International,Inc.All rights reserved. 'a N R L EW G U c L 0 �0 W .md E .I: U r.+ a Page 5 of 5 Packet Pg. 152 4.H.d REQUEST FOR PROPOSALS (RFP) FOR A BODY WORN CAMERA SYSTEM RFP NO. 16-053 0 , t . 1 tEa C s.. d E d v a v CITY OF SANTA ANA > Santa Ana Police Department uy 60 Civic Center Plaza `o Santa Ana, CA 92702 v Commander Jason Viramontes Project Manager (714) 245-8023 Office iviramontes@santa-ana.org a. a c cc KEY RFP DATES: v a Issue Date: March 29, 2016 Pre-proposal Meeting: April 12, 2016 at 3:00 p.m. Proposal Due Date: April 26, 2016 at 4:00 p.m. M U c 0 0 m v E c� a City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 1 Packet Pg. 153 4.H.d NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms to provide a body-worn v camera system. Responses to the Request for Proposals (RFP) will be accepted until Tuesday, April, 26, 2016 at 4:00 p.m. If further information is required, contact Commander Jason Viramontes at (714) 245-8023 or iviramontes@santa-ana.ora. o All notifications, updates and addenda will be posted on the City's current RFP Bid page at www.santa- a ana.org/bids-rfps/. Proposers shall be responsible for monitoring the site to obtain information regarding 6 this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive a proposal. N MAILED, DELIVERED BY HAND, or COURIERED proposals will be accepted as follows: c City of Santa Ana E RFP 16-053 Body Worn Camera System Purchasing Division, 4th Floor , 20 Civic Center Plaza, Room 429 `C Santa Ana, CA 92701 L It is the responsibility of the proposer to ensure that any proposals submitted shall have sufficient time to be received by the City of Santa Ana prior to the proposal due date and time. Questions regarding this Request for Proposals shall be made in writing via e-mail to Commander Jason Viramontes at jviram ontes@santa-ana.orq. The receiving time in the Purchasing Division, 20 Civic Center Plaza, Santa Ana, CA 92701, will be v the governing time for acceptability of proposals. Late proposals will NOT be considered and will be returned to proposer unopened. Telegraphic, electronic, and facsimile proposals will not be accepted. Q ONLY SEALED RFP RESPONSES ARE ACCEPTABLE. 0- LL o: DO NOT E-MAIL RFP RESPONSES. DO NOT FAX RFP RESPONSES. M s U M r N M L E t4 v c L O Q M C E t v ¢ City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 2 .,.. Packet Pg. 154 4.H.d v _ 0 w CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM _ TABLE OF CONTENTS PAGE I. INTRODUCTION 4 If. PERIOD OF CONTRACT 4 d III. OPTION OF RENEWAL 5 IV. FISCAL NONFUNDING CLAUSE 5 Q V. PROPOSAL DEPOSIT AND PERFORMANCE BOND 5 VI. SCOPE OF SERVICES 5 VII. GENERAL INFORMATION 5 VIII. COORDINATION 6 IX. PROPOSER RESPONSIBILITIES 6 X. INITIATION/KICK OFF MEETING 6 XI. CITY BUSINESS LICENSE 6co XII. ADDENDA 7 XIII. RULES FOR PROPOSALS 7 XIV. PREPROPOSAL MEETING 7 to XV. E-MAIL COMMUNICATIONS AND INTERPRETATIONS/CLARIFICATIONS 7 XVI. SUBMITTAL INFORMATION AND DEADLINE 7 XVII. SUBMITTAL REQUIREMENTS 7 d XVIII. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION 8 XIX. PUBLIC RECORDS 9 XX. PROTEST PROCEDURES 10 M EXHIBIT A—SCOPE OF SERVICES 11 Q EXHIBIT B —SAMPLE AGREEMENT 16 EXHIBIT C— PROPOSERS CERTIFICATION AND PROPOSAL ITEM PRICING 22 a EXHIBIT D— OFFERERS REFERENCES23 E EXHIBIT E — PROPOSERS STATEMENT 24 v EXHIBIT F — CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR 25 0 EXHIBIT G — NONCOLLUSION AFFIDAVIT 27 EXHIBIT H — SAMPLE ADDITIONAL INSURED ENDORSEMENT 28 0 m a� E r a City of Santa Ana— RFP for Body-Worn Cameras Page 3 Packet Pg. 155 4.H.d ci �a 0 CITY OF SANTA ANA F REQUEST FOR PROPOSALS (RFP) FOR A BODY-WORN CAMERA SYSTEM N I. INTRODUCTION w The City of Santa Ana (City) is the 11th most populated city in the State of California with a population of over 335,000, encompassing approximately 27.3 square miles. The City employs approximately 367 sworn personnel. E L The Santa Ana Police Department created a Body Worn Committee last year to research the ¢ application of body worn cameras in the Police Department. The Committee recommended that the ;' City move forward with implementation of a Body Worn Program in the Police Department. d The City is soliciting proposals from qualified contractors to provide a turnkey, Body Worn Camera 8 and Video Management Solution to include the furnishing of cameras and related accessories 22 (hardware), and digital storage for the purchase or long-term lease of said equipment and storage solution. Vendors providing partial solutions will not be considered for contract award. co The Santa Ana Police Department anticipates requiring: • Two hundred (200) body worn cameras. It is estimated that each officer will record an average of 400 hours per year. • All necessary mountings, charging/docking stations, cables, clips, and viewing devices U. • Data storage to maintain the video of designated officer interactions with the public with ability to retain video and audio evidence, use of force incidents, and video related to potential liability Q indefinitely ;? • Access to stored video by officers, detectives, supervisors, District Attorneys and City Prosecutors Cq • All other software, storage, components, etc. necessary for a complete system M w The vendor may be called upon to provide other related support services during the term of the a Agreement ("Agreement"). Such services will be at the discretion of the City. The term "Vendor" or "Contractor" shall refer to any legal entity or entities submitting a proposal in response to this E Request for Proposal ("RFP"). M c II. PERIOD OF CONTRACT 0 a Unless earlier terminated as allowed for in the agreement, contract term shall be for a period of c three (3) years. The contract term is anticipated to commence after City Council award of contract 00 and upon receipt and approval of all required bonds and insurance documents. E U M a. r Q City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 4 Packet Pg. 156 4.H.d III. OPTION OF RENEWAL The term of this agreement may include provision for renewals as set forth in the Scope of Services, attached as Exhibit A. IV. FISCAL NONFUNDING CLAUSE a In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City. V. PROPOSAL DEPOSIT A proposal deposit in the amount of ten percent (10%) of the total proposed annual contract d amount set forth in Exhibit B shall accompany each proposal. The proposal deposit must be in E the form of a bid bond, cashier's check, certified check, bank draft, letter of credit, trust company as treasurers check, or money order. Checks shall be payable to the City of Santa Ana. NO PERSONAL OR COMPANY CHECKS WILL BE ACCEPTED. Proposal deposits of the unsuccessful proposers shall be returned upon award of contract by the City. w The proposal deposit is subject to be forfeited if the successful proposer fails to execute the written o contract and furnish required insurance documents, or to satisfy any other conditions present within a reasonable time as determined by the City. > No performance bond is required for this project. VI. SCOPE OF WORK/SERVICES 9 to The scope of work may include any and all work efforts related to the Body-Worn Camera System ' as set forth in EXHIBIT A- SCOPE OF SERVICES. u The contractor shall be an independent contractor capable of providing experienced, ¢ knowledgeable and professional staff. The contractor shall be responsive and maintain excellent 2 working relationships with City residents, businesses, government officials and City staff. The % contractor shall provide adequate staffing levels at all times and adhere to established schedules. ; J__ The contractor shall comply with all federal, state and local laws, rules, regulations, ordinances, and statutes. Q VII. GENERAL INFORMATION �o A. The term of the contract will begin after the contract award by the City Council and approval of required insurance documents. `a B. When determined appropriate, the City will provide information in its possession relevant to 0 preparation of required information in RFP. The City will provide only the staff assistance m and documentation specifically referred to herein. E C. The proposer shall be responsible for retaining data, records and documentation for the preparation of the required information. These materials shall be made available to the City as requested by the City. City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 5 Packet Pg. 157 4.H.d D. This RFP does not commit the City to pay costs incurred in preparation of a response to this RFP. All costs incurred in the preparation of the proposal, the submission of additional information, attendance at pre-proposal conference, negotiations with City, and/or any other aspect of a proposal prior to award of a written contract will be borne by the proposer. