Transcript
THE CITY OF
POMONA
Paula Chamberlain
Finance Department
Finance Director
April 1, 2013
Addendum #1 Request for Proposal The attached Addendum letter revises the Purchasing Specification for: “MOBILE VIDEO RECORDING SYSTEM FOR POLICE VEHICLES” PER CITY OF POMONA SPECIFICATION # 901.6” Please incorporate the following revisions into your proposal. RESPONSES TO QUESTIONS: 1. A plan, timeline and costs for removal of the currently used MVS system being replaced QUESTION: What system is currently being used? ANSWER: Kustom Signals DEW NXT 2. Extending the warranty up to 60 months from the date of purchase QUESTION: Are we to include this extension in the pricing or just list it as an optional line item? ANSWER: Include in pricing as an optional line item. This camera shall have the capability of saving data in high definition, at least 720P (if selected by the officer) or in standard definition if not specifically selected. QUESTION: If Standard Resolution (less than 720P) is also required, can this line be modified to read: Camera shall be capable of Standard D1 Resolution with Optional 720P capability?
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ANSWER: The camera must be in at least 720P High Definition, system capable of saving in either 720PHD or D1. 4. The digital video recorder shall be mounted in a secured environmentally controlled protective case or master unit and shall be; self-contained, sealing out dust and humidity QUESTION: The system we will be proposing is certified Mil Std 810F for shock, vibration and temperature and also has built in High and Low temperature sensors. We do not utilize an environmentally controlled enclosure as the system is certified Mil Std 810F, is this acceptable? ANSWER: Mil STD 810F is not a standard for vibration, it is a standard for test procedures. Please specify in your RFP what Mil Spec the equipment was tested against. 5. Video authentication is required and shall be provided by embedding a time stamp or watermark in the digital recording. QUESTION: The system we will be proposing uses a 128Bit MD5 Hash Algorithm to create a unique digital “signature” for each video at the time it is recorded. This signature remains
constant throughout the life of the original file and can be verified at any time, is this acceptable? ANSWER: This will be acceptable. 6. The video system shall transfer recorded images from the vehicle to a central server for storage using 802.11N wireless standards QUESTION: Are vendors to supply pricing on the wireless infrastructure? ANSWER: We are suggesting the use of the existing wireless infrastructure, which is 802.11N. 7. The Police Department will be moving to a body worn camera for its patrol officers in the near future. The MVS system shall offer the ability to integrate with a body worn camera that securely transfers files and stores video in a centralized and secure location with other video from the MVS system. The successful bidder will agree to loan 10 body worn cameras to the Police Department for a 90 day trial & error period after the MVS system has been completely installed. A final decision on purchasing body worn cameras will occur after the T&E period. Please include a separate line on the cost for 55 body worn cameras and any costs related to integrating them with the MVS system after it is initially installed. QUESTION: Are vendors to include the storage required for these 55 body cameras in the storage being quoted for the MVS or will the City add to the storage once the determination is made whether or not to purchase? If we are to include the storage please provide the following information: How many will be active per shift? How much video per shift per officer from Body cams and how long will it be retained ONLINE? ANSWER: The City will add to the storage once the determination is made on whether or not to purchase. 8. The camera shall operate on 12v DC and should offer a minimum of 720P in 16:9 wide screen HD format. The camera shall also offer low light capability with an illumination of 1 lux or lower. QUESTION: Please refer to question #3 above. ANSWER: See answer to question 3.
9. The digital video system shall record to a minimum 80 Gigabyte hard drive. The hard drive shall be automotive grade, rated to withstand the vibration and shock of use in a vehicle. The drive may be disk or Solid State RAM based. QUESTION: The system we will propose is 100% solid state and includes 1 fixed mounted internal 32GB failsafe (redundant) Solid State Drive and 1 removable 32GB Solid State Drive. Our older generation systems used Auto Grade hard drives, but with the advances made in the Solid State Drive arena, we have moved to 100% solid state to improve performance and durability over the auto grade drives that are offered by some other vendors. Is this acceptable? There is also a 64GB Solid State drive upgrade available if the City requests it. Please advise if we are to include the upgrade pricing in the bid? Will preference be given to a vendor who can supply a 100% solid state solution? ANSWER: 64 GB Solid State would be acceptable in lieu of an 80 GB Hard Drive. No preference will be given for a solid state solution. 10. The digital recorder should have an operating temperature range of 35 degrees F to 115 degrees F. Within the enclosure the recorder should be able to operate within an external temperature range from 0 degrees F to 150 degrees F.
