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HomeMy WebLinkAboutRFP - 9004 POLICE SERVICES INTERVIEW RECORDING MANAGEMENT SYSTEM (RMS) REPLACEMENTRFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 1 of 31 REQUEST FOR PROPOSAL 9004 FORT COLLINS POLICE SERVICES INTERVIEW RECORDING MANAGEMENT SYSTEM (IRMS) REPLACEMENT The City of Fort Collins is requesting proposals from qualified Vendors to supply, install, and maintain an Interview Recording Management System (IRMS) for Fort Collins Police Services. The new system shall capture, record, store, catalog, preserve, secure, share (in accordance with access privileges), and permit live monitoring and later viewing (playback) of recorded interactions between interviewers and interviewees. The system shall improve upon existing audio and visual quality, ease of use, live monitoring, and efficiency of upstream and downstream system integrations. The system shall be highly available and provide business continuity in the event of hardware or software issues. Proposals shall include the secure removal, recycling, and/or potential repurposing/reuse of the existing system components where appropriate As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit a hard copy proposal we require one (1) hard copy and one (1) electronic copy on a jump drive to be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock) on September 16, 2019 and referenced as Proposal No. 9004. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, please send to Purchasing Division, P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. A pre-proposal meeting will be held at 11:00 AM MST, on September 3, 2019, in Police Community Room - Police Services – 2221 Timberline Rd, Fort Collins. All questions should be submitted, in writing via email, to Doug Clapp, CPPB, Senior Buyer at dclapp@fcgov.com, with a copy to Mark Leinweber mleinweber@fcgov.com , Project Manager, no later than 5:00 PM MST (our clock) on September 5, 2019. Please format your e-mail to include: RFP 9004 Fort Collins Police Services Interview Recording Management System in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 2 of 31 Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be expected to sign the City’s standard Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 3 of 31 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins is requesting proposals from qualified Vendors to supply, install, and maintain an Interview Recording Management System (IRMS) for Fort Collins Police Services (FCPS). The new system shall capture, record, store, catalog, preserve, secure, share (in accordance with access privileges), and permit live monitoring and later viewing (playback) of recorded interactions between interviewers and interviewees. The system shall improve upon existing audio and visual quality, ease of use, live monitoring, and efficiency of upstream and downstream system integrations. Proposals shall include the removal, recycle, and/or repurposing/reuse of the existing system components. B. Background Fort Collins is a vibrant community of approximately 151,000 located 65 miles north of Denver, at the base of the foothills of the Rocky Mountains. The City is 56 square miles in size and is the northern extension of the “Colorado Front Range” urban corridor. The City’s population includes over 24,000 college students. Fort Collins Police Services' vision is to make Fort Collins the safest community in the nation by serving the community, by protecting life and property, preserving peace and order, preventing and detecting crime, enforcing laws and ordinances, and promoting the safe, efficient use of the City's streets and highways. Fort Collins Police Services emphasizes a comprehensive community-oriented policing strategy woven into all we do as the preferred means of addressing community needs. Fort Collins Police Services employs 214 sworn officers and over 115 civilian staff and currently has ~185-200 users of the current Interview Recording Management System (IRMS). Our Police Services facility is a 3-story facility with 14 interview rooms, 2 monitoring rooms, and 6 control panels. The interview room system is an analog Arbitrator Panasonic 360 In Car Video system and has a backup storage system attached. 4 of the 14 interview rooms are on the 1st floor and the remaining 10 of the 14 interview rooms are on the 3rd floor. The second floor houses the Arbitrators, A/V processing, Control processing, and backup storage that are all rack mounted. The current system has 2 monitoring rooms. One of the monitoring rooms is on the first floor and the other is on the 3rd floor. II. SCOPE OF PROPOSAL A. Scope of Work 1. The contractor shall replace recording hardware and software for fourteen (14) interview rooms located in Headquarters at Fort Collins Police Services. a. Replace six (6) control panels b. Upgrade two (2) monitoring rooms RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 4 of 31 2. The contractor shall implement recording equipment in (4) interview rooms at two other Fort Collins Police Services locations a. Two (2) at District 1 b. Two at (2) at Campus West 3. The contractor shall potentially have a camera and mics in FCPS’s Sally Port 4. The contractor shall potentially have a camera and mics in hallway where rooms 3094 and 3093 are located 5. IN USE signs/indicators shall be triggered by recording activation and ideally at eye level. 6. Lights shall never go off if recording. 7. The system shall ensure video, video metadata and video thumbnails are 100% restricted according to the user access profile set up. 8. There shall be no paper process required for digital recordings. 