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any informality or technical defect in the RFP process. L E. All data, documents and other products used, developed, or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City, and will be subject to California Public Records Act inquiries. Proposer information identified as proprietary information shall be maintained confidential, to �— the extent allowed under the California Public Records Act. F. The City reserves the right to reject, replace and approve any and all subcontractors. All subcontractors shall be identified in the response to the RFP. Subcontractors shall be the E responsibility of the prime contractor and the City shall assume no liability of such subcontractors. ¢ a� U VIII. COORDINATION a� c� Coordination by the awarded proposer with the City, other contractors, and agencies will be 0'- required `required to achieve satisfactory and timely delivery of the required services. Coordination may c include, but not be limited to, coordination with neighborhood and civic groups, local and/or state agency boards, and attendance at City Commission, Agency, and Council meetings. co The City will decide the manner in which the coordination efforts will be conducted. At the City's :r option, coordination efforts may be performed by the proposer's direct contact, by the proposer acting through the City or by the City only. When coordination efforts require agreements, such agreements shall be coordinated through the City. UL IX. PROPOSER RESPONSIBILITIES a C The selected proposer will assume responsibilities for all services in its proposal. The selected m proposer shall identify a sole point of contact with the greatest knowledge in regard to the required a service operations and contractual matters, including payment of any and all charges resulting from the Agreement. .� U V X. INITIATION/KICK OFF MEETING of The successful proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including v transition of services and scheduling. 0 L 0 XI. CITY BUSINESS LICENSE a The selected proposer shall be required to obtain a City of Santa Ana Business license within thirty m° (30) days of selection and must provide a copy to the City projects manager or designee prior to commencing any work in Santa Ana. U w .............. City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 6 Packet Pg. 158 4.H.d XII. ADDENDA Any subsequent changes in RFP from the date of preparation to date of submittal will result in an .. addendum or amendment by the issuing office. Notification of such addendum or amendment shall be effected by posting on City's website, as set forth in the Notice Inviting Proposals. c XIII. RULES FOR PROPOSALS _ The signer of the RFP must declare in writing that the only person, persons, company, or parties 2 interested in the proposal as principals are named therein; that the proposal is made without collusion with any other person, persons, company, or parties submitting a proposal; that it is in all n respects fair and in good faith without collusion or fraud, and that the signer of the proposal has full M authority to bind the proposer (Exhibit H). XIV. PREPROPOSAL MEETING E A pre-proposal meeting is scheduled for 3:00 p.m. Tuesday, April 12, 2016 at the Santa Ana 2 Police Department Community Room, 60 Civic Center Plaza, Santa Ana. The meeting will include a a discussion of the project, requirements of the RFP, and will be followed by a question-and-answer session. It is highly recommended that proposer operation/field supervisors attend this meeting. i_> XV. E-MAIL COMMUNICATIONS AND INTERPRETATIONS/CLARIFICATIONS `o zs To facilitate the RFP process, proposers are required to monitor the City's Bid and RFP page at www.santa-ana.org/bids-rfps. No oral interpretations will be made by the City to any proposer as to the meaning of requirements identified herein, including the Scope of Services and Terms and co Conditions. Every request for such an interpretation must be made in writing via e-mail to the projects manager no fewer than five (5) calendar days prior to the date and time set for opening LO of proposals. Significant interpretations or clarification will be made by an addendum to this RFP, 9 which will be posted to the website. Addenda may become part of the agreement documents. Ir- 0- U.aLL XVI. SUBMITTAL INFORMATION AND DEADLINE _ Proposals are due to the City of Santa Ana, at the date, time, and location set forth on the Notice Inviting Proposals. Faxed and e-mail proposals will not be accepted. cn XVII. SUBMITTAL REQUIREMENTS L U R3 a.+ The RFP is intended to assess and evaluate each firm's capabilities as they apply to the proposed Q project. Ui Submittal of Proposal U _ A. Seven (7) copies of the response to the RFP shall be submitted. One of these copies shall be marked "original" and have original signatures from a company representative who can make legally binding commitments for the company. o M B. One (1) copy of the submittal on a compact disc, USB flash drive or equivalent. E C. Each firm must address each of the following items in its response to the RFP: Statement of Qualifications - In order to maintain uniformity, the Statement of Qualifications 4 must be limited to a MAXIMUM of 20 PAGES (excluding front and back covers, section City of Santa Ana- RFP 16-053 for Body-Worn Cameras Page 7 Packet Pg. 159 4.H.d dividers and exhibits). The page limitation includes all appendices, attachments, and supplemental information. The following information is required: 1. Cover Letter — A letter signed by a principal or authorized representative who can o make legally binding commitments for the entity. L 2. System Hardware, Software, Storage and Warranty: A description of the proposed body-worn camera system hardware, software, storage and warranty features and how L they meet the needs of the Police Department as described in the specification (Exhibit A). r 3. Firm and Personnel Experience: A profile of the firm's experience, including the 3 names and experience of personnel who will be providing services. At a minimum, this should include the project manager/principal agent, and key training personnel. The E project manager/principal agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited for an interview. .rt w 4. Deliverables and Implementation Plan: Proposer shall submit a general description of the deliverables, implementation plan, and timeline (including training) necessary to complete the project. o a c 5. Proposal Deposit (Bid Bond): Ten-percent (10%) of the total proposed annual contract > amount of the proposal item pricing in Exhibit C. �c 00 D. EXHIBIT C — PROPOSERS STATEMENT AND PROPOSAL ITEM PRICING E. EXHIBIT D — REFERENCES — The proposer shall submit three references for whom you n have provided work similar to that identified in this RFP (Exhibit A) in the last 5 years. a U. F. EXHIBIT E - PROPOSERS STATEMENT M M c G. EXHIBIT F —CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR M c M H. EXHIBIT G — NONCOLLUSION AFFIDAVIT M I. EXHIBIT H — SAMPLE ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY d v� M J. The proposal must be completely responsive to the RFP. Any exceptions to the requirements of this RFP must be clearly stated in the proposal. Such exceptions must be E included as a separate element of the proposal entitled "Exceptions and Deviations." The Project Manager, in his sole and absolute discretion, may authorize or deny any exceptions. �Lo K. The City reserves the right to reject any or all proposals submitted and no representation is c made hereby that any contract will be awarded pursuant to this RFP or otherwise. The City CO reserves the right to waive minor inconsistencies in submitted Proposals. XVIII. