Mobile Surveillance Trailer

CITY OF MILLINGTON POLICE DEPARTMENTMOBILE SURVEILLANCE TRAILERREQUEST FOR PROPOSAL  RFP 2025-1     Table of ContentsIntroduction. 4Proposal Submission Format and ContenT. 4Proof of Respondent’s Minimum Qualifications. 4Respondent Notification of Restrictive Requirements. 4Instructions for Submitting Proposals. 4Preparation and Submission of Proposals. 4Questions and Inquiries. 5Late Proposals. 6Firm Pricing Timeframe. 6Shipping Quotes. 6Proprietary Information. 7Authority to Bind Firm in Contract 7Withdrawal of Proposals. 7Subcontractors. 7Use of Brand Names. 8Rights of the City of Millington. 8Prohibition as Subcontractors. 8Proposed Changes to Scope of Services. 9Miscellaneous Requirements. 9Notice of Award. 9Department 9Proof of Authority to Transact Business in Tennessee. 10Insurance Coverage. 10Background Information. 10Respondent’s Minimum Qualifications. 10Proof of Financial Stability. 10Proof of Experience. 11Commitment to Use Case Demonstration Evaluation. 11System Implementation Statement of work. 11Project Management 12Project Kickoff. 12Project Schedule. 12Project Meetings and Reporting. 13Document Storage. 14Master Project Plan. 14Issue Management Plan. 14Risk Management Plan. 14Communications Management Plan. 15Change Management Plan. 15Implementation Staff. 15Training. 16Documentation. 16Warranty, System Support and Maintenance. 17General Maintenance Provisions. 17System Maintenance and Support 19Technical Center Support 19General System Requirements. 19System Design. 19Services Related to Hardware and Software Installation. 20Standard Operating Systems and Other Software. 20Prohibited Telecommunications and Video Surveillance Equipment 20End-user Workstation Requirements. 20Desktop Hardware and Software. 20DEVIATION FROM SPECIFICATIONS. 21Initial System Acceptance. 21Contract Terms and Conditions. 21Procedures. 21Contract Assignment 22Confidentiality and Security. 22Delays. 23Delivery Failures. 23Bonding Requirements. 24Contract Payment and Performance Bonds. 24Indemnification. 24Software Infringement 24Death and Personal Injury Provisions. 25The City of Millington Indemnification Provisions. 25Safety. 25Americans with Disability Act Compliance. 25Employment Discrimination by Respondents Prohibited.. 26Drug-free Workplace. 26Conforming Employer Sexual Harassment Policy.. 26Immigration Reform and Control Act of 1986. 27Substitutions. 27Background Checks and Other Statutory Requirements. 27Condition of Items. 27Workmanship and Inspection. 27Exemption from Retailer’s Occupation and Use Taxes. 28Ordering, Invoicing and Payment 28Payments to Subcontractors. 28Assignment of Contract 29Termination. 29Contractual Disputes. 29Severability. 30Applicable Laws/Forum.. 30Notices. 30Counterparts. 30Description of System.. 31Project Approach and Proposed Services. 32General Project Approach and Project Management 32Design, Development, Integration and Installations Services. 32Testing, Implementation and Final Delivery. 32Training. 32Delivery and Implementation Schedule. 32         IntroductionThe intent of this request for proposal (RFP) is for the City of Millington to obtain fixed-price proposals from firms specializing in Mobile Surveillance Trailers with technical integration knowledge for 100% Compatibility to existing systems for the City of Millington/Millington Police. These Mobile Surveillance Trailers provide easily deployable surveillance capabilities at large scale public events and are deployed daily in high crime areas. They are a critical part of our environment and thus are very specific in function and operation. These surveillance trailers should be able to be viewed remotely via desktop and mobile device. The successful Respondent(s) shall be capable of providing a fully integrated operational turnkey system that is configurable, and which includes installation, training, testing, user documentation, and cutover/operational support during reliability testing. Respondents must propose system warranty and maintenance to include system update services that include all third-party services and interfaces. Proposal Submission Format and ContenTRespondents are to make written proposals that present a Respondent’s qualifications and understanding of the work to be performed. Respondents shall address in their proposal each of the specific items listed below in the order presented. Each titled subsection below shall be separated and identified by its section number/title. Failure to include any of the requested information may be cause for the proposal to be considered non-responsive and rejected. Proof of Respondent’s Minimum QualificationsRespondents shall provide proof via documentation or detailed response of Respondent’s compliance with the minimum requirements as outlined in this RFP.   Respondent Notification of Restrictive Requirementis the City of Millington’s intent that this RFP allow competition. It shall be the Respondent’s responsibility to advise the City in writing of any language, requirement, specification, etc., or any combination thereof, that inadvertently restricts or limits the requirements stated in this RFP to a single vendor. Such notification must be received by the City of Millington not later than 15 days prior to the date set for acceptance of proposals. Instructions for Submitting ProposalsPreparation and Submission of ProposalsBefore submitting a proposal, Respondents must read the entire RFP document. Failure to read any part of this solicitation will not relieve a Respondent from the requirements of that section or any subsequent contractual obligation.  