9. The system shall have the option, per room, for Point to Zoom (PTZ) capability with a home setting that resets for next user 10. Clocks shall be in clear view of the cameras 11. The system shall have an option for emergency entry mechanism especially for Rooms 3094 and 3093 12. The system shall have a “Verified” check box for video metadata 13. The system shall have more than one angle view on the subjects and two cameras minimum are required. One camera serves as view of entire room and the other camera is focused on the interviewee close up. The interviewee close up view shall be a picture in picture and can be toggled. 14. The interview room doors shall have peep holes. (Ex: room doors 3094 and 3093) 15. The system shall have the capability for investigations to organize, markup, tag, link, annotate, notate, etc. video for their purposes. Ex: have a digital workspace separate from raw footage workspace to logically piece together/link, annotate, bookmark, markup, and notate recordings. 16. The system shall be synchronized to the correct and accurate atomic clocks. 17. The system shall have the ability to link video recordings for very long sessions 18. The system shall pre-populate with information/metadata where possible to minimize data entry duplication 19. The systems located in Headquarters, District 1 and Campus West shall be redundant and/or interchangeably usable. For example: If 2 of the systems at the three locations fail, the last one remaining can be utilized immediately, or each room has a backup strategy to record A/V in the event of an unexpected or planned outage. RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 5 of 31 20. The system must be a minimum of 1080p and ideally support options that future proof the system and have the capability to accommodate higher resolution video technologies such as 4k as an example. 21. Each room shall have two (2) cameras. One showing the entire view/context of the room and the second that serves as a close-up/line of site shot on the interviewee. Picture in Picture view capability for where there are two cameras is required and toggling of these views is required a. Note: Initial requirements review walk thru and use case analysis. Currently all rooms have two cameras. 22. Each room must have recommended high quality microphone(s) that are highly sensitive. a. Currently, each room has a minimum of two (2) microphones and several have three (3) or four (4) microphones depending on the room. 23. The system shall be able to be activated from any police authorized workstation and/or mobile device securely connected to the network. 24. The system should be viewable, in real time, from any police authorized workstation and mobile device with the ability to toggle on and off sound and view multiple or single rooms. 25. The system shall have room view presets configuration capability. 26. The system shall allow for security scanning and input of other 3rd party surveillance files into the master database, allow for addition of metadata, and ability to relate to other files. 27. The system shall have the ability to secure files to the individual level and allow for creating access groups. A flexible and configurable file and administrator security model is a must. Only authorized City/FCPS personnel shall be able to administer/change/update access groups and permission levels. 28. The system shall have the capability to redact/edit both systems captured and 3rd party capture files, or potentially integrate with 3rd party redaction software. 29. Archived interviews shall be able to be replayed from the system as storage and retention policies allow. Only Authorized City and FCPS personnel shall be able to configure storage retention policies 30. Storage shall be expandable and warning alerts shall be provided to administrators when nearing 80% full. • The system shall be upgradeable and expandable to meet the needs of the department. This includes the ability to increase RAM, disk storage, or other system components as needed to keep the system performant • The system shall support monitoring by third party tools and/or allow alerting (at a level the City determines) for key system performance factors including but not limited to RAM, disk space, CPU, and appropriate application services RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 6 of 31 31. Archived interviews shall be able to be classified/tagged with agency specific configurable metadata and be searchable 32. The system shall have the ability to real time stream to TV Monitors/projectors in other authorized rooms where authorized audio-visual systems exist. 33. Multiplexing of the fourteen (14) interview rooms should be available on the system, allowing for the simultaneous viewing and listening of the interviews in real time. a. The system shall allow for an easy way to select which interview to listen to and mute as required. 34. In a large conference room and/or monitoring room, individual wireless headphones and/or earpiece sets shall be available. The observer/listener shall have the ability to choose which interview to listen to wirelessly while observing multiple interviews. 35. Observers and listeners of the interviews outside of the interview room must have the ability to wirelessly communicate with the interviewer inside the room via a discrete wireless earpiece. 36. The system shall have the ability to bookmark and ideally annotate events in real time and to be stored later for review. 37. The system shall have the ability to export original archival files to commonly used file formats that do not require proprietary software to play for future use. 38. The system shall have chain of custody logs that track any modifications made to digital and audio files and the archival original source copy shall be kept as the parent original source file. 39. The system shall have logs of any original archival files that have been exported to editable formats. 