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION v M The criteria for evaluating the proposals submitted will take the following items into consideration: Q City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 8 Packet Pg. 160 4.H.d Responsiveness to RFP 10% • Proposal's compliance with the requirements of this RFP • Scope of services offered including ability to provide optional services • The value of any new product or service suggestions or other new ideas and enhancements System Hardware, Software, Storage, and Warranty 60% _ 0 • Design, capability, reliability, functionality, and longevity of all system and application t components including, but not limited to software, hardware, storage solution, and/or other equipment or software design as it relates to the Police Department's needs, as = determined by the evaluation team. • Flexibility of system and the ability to accommodate Department needs, as described in the Specification. • Quality of system warranty, including term and covered components Experience of Firm and Personnel 10% E • The experience, resources, and qualifications of the firm and individuals assigned to this L account, including manager, supervisors and training staff • Relevant experience managing similar accounts for large clients • Past record of performance on contracts with other Police Departments, governmental agencies or public bodies, including such factors as reliability, and compliance with contractco terms and conditions o • Acceptable, verifiable references = Cost of Proposal 20% • Cost of base proposal • Cost of specialized services, if any Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the a contract to any proposer with a score above 70. The proposals will be reviewed by a committee of City team members. The committee will evaluate proposers based on their response to the RFP and the City evaluation criteria set forth above. a �a The committee may interview the top tier of proposers and recommend award of the contract to the Cn proposer who will provide the best quality service at minimum cost to the City. The committee may M conduct field tests of equipment provided by a short list of the highest rated proposers. City U reserves the right to seek additional information from any or all vendors invited to present r proposals. A final score will be calculated for each submitted proposal and used to rank the Q proposers. 2 a� E The City reserves the right to negotiate pricing and for additional terms. City reserves the right to begin negotiations and enter into a contract without interviews, field tests, or further discussions. 0 XIX. PUBLIC RECORDS cn Proposals will become public record after award of contract. Only proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public E Records Act. �a Q __........... City of Santa Ana— RFP 16-053 for Body-Worn Cameras I Page 9 _ Packet Pg. 161 XX. PROTEST PROCEDURES Bidders may file a "protest"to an RFP with the City's Purchasing Department. In order for a Bidder's protest to be considered valid, the protest must: 1. Be filed in writing within five (5) business days of either the RFP issued date or before 5:00 C P.M. of the 5th business day following the posting of Bid Results/Notice of Intent to Award Contract on the City's website; a� 2. Clearly identify the specific irregularity or accusation; v N 3. Clearly identify the specific City staff determination or recommendation being protested; r 4. Specify, in detail, the grounds of the protest and the facts supporting the protest; and 3 _ a� 5. Include all relevant, supporting documentation with the protest at time of filing. d d L If the protest does not comply with each of these requirements, it will be rejected as invalid. If the a protest is valid, the City's Purchasing Manager, or other designated City staff member, shall review the basis of the protest and all relevant information. The Purchasing Manager will provide a written decision to the protestor within ten (10) business days from receipt of protest. The decision from UO) the Purchasing Manager, or her/her designee, is final and no further appeals will be considered. o a a� m co v M W) O W 0- U. W M c a M M U M Q N M L E M U c L zO w� MO W _ C� G v M dd Cdr Q City of Santa Ana—RFP 16-053 for Body-Worn Cameras Page 10 Packet Pg.71672 4.H.d EXHIBIT A CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM PROPOSED EQUIPMENT AND SERVICES c 0 :a Describe the proposed body-worn camera system hardware, software, storage and warranty features as follows as well as how they may meet the needs of the Santa Ana Police Department. 0 I. CAMERA EQUIPMENT o A. Describe the physical characteristics of the camera model(s) being proposed including manufacturer, model name, model number, size dimensions (in inches) and weight (in ounces). 3 Include photos of the camera(s) as needed to illustrate appearance and features. B. Describe the mounting options (e.g. shirt, collar, belt, epaulet, head, glasses, etc.) for the proposed camera system. Include information on what accessories are required for the various =„ mounting points. Also explain which mounting options preclude others (e.g. a head mount may ¢ not allow for mounting on a belt). ' C. Describe the battery of the proposed camera system including: charge duration in hours for standby mode; charge duration for continuous recording; charge duration during typical operation o (mix of standby and charge as would be commonly used by a patrol officer); time in hours to 00 charge the battery from fully discharged to fully charged; battery type/material; number of charging cycles the battery can take. D. Describe the proposed camera's ability to capture video in dim lighting conditions using ambient v light. Provide at least three (3) distinct one-minute video samples of the camera recording in dim lighting conditions. 9 E. Describe the video quality level(s) at which the proposed camera system can record including resolutions and frame-rates. Provide with your proposal one-minute sample videos at each of the U. various video qualities. F. Describe the internal storage capacity of the proposed camera system. Include the storage size (in gigabytes); amount of video that can be stored within the camera (in hours) at each of the c video quality options of which the camera is capable; and whether or not the capacity can be increased by installing additional storage media in the camera. G. Describe any pre-event/buffering features included in the proposed camera system. The response should include: whether the system has this capability; the amount of time the pre- event feature captures (in seconds); whether the feature can be deactivated, either by a system 6 administrator and/or the end-user; whether the pre-event recording includes audio; and whether the pre-event feature affects battery performance and to what degree. E H. Describe the optical characteristics of the proposed camera system including lens manufacturer; c field of view (in degrees); focus specifications; etc. 0 I. Describe the audio capabilities of the proposed camera system including sensitivity; audio recording sampling rate(s); etc. m0 J. Describe the file formats used for recording within the proposed camera system for both video and audio. All media files shall be playable via non-proprietary software. E Q City of Santa Ana—RFP 16-053 for Body-Worn Cameras Page 11 Packet Pg. 163 4.H.d K. Describe the physical process of starting and stopping a recording using the proposed camera system. The response should include information such has where a user must touch/press; number of presses required; any alternate methods of starting/stopping recording; etc. U L. Describe the feedback mechanisms used by the proposed camera system to inform users of = information (e.g. recording starting, recording stopping, ongoing recording, low battery charge, c etc.). Include whether these features use audio and/or visual cues to alert users. Also include o whether these features can be disabled, either by the end user or by a system administrator. L M. Describe the ruggedness of the proposed camera system including details regarding resistance to damage from water, dust, shock (either impact or dropping), etc. L m N. Describe any meta-data automatically captured along with video at the time of recording. This may include: date/time; camera identification; GPS coordinates; etc. O. Describe the proposed camera system's features that would prevent tampering or unauthorized Y removal of recordings and/or storage media. a P. Describe any required and/or optional accessories available for use with the proposed camera system. This may include clips, cases/covers, cables, external batteries; etc. , d Q. Describe any alternate recording modes available with proposed camera system (e.g. audio only; still images; etc.). R. Optional: Describe any unique features of the proposed camera system beyond those already ' listed. O II. CLIENT SOFTWARE A. Describe the method(s) by which a user can view their own video. Include information detailing v any additional hardware, devices, or accessories that may be required for each method. Indicate any additional equipment that may be required but not included as part of the proposed