QUESTION: The system we will be proposing does not require a separate enclosure to achieve both of these requirements, will this be acceptable? ANSWER: This will be acceptable
11. The system shall utilize H.264 Main Profile compression to maximize recording time and allow recordings from the system to be played on any PC. QUESTION: The system we will propose records in H.264 Baseline (which is an industry accepted and courtroom admissible format just as Main Profile) which also allows for maximization of record times and has the ability to be played back on any PC, is this acceptable? ANSWER: No this is not acceptable. H.264 Main or High Profile is required. 12. Transfer of recordings should occur anytime the vehicle is parked in its normal parking area. Vehicles that are included in this proposal would be located as follows: • Patrol – South side and East side of Main Police building • Traffic – West side of Traffic Office (offsite location) • Task Force – East side of T.F. Office (offsite location) • Detective (select units) - West side of Main Police building QUESTION: To clarify, is this two or three locations? Is Traffic Office and T.F Office the same building? What is the network connectivity between the locations and the Main police building? (T1, 100 Base, 1GB fiber, etc) What is internal LAN infrastructure at all locations?(10, 100, GB Ethernet?) ANSWER: This includes three locations. Connectivity at the main building is GB Ethernet, Connectivity at the TF Office is fractional T1, Connectivity at the Traffic Office is T1. 13. The system shall be able to download a minimum of 25 vehicles simultaneously QUESTION: 25 vehicles per location or total? What is the breakdown of vehicles per location? How many cars on the street per shift? How many shifts per day? Estimated # of hours of video per car per shift? How much time between shift changes? ANSWER: 25 vehicles at the main police building. This requirement is not for off sites. 14. The software shall store videos and group videos by both Unit number and Office ID. A GUI front end with drag and drop capabilities is the preferred management interface for video file management. QUESTION: Video files are associated to the user who was logged into the system at the time of recording. This is done to ensure that a “pool” vehicle that is used by multiple officers does not have video listed under an incorrect officer. The DVMS software manages where the video files are stored, user access granted or denied based on whatever rights and permissions are granted by the admin. There is no “manual” management of the videos required in the system. Unit ID is also recorded as metadata and is searchable. Is this acceptable? ANSWER: This is acceptable. 15. The software shall provide for selective access to video files based upon user privileges. The administrator has the ability to restrict individual users to various types of incident files. Group rights should be established for managing users in the system, where users can be established and added to a group with pre-existing rights assigned. Access rights should allow administrators to secure
files down to the video file. Under a file folder structure, video shall be able to be grouped and rights can be assigned at a folder level. QUESTION: Video files are associated to the user who was logged into the system at the time of recording. This is done to ensure that a “pool” vehicle that is used by multiple officers does not have video listed under an incorrect officer, as well to make sure that any other data / files (snapshots taken with the system by the logged in officer that are uploaded with video). The DVMS software manages where the video files are stored, user access is granted or denied based on whatever rights and permissions are granted by the admin per user group or individual user. Is this acceptable? ANSWER: This is acceptable. 16. The on-line storage server shall be connected to the Police Department’s existing network. QUESTION: Vendors are required to supply pricing for the storage server correct? Are they also to supply a rack and UPS or is that already in place? ANSWER: Yes, pricing for the storage server is required. The rack is existing, the UPS needs to be supplied by the vendor. 17. Master Unit Protective case – QUESTION: If the system proposed meets the requirements listed for the enclosure, without actually requiring a separate enclosure, will this be acceptable? ANSWER: This is acceptable.
