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COUNTY OF GREENVILLEVOICE RECORDER LOGGER SYSTEM AND TRAINING
RFP# 72-05/17/18
DEPARTMENT OF GENERAL SERVICESPROCUREMENT SERVICES DIVISION
GREENVILLE COUNTY SQUARE301 UNIVERSITY RIDGE, SUITE 100
GREENVILLE, SOUTH CAROLINA 29601www.greenvillecounty.org
Phone: 864-467-7200
GREENVILLE COUNTY COUNCILPROCUREMENT SERVICES DIVISION
GREENVILLE COUNTY SQUARE301 UNIVERSITY RIDGE, SUITE 100
GREENVILLE, SOUTH CAROLINA 29601-3660
Date: 04/27/18
THE COUNTY OF GREENVILLE IS SEEKING PROPOSALS FROM VENDORS TO PROVIDE A VOICE RECORDR LOGGER SYSTEM AND TRAINING FOR GREENVILLE COUNTY’S E-9-1-1 OFFICE, subject to the conditions and all provisions set forth herein and attached. The responses will be RECEIVED AT THIS OFFICE UNTIL 3:30 P.M., E.S.T., THURSDAY, MAY 17, 2018, then publicly opened. The service must be furnished as described and specified herein and delivered to Greenville County.
SHOW THIS NUMBER ON ENVELOPE PROCUREMENT SERVICES DIVISIONRequest for Proposals No. #72-05/17/18 By ______________________________
DIRECTOR
THE COUNTY OF GREENVILLE IS SEEKING PROPOSALS FROM VENDORS TO PROVIDE A VOICE RECORDER LOGGER SYSTEM AND TRAINING PER SPECIFICATIONS CONTAINED IN THIS REQUEST FOR PROPOSALS (RFP) DOCUMENT.
A PRE-PROPOSAL MEETING WILL BE HELD ON MAY 7, 2018, AT 10:00 A.M., E.D.T IN THE PROCUREMENT SERVICES DIVISION LOCATED AT 301 UNIVERSITY RIDGE, SUITE 100, GREENVILLE, SOUTH CAROLINA 29601. VENDORS ARE STRONGLY ENCOURAGED TO ATTEND THIS MEETING.
ALL QUESTIONS CONCERNING THIS RFP ARE TO BE SUBMITTED IN WRITING TO NADINE CHASTEEN, CPPO, CPPB, DIRECTOR, PROCUREMENT SERVICES DIVISION, COUNTY OF GREENVILLE, 301 UNIVERSITY RIDGE, SUITE 100, GREENVILLE, SC 29601. THE QUESTIONS MAY BE MAILED TO 301 UNIVERSITY RIDGE, SUITE 100, GREENVILLE, SC 29601, FAXED TO (864) 467-7304, OR EMAILED TO [email protected] NO LATER THAN 5:00 P.M., E.D.T. MAY 10, 2018.
PLEASE FURNISH ONE (1) ORIGINAL AND FIVE (5) COPIES OF YOUR PROPOSAL.
PLEASE MARK YOUR ENVELOPE TO READ “RFP# 72-05/17/18.”
NOTE: PLEASE SIGN ON FOLLOWING PAGE. AN ORIGINAL SIGNATURE IS REQUIRED. FAILURE TO DO SO WILL VOID YOUR PROPOSAL. ALL SIGNATURES MUST BE CLEARLY IDENTIFIABLE AS AN ORIGINAL. IF NOT, THE RESPONSE WILL BE DISQUALIFIED.
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INSTRUCTIONS TO RESPONDENTSRFP #72-05/17/18 VOICE RECORDER LOGGER SYSTEM AND TRAINING
1. Unless otherwise required, submit only one (1) original and five (5) copies of each RFI/RFQ/IFB/Proposals.2. RFI/RFQ/IFB/Proposals, amendments thereto or withdrawal requests received after the time advertised for opening will be
void regardless of when they were mailed.3. Quote prices on units specified with packing included.4. Attach complete specifications for and permitted substitutions offered, or when amplification is desirable or necessary.5. If specifications or descriptive papers are submitted with RFI/RFQ/IFB/Proposals, enter respondents name thereon.6. If the article bid upon has a trade name or brand, show same in the RFI/RFQ/IFB/proposal.7. When required, furnish samples, free of expense, prior to opening of RFI/RFQ/IFB/Proposals. Label each sample with
respondents name and the item number. Should you wish samples returned, at your expense, when not destroyed in tests, make request for return within 10 days following bid/proposal opening.