solution. o Include information regarding the point at which the video may be viewed (i.e. pre-upload and/or post-upload). B. Describe the method(s) by which a user can enter meta-data associated with a video (e.g. category, case number, etc.). Include information regarding the point at which meta-data may be added (i.e. pre-upload, post-upload). c C. Provide details on what client software options are available. Include what platform(s) are cr�i required for each option (e.g. Windows, iOS, Android, etc.) and any feature distinctions between " the various options. M D. If the client software is web-browser based, list which browser(s) are supported. d L III. VIDEO UPLOAD U A. Describe in detail the method(s) by which a user can upload video from their camera. Include specific information about the connection method(s) available (e.g. dock, USB cable, Wi-Fi, 0 cellular, etc.). Also detail the process a user must use to initiate an upload (e.g. press a button, auto-start; launch an application; etc.). m B. Describe the impact of a camera losing its connection while it is in the process of uploading video (i.e. removing the camera from a dock; unplugging a cable; going out of Wi-Fi range; etc.) and the E process of continuing or restarting the upload once the connection is reestablished. C. Provide the average time to upload two hours of video from a single camera. a City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 12 Packet Pg. 164 4.H.d D. If the upload solution involves a multi-camera dock, provide information on how the multiple cameras are managed (e.g. uploaded one-at-a-time; all uploaded simultaneously; etc.). Include details explaining the impact of removing a camera from a dock while it is in the process of uploading. IV. CONTENT ADMINISTRATION A. Describe any features in the system for sharing videos with others, both within our organization as well as with those outside our organization. Include the security controls associated with sharing video (e.g. logging; limits on ability to download; limits on ability to forward; etc.). Contractor shall provide a web portal for authorized City employees and District Attorneys to access and download recorded video, including tiered access restrictions for specific internal investigations related files. 3 B. List all of the file formats the system can use for exporting recordings. If any special codecs or other software is required for playing exported recordings, list those as well. E d C. Describe any features of the system that facilitate batch processing of recordings. This could include grouping recordings by case number or some other method. Include what can be done ¢ with these grouped recordings (i.e. exported in a batch; burned to a video DVD; create a sharable playlist; etc.). D. Describe any features in the system for creating "working copies" of recordings. This would include creating compressed or otherwise smaller versions of recordings that could be viewed more quickly than the original recording. It may also include generating thumbnail images that could represent a recording. E. Describe any features of the system pertaining to retention (e.g. configurable by category, etc.). co F. Describe any features included with the solution that provide redaction capabilities. Include a r, detailed description including: levels of automation; audio redaction; whether the redacted video 0 can be preserved in the system; etc. T- a- G. a_ G. Describe the system's capacity for storing other content besides video (e.g. audio files, images, u- etc.). Include details as to which tools/features would be available for non-video files (e.g. compression, redaction, meta-data, etc.). Q H. Describe the searching tools included with the system. Provide details on which meta-data can c be searched (e.g. case number, officer, location, date/time, category, etc.). Include screenshots in of the system's search and result screens. cs M V. STORAGE SOLUTION "C A. On-Premise Solutions a E 1. Provide a detailed description of the proposed data storage equipment. Include details such as m technology; capacity; physical size (i.e. footprint, rack-space required, etc.); data access E speeds; etc. O 2. Describe the data protection measures included with the proposed storage solution. Include information such as data back-up methodology and frequency; drive mirroring/RAID configuration; etc. 3. Provide an estimate of the amount of video that the system can hold (in hours). If the proposed ' solution is capable of recording a different quality levels, include an estimate for each level. v �a r Q City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 13 Packet Pg. 165 4.H.d 4. Identify any ongoing costs associated with owning this equipment such as consumable back-up tapes, software licenses, etc. Do not include environmental costs such as electricity and air conditioning. B. Cloud/Hosted Solutions 1. If the system data is stored at a site belonging to a third party, identify the name of the service c provider (e.g. Amazon, Microsoft, etc.) as well as the particular category of service (i.e. a commercial, government, etc.). E a� 2. Does the data storage site meet the FBI's Criminal Justice Information Services (CJIS) Security = Policy requirements as well as any applicable State of California regulations? If so, specify how the data security and storage proposal meets these requirements. Also confirm that this o solution has already been approved by the California Department of Justice within the past twenty-four months for use by another law enforcement agency located in California. 3 3. Describe the data protection measures included with the proposed storage solution. Include information such as data back-ups and their frequency; mirrored, fail-over sites; etc. E 4. Provide the details of the data storage pricing model and rates (e.g. flat-rate; price per unit of a) storage; tiered pricing; fast-access/slow-access storage; etc.). a a� 5. Provide any bandwidth requirements for sending and retrieving recordings from the proposed solution. 6. Describe any features in the solution that may address issues related to upload spikes that 0 may occur at the end of a patrol shift (e.g. scheduled uploads; throttling; sequential uploads; etc.). > 7. All data generated by the proposed system from the Santa Ana Police Department will owned by the City of Santa Ana. Describe the process and cost for obtaining our data should we decide to discontinue the hosting service. 0 C. Hybrid Solutions 1. Describe the proposed hybrid solution, detailing how the storage is divided between the 0- on-premise and cloud/hosted portions of the solution. Include information on how data flows X between the two components. ¢ 2. Provide information on each of the two components (on-premise and cloud/hosted) in sections c V.A. and V.B. as appropriate. (Mn 3. Provide any on-going cost information for the hybrid solution not already included in items s V.A.4. and V.B.4. 4 v� VI. SYSTEM ADMINISTRATION A. Describe the security options available in the system to control which users can view which videos. Include information explaining settings that allow/restrict users from viewing their own videos as well as that of other users (e.g. video from the same incident/case, etc.). �`o B. Describe the method(s) by which a specific camera is associated with a specific user. C. Describe how the proposed solution would handle the following scenario: m° An employee comes in to start their shift on a Saturday at 6PM and the their regularly assigned camera is not available. If the employee were to use a temporary (i.e. loaner) camera, how would c the video taken during that shift be attributed to that user? Provide details on who may assign a camera to a user (e.g. self-assign; a supervisor; a system administrator; etc.). r D. Describe the auditing features of the system. Include which activities are logged; how logs may a be searched; how access to the audit log is controlled; etc. City of Santa Ana—RFP 16-053 for Body-Worn Cameras Page 14 Packet Pg. 166 4.H.d E. Describe the security features of the system that preserve and verify the authenticity of a recording. F. Provide information on possible integrations with other systems, such as a law enforcement Records Management System. c 0 VII. TRAINING AND IMPLEMENTATION SERVICES REQUIREMENTS a c A. Training for key personnel on, at minimum, equipment use, basic troubleshooting skills, familiarization with the software used for the system. L a. Provide time requirement and associated costs B. Provide expert witnesses as