40. The system shall allow for auditing of Access Control Lists (ACLs) to ensure only authorized users are able to view and/or export data. 41. The system is desired to have the ability to split off the audio for transcriptions and ideally integrate with audio file to text conversion systems. 42. The system shall have the ability to create CD-DVD or Blu Ray before and after the system transfers the interview to digital archive storage. Logs shall maintain the creation of any media by user/operator including date/time and all appropriate agency specific metadata defined. 43. The system shall focus on ease of use and simplicity. Ex: clearly marked on and off buttons, volume, mute, workflow status of digital data and views of associated files and metadata. 44. The system shall allow for toggling overlay metadata on or around the video as it is live streamed. 45. In fixed interview rooms, the system shall allow for integration with motion sensors and/or an always on option to activate/record in the event the interviewee forgets to RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 7 of 31 turn on the system. These feathers shall be a configurable option to turn on or off per the needs of each room. 46. The system and sensors in the room shall be very discrete and ideally invisible (covert). Currently the system sensors are overt. A hybrid overt/covert set up may be considered where the interviewee close up view and mics are covert, and the overall room view is overt. 47. The contractor shall provide a component sparing strategy for critical components to minimize contractor repair turnaround times and supply chain delays. 48. The system shall be able to integrate with industry standard archival servers/storage system and have the option of incorporating archive storage management as part of the project scope, support, and maintenance. Cloud solutions are acceptable options for considerations. 49. The system must provide synchronized high quality audio and video with customized metadata, time stamping, book marks and cataloging both during and post interview. 50. The system shall ensure evidence integrity and security across all elements of the system, as evidence integrity is a cornerstone requirement of the City and is essential to mission success when criminal prosecutions require accurate, original recordings for introduction into court proceedings. 51. The system shall accommodate configuration, incorporation, and/or implementation of interfaces to other software products, such as Microsoft Active Directory, and potentially an RMS system. 52. The system shall have an Application Programming Interface (API), Software Development Kit (SDK), and/or Service Programming Interface (SPI) that facilitates integration with other COTS 53. The contractor shall be responsible for installation and support for the installed IRMS systems including hardware and software. The City will provide power, heating, ventilation, air conditioning (HVAC), network connectivity, and furniture for the interview room. 54. The rooms shall have easily visible indicators that show the system is recording or not 55. Two (2) rooms (Lobby rooms) shall have audio shut off switch inside the room for client/attorney conversations. The other twelve (12) rooms shall have the audio shut off switch outside the rooms. 56. The system shall have a device (such as a concealed button or remote control) for an interviewer in the interview room to mark a point in the video where a user defined event occurs (such as the start point for reading the Miranda rights to a suspect). 57. They system may have a mix of Overt vs Covert rooms depending on the outcome of the contractor walk thru and finalization of overt vs covert room counts RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 8 of 31 58. The system shall allow for control panels to control a minimum of 10 rooms and ideally all 14 depending on user authentications and access rights 59. The contractor shall support the City’s acceptance of IRMS equipment, cabling practices, and infrastructure installation processes. 60. The contractor shall notify the City’s technical lead within 72 hours of any deviations from the planned installation to include hardware, software, or location. 61. The contractor shall tune video and audio equipment post installation to correct for noise or obstructions to view in each interview room. The contractor shall provide an option for this tuning for the life of the system. 62. The contractor shall ensure audio quality of the fixed location IRMS installations can be transcribed adequately by an automated computer system. 63. The contractor shall measure room noise and make recommendations on what is required to obtain an acceptable noise level in each interview room. 64. The contractor shall provide an optimal camera solution per the unique lighting requirements of each room to ensure optimum and consistent video quality video 65. Operational Verification and approval is required and shall be demonstrated via the installed system with approval, at a minimum, from the project manager, users, and city technical and quality team. 66. The Contractor shall be responsible for clean-up of the interview and control rooms’ space after installation. 67. The IRMS Server shall have the ability to support local and off-site storage locations simultaneously and securely 68. The IRMS Server solution shall provide fully redundant failover; should a server component fail during recording; recording shall have the ability to continue the recording. No evidence shall be lost due to single component failure. 