Pricing must be submitted on RFP pricing forms only (Exhibit B). Include other information as requested or required.  All proposals must be submitted to The City of Millington in a sealed envelope, with the pricing proposal in a separate sealed envelope. The face of the sealed envelope shall indicate the RFP number, time, and delivery date deadline, title of the RFP, submitting Respondent name, and return address.  All proposals shall be signed in ink by the individual or authorized principals of the firm. All attachments to the RFP requiring execution by the Respondent are to be returned with the proposal. Proposals must be received by The City of Millington prior to 1:00 p.m., Central Daylight Standard Time on Tuesday, August 13, 2024. Atomic time will be utilized by the City of Millington to determine proposal cutoff on the designated date and can be referenced by Respondents by visiting http://www.time.gov. Requests for extensions of this time and date will not be granted unless deemed to be in MPD's best interest. Respondents mailing their proposals shall allow for sufficient delivery time to ensure receipt of their proposals by the City of Millington by the designated deadline for acceptance of proposals. Proposals or unsolicited amendments to proposals received by the City of Millington after the designated deadline will not be considered. Proposals will be accepted and logged in by the City of Millington Clerk at the time and date specified above. Proposals may be mailed or sent via commercial courier to: City of Millington7930 Nelson RoadMillington, TN 38053 Attn: City Clerk Karen Findley Faxed and emailed proposals will not be accepted. Each firm shall submit one (1) original hard copy of its proposal and a digital copy on DVD, CD or thumb drive of their proposal to the City of Millington, as indicated on the cover sheet of this RFP. Each copy shall include a completed detailed matrix of components, including the number of each included, and the cost breakdown of each. The original proposal shall be clearly marked “RFP 2025-1 Mobile Surveillance Trailer.” Questions and InquiriesQuestions and inquiries will be accepted from any Respondent in written format only. The MPD Project Manager is the sole point-of-contact for this solicitation unless instructed otherwise herein. Unauthorized contact with MPD board officials, management staff, or other MPD personnel regarding this RFP may result in disqualification of the Respondent. All questions and inquiries regarding this RFP will be taken by a single point-of-contact designated by each Respondent and sent via email to: document.write('k.findley'+'@'+'millingtontn.gov')For security reasons, you must enable JavaScript to view this E-mail address. . The designee should provide the company s/he represents, title and company role in this engagement, name, valid company address, and best contact phone number. The Respondent’s designee must provide her/his email address as the primary contact e-mail and up to two (2) secondary e-mail addresses that will be added to the electronic mailing list. All e-mail questions and inquiries to the RFP should provide the company name and email purpose in the subject line (e.g., Camera Company – Registration).  Respondent questions will only be received until 4:00 p.m. CDST on July 5, 2024. Responses to Respondent questions will be issued by the MPD’s Police Chief, or Appointee in the form of RFP Q & A Addendums on an interval established by MPD after the RFP release, but no longer than every two weeks. Questions received will be assigned a specific question and response number and at no time will Respondents be identified as asking a specific question. Although all Respondents are required to designate a point-of-contact for this engagement, the RFP and all Addendums will be posted to City of Millington website at www.millingtontn.gov. It is the responsibility of all Respondents to ensure that they have received all addenda to this RFP and acknowledge same within the appropriate section of their proposal. Late ProposalsLate proposals will be returned to the respective Respondent unopened, assuming RFP number, title, delivery date, and Respondent's return address is shown on the container. Firm Pricing TimeframeProposal pricing must be firm for City of Millington’s acceptance for a minimum of 180 days from proposal receipt date. “Discount from list” proposals are not acceptable unless requested. If additional services are required of the successful Respondent after implementation is completed, such as integration, interface, or other services, the successful Respondent must provide the services at the hourly rates quoted in this RFP. The rates quoted will be firm for a period of one year from contract execution. Thereafter, hourly rates may be adjusted in accordance with the Employment Cost Index, Private Industry Wages and Salaries, Management, Business and Financial (excluding incentive paid) based on the percentage of change from the contract year to the year the services are required.  