needed for testifying in court/depositions regarding technical operation and accuracy of the system. a. Provide associated costs E a� v L VIII. WARRANTY, MAINTENANCE, AND SUPPORT Q a� Please specify in detail the following: A. The length and terms of the warranty/maintenance and service provided with each piece of equipment and/or software to be installed. o B. Whether or not subcontractors will perform warranty/maintenance, or service locations where warranty/maintenance/service will be performed, along with contact name(s) and phone > number(s). co �r C. Service response times when a service technician can be expected to be on-site. D. Additional charges, if any, for a quicker response time. E. How a major component failure will be handled to ensure no or minimal loss of service CL F. Damaged equipment will be replaced by the contractor at no cost to the City within five business u- days. c a c �s U tC Y Q L E V L 0 M0 W 0 E 0 .M Q City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 15 Packet Pg. 167 4.H.d EXHIBIT B CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM SAMPLE AGREEMENT c 0 THIS AGREEMENT, made and entered into this day of by and between (hereinafter L "Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under c the Constitution and laws of the State of California (hereinafter "City"). 4 RECITALS .3 1. The City desires to retain a Contractor having special skill and knowledge in the field of body-worn camera systems. E by a� L 2. Contractor represents that Contractor is able and willing to provide such services to the City and is a licensed by the State of California to provide such services. U 3. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional body-worn camera provider. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and 00 conditions hereinafter set forth, the parties agree as follows: M 617 I. DEFINITIONS T II. TERMS AND CONDITIONS LL A. TERM 4 The term of this contract shall commence the date of City Council award and approval of all insurance and bonds, and terminate MONTH, DAY, YEAR, unless earlier terminated as set forth C'? in Section H, below. U M a� B. CONTINUED FUNDING Q v; In the event funding is not allocated for this project during the annual budget approval process, the City shall notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period, and contract shall terminate on the last day of current fiscal period without penalty or expense to the City o C. COMPENSATION 0 M 1. City agrees to pay and contractor agrees to accept as total payment for its services, the rates and charges set forth in contractor's proposal, attached hereto and incorporated by reference. The amount to be expended for services shall not exceed (dollar amount) v ($ ) annually during the term of this agreement. City of Santa Ana– RFP 16-053 for Body-Worn Cameras Page 16 _.— Packet Pg. 168 a.Ha 2. Invoices a. The contractor shall submit a monthly invoice by the fifteenth of the month to the City for the services rendered in the prior month. b. All invoices for work performed under this contract shall be submitted in a format c approved by the City. Invoices shall include the following information at a minimum. c L i. Contractor's invoice number ii. Beginning and ending dates for services iii. City project number and/or name (if applicable) N iv. Work site address/location (if applicable) V. Unit cost, subtotals and total for invoice 3' 3. Payment by City shall be made within thirty (30) days following receipt of proper invoice, a subject to City accounting procedures. Payment need not be made for work which fails to E meet the standards of performance described in this agreement. a 4. Extra Work it No new work of any kind shall be considered an extra unless a separate estimate is n given for said work and the estimate is approved by the City in writing before the work is o commenced. The contractor will be required to provide detailed information of such extra work. Documentation of contract compliance may be required on some occasions. > Work performed prior to obtaining written approval of the City shall not be included within the Scope of Work and will not be paid. 00 �r D. INDEPENDENT CONTRACTOR 0 Contractor shall during the entire term of this contract, be construed to be an independent contractor and not an employee of the City. This contract is not intended nor shall it be LL construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the manner in which contractor performs the a services required by this contract. However, the services to be provided by contractor shall be provided in a manner consistent with all applicable standards and regulations governing such M services. Contractor shall pay all salaries and wages, employer's Social Security taxes, M unemployment insurance, and similar taxes relating to employees and shall be responsible for U all applicable withholding taxes. M r E. INSURANCE a L Prior to undertaking performance of work under this contract, contractor shall maintain and shall M require its subcontractors, if any, to obtain and maintain insurance as described below: L 1. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims c arising from bodily and personal injury, including death resulting there from and damage m to property, resulting from any act or occurrence arising out of contractor's operations in the performance of this agreement, including, without limitation, acts involving vehicles. E The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of One Million Dollars ($1,000,000) per occurrence, Two a Million Dollars ($2,000,000) in the aggregate. Such insurance shall (a) name the City, City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 17 PacketPg. 169 4.H.d its officers, employees, agents, volunteers, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. A sample additional insured endorsement is attached hereto as Exhibit I. 2. Business automobile liability insurance, or equivalent form, with a combined single limit c of not less than One Million Dollars ($1,000,000) per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. E a� r 3. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, contractor is required to be insured against liability for Workers' Compensation or to undertake self-insurance. Prior to commencing the performance of the work under this contract, contractor agrees to obtain and maintain any employer's liability insurance with limits not less than One Million Dollars ($1,000,000) per accident. 3 c m 4. If contractor is or employs a licensed professional such as an architect or engineer: E Professional liability (errors and omissions) insurance, with a combined single limit of not 2 less than One Million Dollars ($1,000,000) per claim. ¢ d 5. The following requirements apply to the insurance to be provided by contractor pursuant to this section: cn L 0 a. Contractor shall maintain all insurance required above in full force and effect for r- the entire period covered by this agreement. > b. Certificates of insurance shall be furnished to the City upon execution of this co contract and shall be approved in form by the City Attorney. �- M W) C. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) a days prior written notice to the City. U. 6. If contractor fails or refuses to produce or maintain the insurance required by this section a or fails or refuses to furnish the City with required proof that insurance has been 2 procured and is in force and paid for, the City shall have the right, at the City's election, o to forthwith terminate this contract. Such termination shall not affect contractor's right to M be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for r any work performed prior to approval of insurance by the City. Q L F. HOLD HARMLESS/ INDEMNIFICATION 4) �o To the fullest extent permitted by law, contractor shall indemnify, defend and hold harmless City, c its officers, agents and employees (collectively, the "indemnified parties") from and against any 0 and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, c fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, m disbursements and court costs) of every kind and nature whatsoever (individually, a claim; c collectively, "claims"), which may arise from or in any manner related (directly or indirectly) to E any work performed or services provided under this contract (including, without limitation, defects in workmanship and/or materials) or contractor's presence or activities conducted performing the work (including the negligent and/or willful acts, errors and/or omissions of ¢ contractor, its principals, officers, agents, employees, vendors, suppliers, contractors, City of Santa Ana- RFP 16-053 for Body-Worn Cameras Page 18 .