69. The IRMS Server shall synchronize to master clock and keep precise date and time 70. The IRMS Server may Utilize a thin client based application for server management, data input and monitoring/reviewing of interview session 71. The IRMS Server shall have the ability to accept a trigger from an external device to start, stop and visually indicate that the recording process has started or the recording process has stopped. 72. The IRMS system shall be able to automatically ingest interview recordings from portable recording equipment utilizing proven and accepted industry unlicensed secure wired and/or wireless standard/technology (Federal Information Processing Standard (FIPS), Suite-B etc.) 73. The IRMS system shall require a user’s involvement/action to authenticate and authorize the wireless device (portable) to connect to the system. RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 9 of 31 74. The IRMS system shall have the ability to tag, associate, sort, and retrieve inputted digital pre, post and real time metadata; a. Accept case notes during interview. i. Ability to instantly review without interrupting the recording to enter any case notes or highlight the interviewee particular action(s)/comment(s). b. Place a digital tag/marker indicating placement of case notes c. Search, display, and modify metadata, as required. 75. The IRMS system shall Protect the integrity of the digital information/assets using a mature and stable certified security industry solution; a. Security solution will validate the transfer of data from portable recorders to the system/server. b. Security solution will validate the transfer of data from the server to any viable removable media (Blu-ray, DVD, USB) that was/is authorized for download. c. Security solution will validate the integrity of the assets stored within the system. 76. The IRMS system shall have a digital asset audit and tracking system, which records all activity within the system including user level activity (e.g. create, modify and view) as well as system level activity (e.g. asset ingestion, media creation.) 77. The IRMS system shall be able to provide evidence in a commonly available format in the support of court proceedings as well as other investigative purposes. 78. The IRMS system shall have the ability to integrate with other systems i.e. Active Directory, evidence management and/or RMS systems. 79. The rooms shall have no blind spots 80. Time and room numbers shall be easily displayed and have ability to toggle on off if they are on top of video display 81. The contractor shall provide training and documentation for general users, advanced users and system administrators and updates to these materials for the life of the system. a. This training shall be coordinated with assigned contact and completed within 30 days upon completion of the installation b. The contractor shall support the following types of training: i. End user ii. Technical Expert (i.e., Technical Trained Agent) iii. Administrator training iv. Troubleshooting training. RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 10 of 31 c. The contractor should provide Computer/On-Site based training. d. The contractor shall provide user manuals, administrator manuals, troubleshooting manuals e. The contractor shall allow for the City to reproduce training materials for internal distribution only. 82. The contractor shall support Software and hardware Maintenance and Support Services a. The contractor shall provide updates and patches for the software components of IRMS as they become available. i. The contractor shall provide and advance notice and planning for any scheduled maintenance. b. The contractor shall provide service level offerings for: Emergency, Holiday, On Call and standard business hours support options that meet 24X7x365operations. Required response times to software issues: 1. Emergency – addressed within an hour of reporting 2. Important – addressed within one business day of reporting 3. Minor – addressed within five business days of reporting Required response times to hardware issues 1. Critical hardware down – 4 hour 2. All other – next business day 83. The system and contractor shall be CJIS Compliant and/or obtain CJIS compliance. 84. The system shall have the option for utilizing contractor supplied storage and servers, or city IT storage and servers 85. The system shall have the option for 24x7 recording or manually operated recording 86. The system shall have the option to have 1 to 1 touch panel per room and/or a lesser amount of touch panels an/or an application to control rooms remotely via a windows based system 87. The system shall operate and minimize traffic on the LAN 88. Contractor to follow NEC (2017 Edition) and NFPA 70E standards. 89. Contractor to provide a clean and safe work site at all times. 90. At any time, if the City determines that personnel on the construction and/or support team is not fit to continue, the City reserves the right to direct Service Provider personnel changes as needed. 91. Contractor will be expected to follow the City of Fort Collins QA/QC program. A copy of the QA/QC Plan along with Checklists can be downloaded at: https://www.fcgov.com/opserv/pdf/dsgnstnds/qa-qc-plan.pdf?1360100535 a. Please reference: RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 11 of 31 i. Written QA-QC Plan ii. Preparatory Phase Checklist iii. QC Initial Checklist iv. QC Follow-Up Checklist 92. Any damage caused to the existing buildings, parking lot, & site during construction or through access to the construction area will be at the contractor’s expense to repair the damaged area to existing conditions before the damage occurred. 93. All OSHA regulations to be followed at all times. 94. The system shall have the capability to record all audio and video channels simultaneously (I.e. multiple interviews) 95. The contractor shall supply all architectural documentation and drawings for asset management records. 