RFP 22/23-03 - RFP 22/23-03 BODY WORN & IN-CAR CAMERA SYSTEMS FOR ROMULUS POLICE DEPARTMENT

The City of Romulus is soliciting proposals from qualified companies to provide the Romulus Police Department with (30) thirty officer worn body cameras and (20) twenty in-car camera systems. In addition, companies must provide a video storage solution, which partners with the provided body worn cameras, to store, manage, retrieve and share captured digital video. Qualified companies will also provide a Service Agreement which includes service on equipment, hardware and software for a minimum of (5) five years.

Companies responding to this RFP must demonstrate experiences in designing and maintaining body worn camera and backend server solutions. The intent of this request for proposals is to acquire body worn video camera for public safety use that offers ease of use, functionality, recording and storage capabilities. Each company shall only submit one proposal.

Proposals that do not conform to the mandatory items as specified in the solicitation documents may be eliminated from consideration for award

Based upon results of the review and evaluation, the City may decide to proceed with an offer to one or more companies to furnish and potentially deploy units on a permanent basis throughout the Romulus Police Department.
 

1. Qualified individuals and firms wishing to submit a proposal must use the forms provided by the City.  Proposal forms and specifications may be obtained from the MITN system at http://www.mitn.info/. Copies of documents obtained from any other source are not considered official copies.  Proposals may be rejected unless made on the forms included with the bidding documents.
2. Questions must be emailed to Purchasing@romulusgov.com and received no later than 12:00 P.M. local time on August 30, 2022.
3. Clarifications, modifications, or amendments may be made to this solicitation at the discretion of the City.  Any and all addenda issued by the City will be posted on the MITN system.  All interested parties are instructed to view the MITN website regularly for any issued addenda.  It is the responsibility of the bidder to obtain all issued addenda and acknowledge receipt of said addenda by including a printed copy of each addendum as part of the required documents for this solicitation and to list the addendum and sign and date the “Acknowledgment of Receipt Addenda Form: supplied in the RFP documents.
4. Proposals must be received no later than 2:00 P.M. local time, Thursday, September 8, 2022. Companies can either submit hard copies or submit their documents electronically on the MITN Purchasing Group page of BidNet Direct.
5. Companies submitting hard copies, must submit a total of three (3) copies (one marked “Original” and two marked “Copy”) along with one (1) copy on a digital storage device (i.e. Flash Drive) in "PDF" form.  All copies must be submitted together in a sealed envelope or package, addressed using the “RFP PROPOSAL MAILING LABEL” provided in the solicitation documents, and must be delivered to the City Clerk's Office prior to the deadline for the submission of proposals. .  No responsibility will attach to the City or any official or employee thereof, for the pre-opening of, post-opening of, for the failure to open a proposal not properly addressed and identified.  The original proposal may be clipped but should not be stapled or bound. Copies may be stapled or bound. The original and copies should be identical, excluding the obvious difference in labeling.
6. At approximately 3:00 p.m. local time following the deadline for submitting bids, all timely received bids are to be publicly opened and read.
7. The successful Company will be required to provide all bonds and submit proof of all insurance required by the request for proposal documents and originals of all required endorsements acceptable to the City and enter into a contract for the acquisition of all goods and services outlined herein.
8. The City reserves the right to postpone the opening without notification and also reserves the right to reject all proposals and to waive any minor informality or irregularity in proposals received. Ultimately, a contract may be awarded to the lowest most responsive and responsible company, as determined in the sole discretion of the City of Romulus or otherwise in a manner deemed by the City to be in its own best interest.
9. The City reserves the right to reject as non-responsive any proposals that do not contain the information requested in this RFP
10. The City reserves the right to reject as non-responsive any proposals which are not organized and formatted as described in this RFP.
11. The City, during the course of the evaluation process, may request additional written information to supplement and clarify the information provided in this response.
12. The City, at the discretion of the proposal evaluation team, may conduct interviews and request equipment demonstrations with some or all of the companies that submitted proposals for consideration.
13. For additional information contact Gary Harris, City of Romulus, Purchasing Director, by calling (734) 955-4568 or by emailing purchasing@romulusgov.com .
14. The City of Romulus strictly prohibits the reproduction or publishing of any published document or solicitation without the express written consent of the City of Romulus.  Unauthorized posting of any notice of these documents or reference to said documents or solicitations is strictly prohibited.