— Packet Pg. 170 4.H.d subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable for any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require contractor to indemnify the indemnified parties from any claim arising from the sole negligence or willful misconduct of the indemnified parties. Nothing in this indemnity = shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this contract. This indemnity shall apply to all claims and liability regardless of whether c any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the contractor. L 4) G. NOTICE a� Any notice, tender, demand, delivery or other communication pursuant to this agreement shall N be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, sent by telefacsimile communication, or via e-mail to the 3 following persons: E To City: Clerk of the Council City of Santa Ana Q 20 Civic Center Plaza (M-30) Santa Ana, CA 92701 Fax 714-647-6956 0 With courtesy copy to: Santa Ana Police Department c 60 Civic Center Plaza > Santa Ana, CA 92701 Attn: Jason Viramontes o To Contractor: �r M H. TERMINATION 9 T The City reserves the right to terminate the contract as follows: U. 1. In the event contractor fails or refuses to timely perform any of the provisions of this a agreement in the manner required, or if contractor violates any provision of this agreement, contractor shall be deemed in default. City shall provide written notice of such default to contractor's project manager. Contractor shall cure said default within a M period of five (5) working days. If such cure is not completed in a timely manner, City may assess liquidated damages or terminate the agreement forthwith by giving written M notice to contractor's project manager. City may, in addition to the other remedies a provided in this agreement or authorized by law, terminate this agreement by giving v written notice of termination. Contractor shall be responsible for all costs incurred by 4) City, including replacement costs of equipment and labor required to provide service during contractor's default. In the event of such termination for cause, City shall pay contractor that portion of compensation specified in the agreement that is earned and 0 unpaid prior to the effective date of termination. Contractor shall not be entitled to any compensation for lost profits it terminated for cause. o m 2. This agreement may be terminated without cause by City upon thirty (30) days written notice delivered to the contractor either personally or by mail. Upon termination, City E shall pay to contractor that portion of compensation specified in the agreement that is earned and unpaid prior to the effective date of termination. a City of Santa Ana—RFP 16-053 for Body-Worn Cameras Page 19 Packet Pg. 171 4.H.d 3. In addition to, or in lieu of, remedies provided in this agreement or pursuant to law, City shall have the right to withhold all or a portion of contractor's compensation for contract services if, in the judgment of the projects manager or designee, the level of service falls below appropriate standards and/or contractor fails to satisfactorily perform contract services. City shall have the right to retain funds withheld until the projects manager or o designee determines that contract services are performed as well and as frequently as required by this agreement. E a� I. EMPLOYMENT OPPORTUNITIES FOR SANTA ANA RESIDENTS L Contractor shall solicit and advertise employment opportunities to Santa Ana residents. The iM City shall inform the contractor of areas to publicize recruitment opportunities, such as work centers and community centers. Such effort and procedure will be provided to the City for review. _ E J. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS Contractor shall perform all requirements under this contract in strict observance of and in compliance with all applicable environmental, traffic, safety and any other laws, regulations, ordinances, codes and any other legislative or statutory requirements. v, L 0 L. ASSIGNMENT Inasmuch as this contract is intended to secure the specialized services of contractor, contractor may not assign, transfer, delegate or subcontract any interest herein without the prior written consent of City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. 0 M. JURISDICTION — VENUE 0- U_ This contract has been executed and delivered in the State of California and the validity, interpretation, performance and enforcement of any of the clauses of this contract shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this contract. 4; N. FINES ct The contractor shall be liable for all violation fines levied against the City by federal, state, or local agencies with regulatory authority related to contractor provided services. O. MISCELLANEOUS PROVISIONS v _ 0 a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is c withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. I City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 20 Packet Pg. 172 4.H.d IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA _ a c a� MARIA D. HUIZAR David Cavazos Clerk of the Council City Manager �o APPROVED AS TO FORM: SONIA CARVAHALO City Attorney L By. XXXX �? Assistant City Attorney L RECOMMENDED FOR APPROVAL: CONTRACTOR _ as Carlos Rojas 00 Chief of Police Santa Ana Police Department Tax ID# a to P 0- U. Li. _ Q _ M N Q M L E V _ L Q O M _ I_ V W w ____..._.._.......__....._................................. City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 21 Packet Pg. 173 4.H,d EXHIBIT C CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM ei PROPOSERS CERTIFICATION AND PROPOSAL ITEM PRICING = c 0 Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the products and services being requested. I = understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. a� Proposal Item Price- Pricing shall be all inclusive and based on the scope of services described in Exhibit A. Please specify all costs related to a three-year body worn camera program in Exhibit C. Cost proposal shall include all costs for hardware, software, storage, training, implementation costs, accessories, etc. necessary to implement a body-worn camera program. _ m E ITEM DESCRIPTION (QTY UNIT SUBTOTAL SUBTOTAL SUBTOTAL COST YEAR 1 YEAR 2 YEAR 3 r`s, 1 Body-Worn Cameras 200 $ cs Monthly Service Costs 200 x 12 2 (Licensing, software, storage, $ in etc. per camera) o 3 Docking Stations $ 4 Clips, Harnesses, Mounts, and 200 Sets all other accessories $ a 00 6 Training $ rz 7 Installation $ t- 8 Shipping $ U_ m 9 Tax $ 4 10 Totals $ M LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS Y 4 BUSINESS ADDRESS E R v PRINTED NAME OF AUTHORIZED AGENT TITLE L 0 SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS o m FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE) cs m THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. q PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 22 Packet Pg. 174 4.H.d EXHIBIT D CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM REFERENCES 0 List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, d equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. ui ti Reference .c .3 Customer Name: Contact Individual: _ m Address: Phone Number: Facsimile Number: 4 a� U Contract Amount: Year: d Description of supplies, equipment, or services provided: o` C Reference 00 Customer Name: Contact Individual: a 0 Address: Phone Number: , Facsimile Number: ua. Contract Amount: Year: Q ns Description of supplies, equipment, or services provided: c �a Cn ri U Reference r d Customer Name: Contact Individual: a Address: Phone Number: U C Facsimile Number: o Contract Amount: Year: a 0 Description of supplies, equipment, or services provided: m 0 E U fC w a. THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. `t PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 23 Packet Pg. 175 4.H.d EXHIBIT E CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM PROPOSER'S STATEMENT c L Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with his/her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly �- authorized agent, and signed by the City Attorney, denoting his/her approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United 3 States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and ¢ City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this v proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly n agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check o drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. s a� Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract 00 will be based upon the actual quantities of work satisfactorily completed. -- M All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required 9 insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm = v Signed and Printed Name: M M Title c� c Date a vi L Q� E /M♦ V _ L Q �/0 W i� _ E Y THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. ¢ PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 24 Packet Pg. 176 4.H.d EXHIBIT F CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR c 0 :a The undersigned contractor or corporate officer, during the performance of this contract, certifies as follows: w 1. The contractor shall not discriminate against any employee or applicant for employment because of race, L color, religion, sex, or national origin. The contractor shall take affirmative action to ensure that applicants N are employed, and that employees are treated during employment without, regard to their race, color, iM religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or 3 other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided E setting forth the provisions of this nondiscrimination clause. L 2. The contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the U contractor, state that all qualified applicants will receive consideration for employment without regard to race, L color, religion, sex, or national origin. in L 0 3. The contractor shall send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor > union or workers' representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. o v 4. The contractor shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the "n, rules, regulations, and relevant orders of the Secretary of Labor. 9 r a. 5. The contractor shall furnish all information and reports required by Executive Order 11246 of September 24, LL 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further government contracts or federally assisted construction/services contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965,and such other sanctions may be imposed and remedies invoked as provided in i Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 7. The contractor shall include the portion of the sentence immediately preceding paragraph 1 and the 0 provisions of paragraphs 1 through 7 in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of o September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the m administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the contractor becomes involved in, or is threatened E with, litigation by a subcontractor or vendor as a result of such direction by the administering agency, the U contractor may request that the United States enter into such litigation to protect the interests of the United I' States. a ICity of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 25 Packet Pg. 177 4.H.d 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1039, and as amended, no discrimination shall be made in the employment of persons because of race, religious creed, color national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any contractor violating this section is subject to all the penalties imposed for a violation of the chapter. Firm ° c L Signed and Printed Name: Title a Date r Y _ E d d L Q U .7 L L 0 _ fQ 00 M O to a. U. w M c 4 Y c tai s U t4 Y Q L E U _ L 0 0 _ 0 E v THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. w PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. < City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 26 Packet Pg. 178 4.H.d EXHIBIT G CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM NONCOLLUSION AFFIDAVIT c 0 NON-COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer 3 declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, d company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that E the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or a anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the L0 contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; q and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any > breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any v member or agent thereof to effectuate a collusive or sham proposal. �- M u� Note: The above noncollusion affidavit is part of the proposal. Signing this proposal on the signature portion u thereof shall also constitute signature of this noncollusion affidavit. Proposers are cautioned that making a a false certification may subject the certifier to criminal prosecution. U_ C a Signed C State of California, County of M Subscribed and sworn to (or affirmed) before me on this day of , 20 , by proved to me on the basis of satisfactory evidence to be the person(s) who a appeared before me. m E M U c L 0 V 0 M Notary Public Signature Notary Public Seal a� E r U THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 27 Packet Pg. 179 4.H.d EXHIBIT H CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR A BODY-WORN CAMERA SYSTEM SAMPLE ADDITIONAL INSURED ENDORSEMENT c FOR COMMERCIAL GENERAL LIABILITY POLICY C L Insurance Company ' C This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: Y 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701 ; its officers, employees, agents, volunteers and representatives are named as additional insureds ("additional insureds") with E regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. ¢ U 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named w insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. C 3. This insurance applies separately to each insured against whom claim is made or suit is brought except > with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. a M 4. With respect to the additional insureds, this insurance shall not be cancelled, or materially reduced in o coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. U. o (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective this endorsement form as a part of c cn Policy # � Issued to Named Insured r vi Countersigned by Authorized Representative E U C L O .a O m C 4) E C� m Q City of Santa Ana— RFP 16-053 for Body-Worn Cameras Page 28 _. Packet Pg. 180 4.H.e TAER International )tett Life. Protect Truth, U 17800 N 85th St. Scottsdale, Arizona 85255 a United States �? Phone: (800) 978-2737 Fax: c Jason Viramontes m (714) 245-8023 (714) 245-8606 Quotation jviramontes@santa-ana.org Quote: Q-64408-1 3 Gate:4/5/2016 9:47 AM u Quote Expiration: 5/31/2016 m Contract Start Date*: 6/1/2016 Contract Term: 3 years d Q v AX Account Number: 105857 cn Bill To: Ship To: o Santa Ana Police Dept.-CA Jason Viramontes c P. O. Box 1981 Santa Ana Police Dept.-CA Q Santa Ana, CA 92702 60 Civic Center Plaza US Santa Ana,CA 92703 US 00 SALESPERSON PHONE EMAIL DELIVERY METHOD PAYMENT METHOD m Chad Kapler 480-341-9539 ckapler@taser.com Fedex-Ground Net 30 p L3. `Note this will vary based on the shipment date of the product, c a Year 1 +' C CITY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL 200 74001 AXON CAMERA ASSEMBLY,ONLINE,AXON BODY 2,BLK USD 399.00 USD 79,800.00 N ca H 200 74018 Z-BRACKET MOUNT, MENS,AXON BODY 2 USD 0.00 USD 0.00 .7 200 74020 MAGNET MOUNT, FLEXIBLE,AXON BODY 2 USD 0.00 USD 0.00 200 85123 EVIDENCE.COM UNLIMITED LICENSE YEAR 1 PAYMENT USD 948.00 USD 189,600.00 Q 8,000 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 2 89101 PROFESSIONAL EVIDENCE.COM LICENSE:YEAR 1 PAYMENT USD 468.00 USD 936.00 E ca 60 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 U 6 74001 AXON CAMERA ASSEMBLY,ONLINE,AXON BODY 2,BLK USD 0.00 USD 0.00 0 6 74018 Z-BRACKET MOUNT, MENS,AXON BODY 2 USD 0.00 USD 0.00 >, a 6 74020 MAGNET MOUNT, FLEXIBLE,AXON BODY 2 USD 0.00 USD 0.00 O m 1 85055 AXON FULL SERVICE USD 15,000.00 USD 15,000.00 34 70033 WALL MOUNT BRACKET,ASSY, EVIDENCE.COM DOCK USD 35.00 USD 1,190.00 E 1 74008 AXON DOCK,6 BAY+CORE,AXON BODY 2 USD 1,495.00 USD 50,830.00 M 4 Page 1 of 3 Packet Pg. 181 4.H.e QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL 34 87026 TASER ASSURANCE PLAN DOCK 2 ANNUAL PAYMENT USD 216.00 USD 7,344.00 Year 1 Tax Amount: USD 26,301.14 Year 1 Net Amount Due Including Taxes: USD 371,001.14 c Year 2 — QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL p 200 85124 EVIDENCE.COM UNLIMITED LICENSE YEAR 2 PAYMENT USD 948.00 USD 189,600.00 M c 8,000 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 + 2 89201 PROFESSIONAL EVIDENCE.COM LICENSE:YEAR 2 PAYMENT USD 468.00 USD 936.00 �- 60 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 34 