Shipping Quotes Any quotations provided to the City of Millington for goods to be delivered shall be Free on Board (F.O.B.) Destination – Freight Prepaid and Allowed. All deliveries shall be coordinated with the MPD Project Manager or their designee prior to delivery. Such goods shall be delivered F.O.B. Destination, freight prepaid, and allowed inside delivery. Cash on Delivery (COD) will be denied. The cost of freight, insurance, and all other delivery-related costs shall be included in the cost of performing the work proposed in the price proposal. Proprietary InformationTrade secrets or proprietary information submitted by a Respondent in connection with this solicitation shall not be subject to disclosure under the Tennessee Public Information Act  Authority to Bind Firm in ContractProposals shall give the full firm name and address of Respondent. Failure to manually sign a proposal may disqualify it. The person signing the proposal will show title or authority to bind the firm in a contract. Firm name and authorized signature must appear on the proposal in the space provided on the pricing page. Those authorized to sign are as follows: If a sole proprietorship, the owner may sign.If a general partnership, any general partner may sign.If a limited partnership, a general partner must sign.If a limited liability company, a “member” may sign, or “manager” must sign if so, specified by the articles or organization. If a regular corporation, the CEO, President or Vice President must sign. Others may be granted authority to sign, but the City of Millington requires that a corporate document authorizing the individual to sign be submitted with proposal. Withdrawal of ProposalsAll proposals submitted shall be valid for a minimum period of 180 calendar days following the proposal deadline date. Proposals may be withdrawn on written request from the Respondent at the address shown in the solicitation prior to the time of acceptance on the deadline date. Negligence on the part of a Respondent in preparing the proposal confers no right of withdrawal after the time fixed for acceptance of the proposals. Subcontractoris the City of Millington’s expectation that Respondents utilize personnel directly employed by their firm and subcontractors are not used to write code, develop interfaces, test the system, provide training, or perform any other tasks associated with this project. If subcontractors will be utilized at any time during the project or after system acceptance, Respondents shall include a list of those subcontractors with their proposal. At all times, the Respondent will be fully responsible for the acts, errors, and omissions of the subcontractor. The Respondent shall cause appropriate provisions of its proposal to be inserted in all subcontracts ensuing to ensure fulfillment of all contractual provisions by subcontractors. Proposals shall also include a statement of the subcontractors' qualifications. The City of Millington reserves the right to reject the successful Respondent’s selection of subcontractors for good cause. If a subcontractor is rejected, the successful Respondent may replace that subcontractor with another subcontractor subject to the approval of the City of Millington. Any such replacement shall be at no additional expense to the City of Millington, nor shall it result in an extension of time without the City of Millington’s approval. All subcontractors utilized by the Respondent are subject to a background check and fingerprinting if working onsite at MPD. Use of Brand NamesUnless otherwise provided in the RFP, the name of a certain brand, make, or manufacturer does not restrict Respondents to the specific brand, make, or manufacturer named; it conveys the general style, type, character, and quality of the article desired, and any article that the City of Millington, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.  Any catalog, brand name, or manufacturer's reference used in the RFP is descriptive – not restrictive; it is to indicate type and quality desired. Proposals on brands of like nature and quality will be considered. If offering on other than reference or specifications, proposal must show manufacturer, brand or trade name, catalog number, etc., of article offered. If other than brand(s) specified is offered, illustrations and complete description must be submitted with the proposal. Samples may be required. If a Respondent makes no other offer and takes no exception to specifications or reference data, the Respondent will be required to furnish brand names, numbers, etc., as specified. Respondents must certify that item(s) offered to meet and/or exceed specifications. Rights of the City of MillingtonThe City of Millington reserves the right to accept or reject all or any part of a proposal, to waive informalities, and to award the contract to ensure the best interests of the City of Millington are served. Informality shall mean a minor defect or variation of a proposal from the exact requirements of the RFP that does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.  The City of Millington reserves the right to purchase item(s) specified in this bid pursuant to the State of Tennessee Statewide Contracts, or the contracts of any other governmental agencies if it considered in the best interest of the City. Prohibition as SubcontractorsNo Respondent who is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn proposal was submitted. Proposed Changes to Scope of ServicesIf there is any deviation from that prescribed in the section titled Scope of Services, the appropriate line in the Scope of Services shall be ruled out and the substitution clearly indicated. The City of Millington reserves the right to accept or reject any proposed change to the scope.  