8. Show delivery time required after order is received (see below).9. Address and mark bids/proposals as indicated in the notice.
CONDITIONS1. The County Agency or Institution submitting this notice reserves the right to reject any and all RFI/RFQ/IFB/Proposals, and
to waive all technicalities.2. Unit prices will govern over extended prices, unless otherwise stated in notice.3. Time in connection with discount offered will be computed from date of delivery of commodities to carrier, when inspecting
and acceptance is at point of origin; or date of delivery at destination; or if laboratory inspection is made part of bid, from date of laboratory report.
4. In case of default of contractor, Greenville County reserves the right to purchase any or all items in default on open market, charging contractor with any excessive costs.
5. All materials and products offered must be guaranteed to meet the requirements of the specifications indicated, given, or referred to.
6. Prices bid must be based upon payment in thirty (30) days. Discounts for payment in less than thirty (30) days will not be considered in making award.
7. The right is reserved, in case of tie bids, to make award considered to be most advantageous to Greenville County.8. The right is reserved to reject any RFI/RFQ/IFB/Proposal in which the delivery time indicated is considered sufficient to
delay the operation for which the commodity is intended.9. Unless otherwise indicated by County Agency or Institution submitting this notice, prices must be firm.
RFI/RFQ/IFB/PROPOSAL
(DATE) __________________________
In compliance with invitation, and subject to all conditions, thereof, the undersigned offers and agrees, if this RFI/RFQ/IFB/Proposal is accepted within ______days from date of opening, furnish any or all items quoted on at prices as set forth after the item and unless otherwise specified, within days after receipt of order, delivered, all transportation costs included, Discount will be allowed as follows: 30 calendar days %.
FIRM NAME ADDRESS _______________________________________
BY_______________________________________________________ _____________________________________________________ __________________________________________________________________________________________________
(RFI/RFQ/IFB/PROPOSAL MUST BE SIGNED IN WRITING) PRINT _________________________________________ EMAIL ADDRESS ____________________________________
TITLE_____________________________________________________ PHONE____________________________________________________ FAX___________________________________________________
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VOICE RECORDER LOGGER SYSTEM AND TRAINING
RFP #72-05/17/18
SCHEDULE
May 7, 2018 A Pre-Proposal Meeting will be held at 10:00 A.M., E.D.T in the Procurement Services Division located at 301 University Ridge, Suite 100, Greenville, South Carolina 29601.
May 10, 2018 All questions must be submitted in writing to Nadine Chasteen, CPPO, CPPB, Director Procurement Services Division, 301 University Ridge, Suite 100, Greenville, SC 29601, by Fax (864)467-7304, or by email [email protected], by 5:00 P.M., EST
May 17, 2018 Proposals must be delivered to the Procurement Services Division, 301 University Ridge, Suite 100, Greenville, SC 29601 no later than 3:30 P.M. EST
May 17 – May 24, 2018 Review of Proposals
May 24, 2018 Tentative Date of Award
May 24 – June 7, 2018 Contract Negotiations
June 7, 2018 Issue Notice to Proceed
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REQUEST FOR PROPOSALSVOICE RECORDER LOGGER
SYSTEM AND TRAININGRFP# 72-05/17/18
I. Introduction
Greenville County intends to procure a digital multimedia logging recorder system with optional add-ons (e.g., Quality Assurance [QA], Computer Aided Dispatch [CAD] integration, Analytics, and Shared Services) for the E-9-1-1 office. The system shall include the ability to capture and archive telephone, multimedia and radio communications by agencies whose primary function involve life-and-death scenarios. The County understands that this is a complex undertaking and seeks Respondents that are capable of providing a cost-effective and scalable system.
The County desires to procure and install a system that addresses the immediate needs for up to nine (9) of the County’s existing Public Safety Answering Points (PSAPs) and also provides inherent flexibility for future expansion and relocation to a new co-located PSAP facility, should one be constructed. Respondents shall provide necessary services for installation of the new equipment and removal of decommissioned logging recorder equipment at PSAPs.