96. The contractor shall identify all known software hardware and system defects and operating issues with the proposed solution 97. The contractor shall define scalability aspects of the proposed solution C. Minimum Qualifications Experience successfully deploying and maintaining IRMS systems for police agencies of similar size and scope or greater. Vendor(s) must have all personnel that will be on site, requiring unescorted access in secure areas, register with CBI’s CJIS Vendor Management Program, and pass CBI/CJIS background checks, CJIS Security awareness training, and follow all requirements of the CJIS Security Policy. Here are the program instructions for vendors: https://www.colorado.gov/pacific/cbi/cjis-vendor-management-program. Here is reference to the CJIS Security Policy: https://www.fbi.gov/services/cjis/cjis-security- policy-resource-center D. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: August 21, 2019 • Pre-Proposal Meeting: 11:00 AM MST on September 3, 2019 • Question deadline: 5:00 PM MST on September 5, 2019 • Proposal due date: 3:00 MST (our clock) on September 16, 2019 • Interviews and Demo (tentative): Week of September 30, 2019 • Award of Contract (tentative): October 9, 2019 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 12 of 31 E. Budget The budget for this project is limited, therefore Vendors are invited to submit proposals for the requirements listing features prioritized and ranging from must have to optional. This will aid the City in choosing the features required to deliver the requirements and selecting options only as budget allows. F. Interviews/ Demonstration In addition to submitting a written proposal, the top-rated Vendors may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section VI. G. Subcontractors Vendors will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded Vendor; therefore, subcontractors will be the responsibility of the Vendor. H. Current standards I. All work and/or materials must meet current standards in force by recognized technical and professional societies, trade and materials supply associations, institutes and organizations, bureaus and testing laboratories, and national, federal, state, county, and local laws, codes and ordinances. Fees, Licenses, Permits The successful Vendor shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law. J. Laws and Regulations The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. K. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Vendor each month following the submittal of a correct invoice by the Vendor indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the Vendor and the City will negotiate an appropriate unit price for the service prior to Consultant initiating such work. The City pays invoices on Net 30 terms. III. PROPOSAL SUBMITTAL RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 13 of 31 For this section, Vendors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Vendors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Vendors include each of the City’s questions with their response immediately following the question. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Vendor Information 1. Describe the Vendor’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section VII, Vendor Statement. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. Include a description regarding how the analysis will be performed for the various identified areas identified, the methods and assumptions used, and the limitations of the analysis. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 4. Identify what portion of work, if any, may be subcontracted. D. Firm Capability Provide relevant information regarding previous experience related to this or similar Projects, to include the following: RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 14 of 31 1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and sub consultants with titles and their specific task assignment for this Agreement shall be provided in this section. 2. A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the consulting services described above. 3. Provide a minimum of three similar projects with public agencies in the last 5 years that have involved the staff proposed to work on this project. Include the owner’s name, title of project, beginning price, ending price, contact name, email and phone number, sub-consultants on the team and a brief description of the work and any change orders. 4. Provide examples of at least two projects where you’ve worked with your sub- consultants. List the sub-consultant firm(s) for this Agreement, their area(s) of expertise, and include all other applicable information herein requested for each sub- consultant. Identify what portion of work, if any, may be sub-contracted. 5. References (current contact name, current telephone number and email address) from at least three similar projects with similar requirements that have been completed within the past five (5) years and that have involved the staff proposed to work on this project. Provide a description of the work performed. The Consultant authorizes City to verify any and all information contained in the Consultant’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give. E. Assigned Personnel 1. List of Project Personnel: This list should include the identification of the contact person with primary responsibility for this Agreement, the personnel proposed for this Agreement, and any supervisory personnel, including partners and/or sub consultants, and their individual areas of responsibility. 