Miscellaneous RequirementsThe City of Millington will not be responsible for any expenses incurred by Respondents in preparing and submitting a proposal. All proposals shall provide a straightforward, concise delineation of the Respondent's capabilities to satisfy the requirements of this solicitation. Emphasis should be on completeness and clarity of content. Respondents who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal or participate in Use Case Demonstrations, as indicated. The MPD Project Manager will be responsible for scheduling the time and location for any such presentation or Use Case Demonstrations. This RFP and Addenda thereto will be included in the final contract as a reference with the successful Respondent’s proposal incorporated into the contract as an exhibit. The successful Respondent will be expected to sign a contract with the City of Millington. The City of Millington reserves the right to reject any proposal received because of this solicitation, or to negotiate separately in any manner necessary to serve the best interests of the City. Respondents whose proposals are not accepted will be notified in writing. Notice of AwardNotice of Award correspondence will be emailed to the successful Respondent’s point-of-contact via email with subsequent hard copy to follow. A Notice of Award will be posted on The City of Millington’s website at www.millingtontn.gov   following notification to the successful Respondent. All Respondents not selected will be notified by official correspondence transmitted to the Respondent’s point-of-contact via email with subsequent hard copy to follow.  DepartmentBy submitting a proposal, a Respondent is certifying that the Respondent is not currently debarred by the State of Tennessee, any County within Tennessee, or in a procurement involving federal funds, by the Federal Government.  Proof of Authority to Transact Business in TennesseeA Respondent organized under the laws of a state other than the State of Tennessee shall include in its proposal the filing number issued to the Respondent by the Tennessee Secretary of State when the Respondent registered as a foreign business entity pursuant to Tennessee Business Organizations Code, in order to be authorized to transact business in the State of Tennessee.  Insurance CoverageRespondents shall include with their proposal a copy of their current Certificate of Insurance that illustrates the current level of coverage the Respondent carries. The Certificate can be a current file copy and does not need to include any “additional insured” language for the City of Millington. Background InformationThe City of Millington, Tennessee is located in Shelby County, and is part of the Memphis metropolitan area.  The population of Millington as of 2021 is 10,508 and encompasses 22.42 square miles.  The Millington Police Department (MPD) is located at 7950 Memphis Avenue, Suite 1, Millington, TN and has a complement of 32 sworn officers, 10 dispatchers, and 2 civilian staff.   Respondent’s Minimum QualificationsRespondents, including any subcontractors, must demonstrate that they have the resources and capability to provide the materials and services requested and shall meet the minimum qualifications contained in this section. Minimum qualifications are introduced here to ensure Respondents can meet them before proceeding further. All Respondents must submit the documentation indicated below with their proposal. Failure to provide any of the required documentation shall be cause for the proposal to be deemed non-responsive and rejected.  Proof of Financial StabilityAudited financial statements for Respondent’s last three fiscal years are required. Financial statements shall include, at a minimum, the balance sheet, statement of retained earnings, income statement, and any notes to the statements. If the date of the financial statements provided in A. above is more than three months from the date in which the City of Millington requests the information, then Respondents also must provide interim financial statements consisting of a balance sheet and year-to-date income statement, as of two months prior to the date of the City of Millington’s request. Evidence is required—by certification from the Chief Financial Officer or an authorized signing officer of the Respondent—regarding the accuracy of any financial information provided.  Formal certification is required—on Respondent’s stationery signed by the owner or authorized officer of the company—indicating that the proposing firm has not filed for bankruptcy in any form, nor are there any current intentions of filing any type of bankruptcy proceedings. In the event a Respondent has or is considering filing bankruptcy of any type, formal certification will take the form of a written explanation of such filing, complete with history and current status.  If any proposal is submitted by a joint venture, then the specific financial information requested may be required from each member of the joint venture, as determined by the City of Millington. If a Respondent or subcontractor is a subsidiary of another company, then the specific financial information requested also is required from the parent company.  The City of Millington shall not disclose any financial information received from Respondents to the extent permitted by law. Proof of ExperienceRespondents shall demonstrate experience—a minimum of five years is required—in providing the level of services required to successfully deliver and deploy an operational mobile surveillance tailer package.  