The County’s PSAPs are connected via a WAN utilizing AT&T ASE data circuits. The County utilizes a geo-diverse Vesta hosted 9-1-1 solution, with one host located at the Law Enforcement Center and another located at County Square; there are 40 CAMA ANI circuits and 4 ALI circuits in use by the County’s 9 PSAPs.
II. Scope Of Work
The digital multimedia logging recorder system shall include at a minimum the features listed in this section. Respondents shall identify whether the proposed system complies with each requirement and explain the compliance in a narrative. In order to demonstrate total system knowledge and an understanding of requirements, respondents shall submit a proposal package that shall include a paragraph-by-paragraph response for all sections. The responses are limited to: understand and compliance, clarification, or exception; elaboration is encouraged, if needed.
Respondents are required to have been in the logger business at least two (2) years and must provide five (5) references from clients whose systems were installed within the past five (5) years, preferably from those with multiple PSAPs and a customer as populous as Greenville County.
The system shall be of open architecture; all hardware parts, assemblies, and components contained in the recorder must be non-proprietary, available commercially off the shelf (COTS) from major manufacturers. (Provide a list of all recorder components.)
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The system shall employ a fully-redundant hard disk drive (HDD) using a Redundant Array of Independent Disks (RAID) or equivalent capability.
Respondents shall describe in detail how redundancy is achieved, including the level of RAID proposed (or other method).
The system shall contain “hot-swappable” hard disk drives with at least one spare hot-swappable drive included.
System Design and Architecture
The County is moving to a P25 radio network supplied by Motorola. The proposed logging system shall support multiple channels/talk groups, capable of logging a combination of analog and digital communications, multimedia data (i.e., text, pictures, video), TTY Baudot, American Standard Code for Information Interchange (ASCII), data associated with Radio over Internet Protocol (RoIP) and i3 formats (when standardized by NENA). For the purpose of this RFP, the term “channel” shall include individual communications sessions for IP recording.
The system shall support conventional APCO Project 25 (P25) radio systems. Greenville County will be implementing Motorola Archiving Interface Server(s) (AIS). AIS will likely be installed in Geographically Redundant Configuration.
While the desire is for logging to be contained within a single chassis, the County also wishes to ensure recordings are not lost at the existing center(s) or a new center, if such a transition should ever occur. The respondent shall describe how they will ensure the integrity of logging at multiple locations, while meeting the desire of a single chassis solution.
The system shall be capable of simultaneous recording on multiple channels and shall monitor/playback on an unlimited number of remote workstations without loss of data or deterioration to the rest of the system processes.
The system shall utilize a non-proprietary, Open Database Connectivity (ODBC)-compliant database for centralized management of all recorded communications.
The system shall protect original loggings and recordings and provide verifiable digital watermarking.
The system shall support Network Time Protocol (NTP) and keep track of time and date, even when there is no recording taking place. The County synchronizes to a “Netclock”; the proposed system should have the ability to synchronize with it. The proposed system shall provide automatic compensation for daylight saving time.
The system shall be able to run on a variety of mission-critical enterprise servers, configurable with multiple degrees of redundancy, up to a completely redundant configuration with no single point of failure. The County has a VMWare environment and desires the proposed system to be virtualized, if possible.
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The system shall support on-line monitoring locally via maintenance and administration terminals, as well as a Web-based interface.
The system shall meet an uptime of 99.999 percent or better. Respondents must describe any scheduled maintenance or upgrades that would require the proposed system to be taken out of service. Respondents must describe how service packs, security patches, and other software updates are applied to prevent downtime.
The system shall be configured into a fully redundant design and be certified to Part 15, Subpart “J” and, as applicable, Part 68 of the Federal Communications Commission (FCC) rules for Class “A” computing devices. The proposed system shall be able to operate in ambient temperatures ranging between 40° F and 95° F, with relative humidity ranging from 10 percent to 95 percent.
The system shall have all termination points, jacks, patch panels, and cables labeled. Labeling schemes shall be approved by County staff prior to installation.
The system will be powered through a County-provided uninterruptible power supply (UPS). Respondents shall provide detailed estimates of the kilovolt-ampere (kVA) load.