18. The system shall have available as an option a Crash Record Activation feature that activates the recorder automatically when involved in a collision. This activation shall include the pre-event buffer memory as described in paragraph III.D.8. This option shall include two accelerometers mounted perpendicular to each other to detect impacts from all four sides of the vehicle. QUESTION: If the system proposed allows for video to be recorded even if the system is not in “active / record” mode, is a crash sensor still mandatory? Should the crash sensor (if mandatory) be priced into the system or listed just as an option? ANSWER: Yes the crash sensor is mandatory and shall be included with the price. Not an option. 19. Software updates shall be available from the system manufacturer via email or web site. Software updates shall be capable of being downloaded to the in-car video system. It shall be unacceptable to physically change software IC’s to update software in the field. QUESTION: Can the City please provide an explanation of “Software IC’s”? ANSWER: Software IC’s would be PROM/EPROM firmware Integrated circuits (ICs). 20. Section H – Item 9 QUESTION: All configurations to the system to be proposed are controlled through the DVMS Server and Admin configurations. Any changes to the unit/vehicle “templates” are done on the server and are pushed to the car/unit this eliminates having to go car to car to perform updates as well as potential security breaches or accidental “incorrect-configurations” that may occur in the vehicle. Is this acceptable providing that we can supply all of the items listed in Item 9? ANSWER: Yes as applies to the setup menu. 21. Typical operating range (transmitter to receiver) shall be up to 1 mile
QUESTION: Most “typical” requirements (including IACP Version 14 Performance Specs Doc) are rated at 1,000 feet to be sufficient to capture audio for an in car video solution, which the system we will propose complies with. Can the City elaborate on the situations and frequency of times that an officer will be 1 mile away from their vehicle while recording? Is this for a special “detail / unit” within the agency? Will systems that meet the 1,000 feet recommendation be considered? ANSWER: No less than 1000 feet and up to 1 mile.
22. The transmitter shall have an OFF/Standby/ON switch. The switch shall be easy to access and large enough to be easily manipulated by the operator. The Standby position shall allow the operator to mute the audio without affecting the video recording. When switched back to the ON position, the transmitter will immediately continue to record audio without requiring any other operation. QUESTION: The wireless microphone that is included with the system to be proposed does not have or need a physical “On/Off/Standby” switch. The wireless transmitter is a “smart” transmitter and once synchronized to the unit, automatically goes into standby or active / record mode with the simple press of a button as well as 2 programmable function buttons in which one of the functions is a “mute” function. Will this be acceptable? ANSWER: This is acceptable. 23. The bidder shall include as an option a quote for a full parts and labor extended manufacturer’s warranty for a period of 36 months from date of delivery and a second quote for a period of 60 months from date of delivery. QUESTION: The system that we will propose includes a 36 month warranty “out of the box”, will the City require other vendors that are only offering 1 year out of the box to supply pricing for 36 months so that the pricing can be compared as close to “apples to apples” as possible? Will vendors offering 36 month warranty at no additional cost be given preference over those who do not? ANSWER: We are asking everyone to include a 36 month warranty option. No preference will be given. 24. M. Options to be included with the RFP – Items 2 & 3 QUESTION: How many of each of the items requested in 2 & 3 should quoted? Please keep in mind, single unit pricing will be different from Volume level pricing. ANSWER: 200 Basketweave carriers and 10 extra transmitters.
25. Bidder must provide service proposal for components of system requiring repair after installation. Mobile video systems will be a critical component of the police fleet and must be functioning properly before vehicles will be placed in service. It is important to have timely repairs to keep our police units in the field. It is desired to have spare parts on site (provided at the bidders expense) in order to exchange defective components or the ability to provide repairs within 24 hours of notification. Bidders are encouraged to provide a solution to servicing their systems in the most efficient and timely manner including training police personnel to change out components in need of repair. QUESTIONS: How many spares are requested? ANSWER: 3 Spares.
26. TRAINING- Bid Price Sheet Page 1 – Item 5 QUESTION: This line item states to include training on operation and installation of the MVS by city staff, however, elsewhere in the Bid, it states that vendor is to install and de-install existing systems. We would suggest that we train the City Fleet technicians on the installation of the system to reduce cost of the overall project. How does the City want the installation/Training proposed? ANSWER: Installation will be onsite at the Police Department by the vendor. Training will be conducted by the vendor. Please propose how you will accomplish this.
END OF TEXT Questions pertaining to the Scope of Work should be directed to Julie Carver at (909) 620-3628. Questions pertaining to the proposal process should be directed to Kennie Nicomede at (909) 6202381. Sincerely, Kennie Nicomede Purchasing Manager