87026 TASER ASSURANCE PLAN DOCK 2 ANNUAL PAYMENT USD 216.00 USD 7,344.00 Year 2 Tax Amount: USD 15,755.52 Year 2 Net Amount Due Including Taxes: USD 213,635.52 E 0 Year 3 a) QTY ITEM# DESCRIPTION NET UNIT PRICE NET TOTAL `Z N 200 85125 EVIDENCE.COM UNLIMITED LICENSE YEAR 3 PAYMENT USD 948.00 USD 189,600.00 8,000 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 2 89301 PROFESSIONAL EVIDENCE.COM LICENSE:YEAR 3 PAYMENT USD 468.00 USD 936.00 0 60 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 0 34 87026 TASER ASSURANCE PLAN DOCK 2 ANNUAL PAYMENT USD 216.00 USD 7,344.00 co Year 3 Tax Amount: USD 15,755.52 00 �t Year 3 Net Amount Due Including Taxes: USD 213,635.52 - co --- Subtotal USD 740,460.00 0- at Estimated Shipping&Handling Cost USD 1,318.20 Q Estimated Tax USD 57,812.18 Grand Total USD 799,590.38 to U} L ro N v Q N R a.. E cC U c L 0 a 0 m s as E U Q Page 2 of 3 Packet Pg. 182 VENDOR SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO c AND TASER INTERNATIONAL, INC. FOR BODY WORN CAMERAS F This VENDOR Services Agreement is entered into this_day of _ 2017 by and between Taser International, Inc ("VENDOR") and the City of San 16.6. Bernardino ("CITY" or "San Bernardino'). F WITNESSETH: 3 WHEREAS, the Mayor and City Council has determined that it is advantageous and in E the best interest of the CITY to contract for Body Worn Camera services and data storage; and L as Q WHEREAS, the City of San Bernardino has chosen to "piggy back" the Request for Proposal solicitation conducted by the City of Santa Ana RFP No. 16-053; and U) WHEREAS, VENDOR was the most responsive and responsible proposer to provide a said services to CITY; WHEREAS, VENDOR has agreed to provide products and services at the price co established in their bid response to RFP No. 16-053; w NOW, THEREFORE, the parties hereto agree as follows: E m d k 1. SCOPE OF SERVICES. Q N For the remuneration stipulated, CITY hereby engages the services of VENDOR to " provide those products and services as set forth in Attachment "1" attached hereto and y incorporated herein. c 2. COMPENSATION AND EXPENSES. > a. For the products and services delineated above, the CITY, upon presentation of an a invoice, shall pay the VENDOR up to the amount of $342,230 for Year 1 and $183,864 per Years 2 through 5, for a total amount not to exceed w $1,077,686. b. No other expenditures made by VENDOR shall be reimbursed by CITY. �a 3. TERM; TERMINATION. a The term of this Agreement shall be for a period of five years. E This Agreement may be terminated at any time by thirty (30) days' written notice by E either party. The terms of this Agreement shall remain in force unless mutually amended. The v duration of this Agreement may be extended with the written consent of both parties. c a CD r c a� E 14159 M a Packet Pg. 183 4.H.f I i I i 4. INDEMNITY. VENDOR agrees to and shall indemnify and hold the CITY, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based or asserted upon any actual or alleged act or omission of VENDOR, its employees, agents, , or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of the CITY, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, VENDOR agrees to protect and defend at its own expense, including attorney's fees, the CITY, its elected officials, employees, agents or E representatives from any and all legal actions based upon such actual or alleged acts or omissions. VENDOR hereby waives any and all rights to any types of express or implied a indemnity against the CITY, its elected officials, employees, agents or representatives, with respect to third party claims against the VENDOR relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. 0 5. INSURANCE. C While not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile co liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an additional E named insured in each policy of insurance provided hereunder. The Certificate of Insurance c furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any a change in or termination of the policy. 6. NON-DISCRIMINATION. d In the performance of this Agreement and in the hiring and recruitment of employees, c VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, c discrimination in employment of persons because of their race, religion, color, national origin, > ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or d sexual orientation, or any other status protected by law. ci X 7. INDEPENDENT CONTRACTOR. ;4 VENDOR shall perform work tasks provided by this Agreement, but for all intents and U purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and E employees, and all business license, if any are required, in connection with the services to be performed hereunder. 0 a 0 m c z E 14159 Q Packet Pg. 184 4.H.f 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. VENDOR warrants that it possesses or shall obtain prior to execution of this Agreement, and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, qualifications, insurance and approval of whatever nature that are legally required of VENDOR to practice its business or profession. 9. NOTICES. ~ s Any notices to be given pursuant to this Agreement shall be deposited with the United 3 States Postal Service, postage prepaid and addressed as follows: E TO THE CITY: TO THE VENDOR: a� Q San Bernardino Police Department Taser International, Inc. 710 North"D" Street 17800 N 85t" St San Bernardino, CA 92401 Scottsdale, AZ 85255 co Telephone: (909) 384-5742 Telephone: (800)978-2737 0 c a� 10. ATTORNEYS' FEES In the event that litigation is brought by any party in connection with this Agreement, the co prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its = rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions E hereof. The costs, salary and expenses of the City Attorney and members of his office in a enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the =" purposes of this paragraph. 11. ASSIGNMENT. VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or c encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior = written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void > and shall constitute a breach of this Agreement and cause for the termination of this Agreement. a Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder w for the term of this Agreement. 12. VENUE. ��, The parties hereto agree that all actions or proceedings arising in connection with this N Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, E Riverside Division. The aforementioned choice of venue is intended by the parties to be ca mandatory and not permissive in nature. o` a a 0 m c d 3 E 14159 d Packet Pg. 185 4.H.f 13. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. ccF 14. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. 15. HEADINGS. 3 The subject headings of the sections of this Agreement are included for the purposes of c convenience only and shall not affect the construction or the interpretation of any of its E provisions. a� a 16. SEVERABILITY. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or co enforceability of the remaining terms and provisions hereof or of the offending provision in any 0 other circumstance, and the remaining provisions of this Agreement shall remain in full force d and effect. > v 17. REMEDIES; WAIVER. It All remedies available to either party for one or more breaches by the other party are and shall be deemed cumulative and may be exercised separately or concurrently without waiver of E any other remedies. The failure of either party to act in the event of a breach of this Agreement a by the other shall not be deemed a waiver of such breach or a waiver of future breaches, unless such waiver shall be in writing and signed by the party against whom enforcement is sought. 18. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between then parties, and supersedes any prior agreements and understandings relating to the subject matter of = this Agreement. This Agreement may be modified or amended only by a written instrument > executed by all parties to this Agreement. s X w .c a N E O a .0 O m C d 4 E 14159 a Packet Pg. 186 4.H.f VENDOR SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO c AND TASER INTERNATIONAL, INC. FOR BODY WORN CAMERAS _ as IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day d and date set forth below. 3 Dated: , 2017 VENDOR. c a� E a� a� By: a='c Its: w co O Dated , 2017 CITY OF SAN BERNARDINO v� co By: City Manager a� E Approved as to Form: m Gary Saenz, City Attorney Q d By: L O �s _ a� :Q s X Itl V- E E U _ O A O Ln w _ d 5 E 14159 a PacketIng. 1 77