The system shall support recording and playback of interim Short Message Service (SMS) text-to-9-1-1 as described in J-STD-110, Joint ATIS/TIA Native SMS to 9-1-1 Requirements and Architecture Specification.
The system shall provide complete integration with the automatic number identification/automatic location information (ANI/ALI) controller that provides service to the County and be capable of recording the ANI/ALI associated with the 9-1-1 call.
The system shall support screen capture.
Installation, Warranty and Repair
The system shall include a maintenance program that incorporates software updates and upgrades at no additional charge, with pricing shown for annual payments for five (5) years after the warranty period expiration.
The system’s equipment shall be warranted for a period of one (1) year from the date of acceptance for operation (substantial completion) by the County or County’s Representatives. The equipment shall be warranted to be free from defects in workmanship, design, and materials. If any equipment should fail during the warranty period, it shall be replaced and the proposed system restored to service at no expense to the County.
The successful Respondent shall deliver to the County or County’s Representatives, prior to final acceptance for operation of any item of equipment, the manufacturer's written warranty as outlined above. The manufacturer's warranty period shall run concurrently with the County’s warranty. The successful Respondent shall be responsible for obtaining equipment warranties from each of the respective suppliers or manufacturers for the equipment specified. Manufacturer equipment warranties shall be transferred to the County.
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The manufacturer of the proposed logging recorder system shall support the system, and maintain complete stock of all repair components for the system, for a period of not less than six (6) years after initial delivery. These parts shall be available for same-day shipment, on an expedited basis, 24 hours a day, 365 days a year, including weekends and holidays. The successful Respondent shall provide a letter from the manufacturer in writing that details this requirement and condition as part of the award of the contract.
Respondents shall describe their remote support and on-site support plan including cost of each. It is expected that support will be provided 24 hours per day, 7 days per week. Pricing options shall be provided for on-site support with response time maximums of 2 and 4 hours.
Display
The successful Respondent shall provide the County with an Acceptance Test Plan that aligns with and meets all agreed upon system specifications.
The proposed system shall provide graphical representation (heat maps or similar format) of user-selected recordings in blocks, for rapid insight into call volumes and types of calls being handled by various personnel. Heat maps shall be customizable and interactive to allow for filtering and drilling into layers of data.
Web-based Interface
The system shall provide a secure Web-based interface to allow for access to user functions such as search and playback of calls, quality evaluations, and system administration functions.
The system’s Web-based interface shall enable each authorized user to customize and personalize their own homepage with reports, shortcuts and personalized “to-do” lists to quickly access information that meets their specific needs. For improved efficiency and convenience, personalization also can be done centrally and then “pushed out” to other employees.
The system shall offer remote Web access to authorized users via a secure virtual private network (VPN) connection. The proposed system shall log all user activities within the system into an audit log that is searchable and presentable in a report.
The system shall allow users to select specific reports (and their format) to be automatically presented on the homepage upon login.
Storage and Archiving
The system shall provide storage sufficient to retain all recording for three (3) years plus 25 % growth. Respondent shall describe the:
• Maximum number of 9-1-1 lines, 10-digit phone lines, and radio channels the unit can support
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• Methods by which recordings and data can be exported, including accepted file formats
• Maximum number of simultaneous recorders supported
• The codecs used to compress audio prior to storage and the associated bit rate
• Multimedia formats that are available and the impact each would have on recording capability, including how many hours of H.264 video the proposed system can store
• Data recall functionality and how data is presented and correlated to individual communications sessions
The system shall allow for playback off the current recording media without interruption of the recording process, regardless of the system's mode of operation.
The system shall allow for automated storage of different types of recordings for different periods of time, based on a pre-defined set of call attributes or other user- defined parameters.
Reporting
The system shall provide a standard reporting package at no extra charge with built-in, predefined and customizable reports, including summaries per channel, per archive media, and system configuration summaries.
The system shall allow the administrator to schedule reports for automated runs and delivery by email to selected users.
The system shall be able to recommend which reports are suitable for scheduled runs during off-peak hours based on the size of these reports, in order to conserve system resources.
The system shall be able to present a report that shows all scheduled report runs and their status.
The system shall provide an interface for custom, ad-hoc reporting, both tabular and graphical, with links directly to playback of recordings.