2. A resume for each professional and technical person assigned to the Agreement, including partners and/or sub consultants, shall be submitted. The résumés shall include at least three individual references from previous assignments. Please limit resumes to one page. 3. Some functions of this project may require the use of sub-consultants. If you intend to utilize sub-consultants you must list each and provide resumes for their key personnel. 4. Describe the availability of project personnel to participate in this project in the context of the contractor firm’s other commitments. 5. Provide a list of similar projects completed in the last five (5) years by the key members of the proposed team. F. Availability 1. Can the work be completed in the necessary timeframe, with target start and completion dates met? RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 15 of 31 2. Are other qualified personnel available to assist in meeting the project schedule if required? 3. Is the project team available to attend meetings as required by the Scope of Work? 4. Provide an outline of the schedule for completing tasks. 5. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. G. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe how your organization strives to be sustainable. Address how your firm incorporates Triple Bottom Line (TBL) into the workplace. See Section VI: Review and Assessment for additional information. If possible, please highlight areas of opportunity in the project where sustainability could be applied and/or improved. H. Cost and Work Hours In your response to this proposal, please complete the attached Compliance and Total Cost of Ownership (TCO) spreadsheet to address the following: 1. Cost by Task: Provide a total not to exceed figure for the Scope of Proposal. Price all additional services/deliverables separately. a. Vendor must complete the Compliance and TCO spreadsheet, Section IV. 2. Include any applicable annual costs for 24/7 support & maintenance for up to five (5) years. I. Additional Information Vendor must provide answers to each question as listed on the SaaS Cyber Vendor Questionnaire, Section V. Failure to not answer questions could result in proposal being consider non-responsive. Provide any information that distinguishes Vendor from its competition and any additional information applicable to this RFP that might be valuable in assessing Vendor’s proposal. Explain any concerns Vendor may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services and City Agreement (a sample of which is attached in Section VIII) shall be documented. RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 16 of 31 IV. TCO COST PROPOSAL ETC. Please complete the attached Compliance and TCO Cost Proposal Spreadsheet RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 17 of 31 V. SAAS CYBER VENDOR QUESTIONNAIRE 1. Data Ownership: The City of Fort Collins will own all right, title and interest in its data that is related to the services provided. All data obtained by the vendor in the performance of this services shall become and remain the property of the City. The vendor will not share or distribute any City data to any other entity without the express written consent of the City. Can you comply with this? 2. Data Protection: Describe how you safeguard the confidentiality, integrity and availability of City information, including encryption of personal data in transit and at rest, and access control. Do you have a privacy and security policy, and does the policy apply to customers’ private data including personal identifiable information? 3. Data destruction: What procedures and safeguards does the vendor have in place for sanitizing and disposing of City data according to prescribed retention schedules or following the conclusion of a project or termination of a contract to render it unrecoverable and prevent accidental and/or unauthorized access to City data? 4. Data Location: Are the data centers where City data may be stored or processed located exclusively in the United States? Do you allow your personnel or contractors to store City data on portable devices? Do your personnel and contractors access City data remotely? 5. Security Incidents or Data Breaches: Describe your data breach and incident response communication plans. Has the company experienced any security breaches? If yes, explain. 6. Breach Responsibilities: In addition to data breach communication, what additional responsibilities do you have to your customers in the event of a data breach involving private data that is in your control, or in the control of your contractors/subsidiaries, at the time of breach? Do you have cybersecurity insurance? If yes, provide an overview of the coverage. 7. Background Checks: Do you conduct criminal background checks on all staff, including subcontractors? Do you employ people convicted of any crime of dishonesty? 8. Access to Security Logs and Reports: The vendor shall provide reports to the City in a format as specified in the SLA agreed to by both the vendor and the City. Reports shall include latency statistics, user access, user access IP address, user access history and security logs for all City files related to this contract. Can you comply with this? 9. Risk Assessments and Audits: Do you conduct periodic risk assessments to identify cybersecurity threats, vulnerabilities, and potential business consequences? Do you have regular independent assessments of your cybersecurity processes? Do you perform independent audits of your data center? How often? What level of audit is performed (e.g., SOC2)? Would you be willing to share redacted versions of your most recent risk assessment and audit report with the City? RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 18 of 31 10. Change Control and Advance Notice: How do you communicate upgrades (e.g., major upgrades, minor upgrades, system changes) that may impact service availability and performance to your customers? 