Respondents shall include with their proposals a minimum of five recent comparable implementations and locations where the system, including the software elements being solicited in this RFP, has been in use, the number of years in use, the software and various modules in use, and any other pertinent data to demonstrate the deployment serves as an acceptable comparable reference location. A recently validated list shall include agency name, person to contact, address, telephone number, email address, description of work performed, installation date, installed applications, and implementation timeframe and whether the system was delivered on schedule.  Commitment to Use Case Demonstration EvaluationMPD will NOT be requiring use case demonstrations in its evaluation process. This is due to the fact that, the principal staff have already seen multiple products. System Implementation Statement of workAll proposals must be made based on the requirements contained herein. All Respondents must be able to provide the requirements detailed in this section Project Management  The successful Respondent shall assign a project manager (PM) as a primary point of contact who has the necessary qualifications and staffing support to assure the successful performance of the project tasks and to ensure that the project schedule and milestones are met. The City of Millington expects that the successful Respondent will assign an experienced PM with exceptional verbal and written communication skills as well as a thorough knowledge of the system to be installed by the Respondent. As such, the City expects that during project implementation lifecycle all issues will be tracked, and all risks identified will be mitigated or eliminated to the greatest extent possible. Any downtime during project implementation will be minimized to adhere to the contracted project schedule as agreed.  The City will designate a team consisting of a PM, and key stakeholders to work with the successful Respondent’s PM. The successful Respondent’s PM shall coordinate and assign project tasks identified as key to the success of the project with City staff and stakeholders. In addition, the successful Respondent’s PM shall coordinate all technical project tasks between Respondent’s technical personnel and those of IT or other engaged city departments.  The successful Respondent’s PM shall be responsible for consensus building among the various stakeholders and for obtaining design approvals, system inputs, agreements, etc., from all agencies and stakeholders involved in or affected by the implementation of this system. This task requires close and continuous liaison with emergency responder representatives, and supporting IT personnel from the City. The ability of the successful Respondent’s PM to collaborate among all stakeholders will ensure that the requirements of the system and the needs of the participating agencies are met in all phases of the project.  Project Kickoff  The project kick-off meeting shall be held within 20 business days after contract execution, or mutually agreed date thereafter. The successful Respondent’s PM must collaborate with the City PM prior to the kick-off meeting to ensure that the content of the kick-off meeting meets expectations. Within 10 business days following the kick-off meeting, the successful Respondent’s PM shall provide a project plan that includes project communications, issue tracker, action item workbook, and a working project schedule that sets forth the various project phases, tasks, and milestones, with definitive start and completion dates. In addition, the successful Respondent’s PM shall be responsible for providing regular updates for approval by the project core team.  Project Schedule  The successful Respondent shall provide a project schedule with an effective start date established during contract negotiations. For the purposes of the Respondent’s proposal, a tentative project schedule shall be included in the proposal with an anticipated start date of 09/16/2024. This project schedule shall include, at a minimum, the following major milestones:  Hardware readiness  Software installation and configuration  System administrator training Unit level testing Functional testing Interface Integration testing Stress testing Delivery of system and training documentation Training timeframes 45-day reliability testing? System acceptance Milestone Payments Prior to contract execution the respondent shall be required to create, and PM shall create and submit for approval by the city, a detailed project schedule that sets forth the various project phases, tasks, activities and milestones, with definitive start and completion dates. The schedule shall encompass the period beginning with contract execution through the conclusion of the warranty period. The schedule shall be provided in Portable Document Format (.pdf). Fields for the project schedule shall include at a minimum:  Task name Start/finish dates Duration Predecessors Dependencies  % complete Resources City approval of the project schedule is a requirement for contract execution and the approved schedule shall become part of the contract.   In addition, the successful Respondent’s PM shall be responsible for managing the schedule for the lifecycle of the project and will provide weekly updates for approval by the City PM and project core team. At every update the PM shall provide a copy of the project schedule.