The standard reporting package must include real-time notifications of abnormal call statistics or events (i.e., events that occur beyond a user-defined threshold).
The system shall provide a graphical report that displays and organizes flagged recordings according to their type, as determined by the color and shape of a flag. The types and selection of graphical flags must be customizable.
The system shall be capable of archiving independently—on standard, non- proprietary Local Area Network (LAN) attached storage devices—for instant access and transfer onto removable media (such as DVD) for long-term storage.
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This graphical report must provide immediate access to recordings for playback right from the report, simply by clicking on any recording that is presented in the report.
The system’s performance shall not be affected or interrupted when performing queries or running reports.
Search and Playback
The system shall be capable of continuous logging and recording on all channels during replay. The replay function must not affect the recording performance.
The system shall allow users to display the search-and-playback interface right after login, with no additional system navigation required.
The system shall require a secure login to access logging data and playback recordings.
The system shall allow search and playback from an unlimited number of remote workstations.
Each workstation shall playback events with running elapsed time and recorded time indicators, and display information via a user-friendly graphical timeline view.
It must be possible to easily select single or multiple calls for playback in a media player window.
The system shall provide a geographical map view of all selected recordings, based on their location information.
The system shall have the capability to select only a section of a call (or call group) for repeated loop playback, via simple drag-and-drop interface.
The system shall allow the user to selectively mute individual recordings during multi-call / multi-channel playback of overlapping recordings.
The system shall depict the incident events graphically along the media player's timeline, for one or more recordings played back in a group.
The system’s interface shall allow for the presentation and playback of multi- call incidents:
• In real-time, as they occurred, where some call recordings may overlap with others along the timeline and;
• In sequence, where the multiple calls are played back in a chain without overlapping and without playing silence between calls.
The system shall allow each user to define custom searches, label them with custom names and save them for future use associated with that user's login and password data; this capability automatically shall be available to the user upon login.
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The system shall allow saved searches to use a combination of fixed and variable parameters, where the system prompts for the variable(s) when such a custom search is run.
The system shall allow each user to select a custom set of filters that are displayed with search results. These filters must be selectable from any data captured with recordings individually or in any combination (Boolean), and must support wild cards. Examples of logged event criteria include but are not limited to: Time, Date, Duration of Recorded Message, Channel ID, Position or Alias, Condition Code (Incoming or Outgoing), Dialed Number,Calling Number, Annotation (Comments added during call), Caller ID, Automatic Number Identification (ANI) / Automatic Location Identification (ALI) Data , Telecommunicator ID, etc.
The system shall allow the user to combine any number of search criteria elements into one search function, in order to provide a complex system-wide searching capability.
The system shall include fast streaming media technology for high-speed access to recordings and playback within the media player.
The system shall have an interface for importing and saving photos, videos and documents for correlation at various time points within specific recordings as additional types of evidence. The system must automatically track the date, time and user ID associated with each import.
The system shall allow for activation of spoken time announcements, to be associated and exportable with specific recordings.
The system shall allow authorized users to create and send email messages, with the desired recording either attached or provided as a link (authentication into the system must be required for starting playback).
The system shall allow the user to password protect a recording when it is exported as a file.
The system shall offer two options for emailing recordings as files.
• A combination of recorded call or multi-call interaction, along with a self-contained media player for both playback convenience and protection of the recordings from tampering
• Export of actual .wav files representing unaltered/uncompressed recordings
The system shall permit the tagging of calls or groups of calls, even while the call is still in progress, from remote workstations with color flags, custom icons and alphanumeric information of unlimited length.
Tagging of calls in progress must allow for marking recordings in progress for retention or deletion by authorized users, such as non-emergency call processing personnel in admin offices.
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The system shall allow the user to easily group and associate related recordings, as needed, either manually or via an automated process where recordings are organized into groups by a common parameter.
The system shall allow the user to search via a query or series of queries (user- selected filters) to the central call database through a simple and secure browser-based interface, and allow for prompt retrieval of all calls that fit the specified criteria.
The system shall have no requirement for downloading any proprietary application onto any employee's workstations in order for these users to have access to the recordings for playback, reporting, and other user functions of a recording system.
Instant Recall and Live Monitoring
The system shall include an instant recall system, available within the browser- based interface, which will allow for custom configuration of the amount of recent recordings available for playback. The system shall allow the user to start live monitoring of any call in progress directly from the graphical map of current channel or call taker/dispatcher activity.