11. Upgrades: Are technology systems (e.g., servers, network devices, operating systems, applications, malware definitions) regularly updated/patched? Do you have any systems in production that are past end of life or that can no longer be patched? 12. Non-disclosure and Separation of Duties: Describe how you enforce separation of job duties and limit staff knowledge of City data to that which is necessary to perform job duties. 13. Import and Export of Data: Describe the data import and export processes from the customer’s perspective. 14. Subcontractor Disclosure: Identify all your strategic business partners related to services provided under this arrangement, including but not limited to all subcontractors or other entities or individuals who may be a party to a joint venture or similar agreement with the you, and who shall be involved in any application development and/or operations. 15. Right to Remove Individuals: The City shall have the right at any time to require that the vendor remove from interaction with City any vendor representative who the City believes is detrimental to its working relationship with the vendor. Can you comply with this? 16. Encryption of Data at Rest: Can you ensure hard drive encryption consistent with validated cryptography standards as referenced in FIPS 140-2, Security Requirements for Cryptographic Modules for all personal data? 17. Internet-Facing Security: We may use BitSight (like a credit report for cyber security) to assess your internet-facing security. Do you subscribe to BitSight or a similar service, and if so are you willing to provide a sanitized report? 18. Service Interruption: In the event of an interruption of your service, what is your process for notifying customer operations of the circumstances of the interruption or outage and the expected recovery time? 19. Backup and Recovery: What is your backup & recovery SLA? What are the actual results/metrics vs. the SLA for the last 12 months? Is your backup data encrypted and, if so, to what standard? 20. Authentication: Do you have an internal password policy? Do you have complexity or length requirements for passwords? Do employees/contractors have ability to remotely connect to your production systems? (i.e. VPN. Is multi-factor authentication available? Do you require MFA for administration of your service (local or remote)? Do you support SSO/SAML ADFS for customer access? 21. Cyber Insurance: Does your firm carry cyber insurance? If so, what are your insurance levels? RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 19 of 31 VI. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Vendors will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Vendors may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 2.0 Firm Capability Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost & Work Hours Does the proposal included detailed cost break- down for each cost element as applicable and are the line-item costs competitive? Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required by each project task or phase? RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 20 of 31 Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Vendor again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Vendor responsive to client needs; did the Vendor anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge If a study, did it meet the Scope of Work? If Vendor administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 21 of 31 VII. VENDOR STATEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. f. Vendor acknowledge receipt of addenda. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 22 of 31 VIII. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit A, consisting of ( ) page(s) and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit , consisting of ( ) page(s), and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. This Agreement shall commence , 20 , and shall continue in full force and effect until , 20 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 23 of 31 termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Service Provider: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract, subject to additions and deletions provided herein, ($ ) as per the attached Exhibit " ", consisting of page(s), and incorporated herein by this reference. 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 11. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 24 of 31 responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 13. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 14. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 15. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 25 of 31 17. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Purchasing Director, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 18. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 19. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8- 17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 26 of 31 Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 21. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 27 of 31 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 28 of 31 EXHIBIT A SCOPE OF SERVICES Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 29 of 31 EXHIBIT (BID SCHEDULE/COMPENSATION) Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 30 of 31 EXHIBIT INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. Official Purchasing Document Last updated 10/2017 RFP 9004 Fort Collins Police Services Interview Recording Management System (IRMS) Replacement Page 31 of 31 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Service Provider has agreed to perform, the Service Provider hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Service Provider agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law.