It is desirable that the proposed system allows the user to access live monitoring via tablet pc.
The system shall allow live monitoring of screen activity. It must be possible to configure the system to allow each tele-communicator to access only their own recordings or only the recordings associated with a specific workstation or position. Approved supervisors shall have instant access to all recordings.
The instant recall interface must include quick filters and sort options for any data presented with recordings.
The system shall include access to live monitoring on the same screen (such as in a split-screen interface) for fast, convenient access to current and most recent calls.
The system, regardless of whether it is a live monitor and/or instant recall interface, shall be able to show a graphical map of current activity on all channels.
The interface must be able to show current channel activity in real-time by channel name, as well as by call taker or dispatcher being recorded.
Scenario Recreation
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The system shall offer the ability to select and display an unlimited number of call recordings from an unlimited number of channels, for any applicable time period, associated with a single incident or event scenario. It shall be possible to have the recordings automatically grouped when tagged with the same incident number via CAD integration (assumes CAD interface).Authorized users shall be able to filter the recording system’s central database, based on the channels/audio points they know to be involved in the incident as well as the timeframe of the incident and other data.
It shall be possible to select and display events on all channels that are thought to be a part of the relative incident, including channels that had no activity. It shall be possible to refine search results by clicking on graphical visualizations of recordings (i.e., heat maps).
Once all channels, extensions, or Call Taker IDs are selected, the system shall display all activity in a graphical and tabular format.
The system shall include a graphical interface, which shall provide for visual identification of:
• Channel recording activityEvent activity as applicable, e.g., the point of time of police dispatch;
• Any added elements of evidence related to the scenario, such as photos, videos, notations and documents.
It shall be possible to review screen activity/screen capture of associated positions if those positions were configured for screen recording.
Integrated Redaction of Recordings
The system should come with an embedded interface for redaction of audio or video recordings, including the ability to add silence over specific portions of the audio or video files so that the duration of recorded calls is not affected and remains true to the original recording. The system must include the ability to indicate why a recording is being redacted.
The system shall protect the integrity and authenticity of original recordings. Redacted files must be saved as copies of originals.
The redacted copy of the audio or video files (recordings) shall be saved within the application and be exportable for playback.
System Security, Diagnostics and Media Management.
The system shall provide multiple levels of security, including access to user-defined groups of call recordings or channels.
The system shall allow a user with access rights to select any channel for real-time monitoring.
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The system shall be capable of limiting access to HDD storage media to designated senior System Administrator(s) only.
The system shall allow the designated System Administrator(s) to restrict call- exporting capabilities, including the ability to email or otherwise export calls, on a per- user basis.
Respondents shall describe how the proposed system integrates with existing credentialing and access controls (i.e., does it use Lightweight Directory Access Protocol (LDAP) and follow central user security settings from Active Directory?).
Respondents shall describe the system’s capability to encrypt the central database and individual recordings, including storage and cost requirements for each.
The system shall protect the integrity of all recordings and provide for the confirmation of their authenticity via digital watermarking.
The system’s media management function shall be capable of automatically assigning a unique, sequential ID to each recorded interaction.
The system shall support archiving onto dual removable media, in order to extend unattended archiving.
The system shall include a selectable alarm with conditions related to recording into removable media (e.g., DVD). These conditions must include the following:
• media nearly full (it must be possible to preset a desired percentage of space full for this alarm to occur)
• full• media write error• no media.
The system shall have user alarms that are configurable by the software.
The system must be capable of generating multiple alarms—including visual, audible, smart phone, Simple Network Management Protocol (SNMP) and email—to assigned personnel. It must be possible to route alarms pertaining to different alarm conditions to different recipients.
The system shall include built-in diagnostic software that automatically will monitor the status of the equipment and initiate audible, visual, and network-based alarms in the event of any failure or disruption of the operation, recording, or archiving processes.
The system shall provide an audit log that tracks and presents information about alerts, errors and activity of all users within the system. This information must be presentable in a user-configurable report.
The system shall be capable of flagging data to prevent automatic deletion when it is due to expire.
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The system shall restrict remote access to authorized personnel as allowed by the County’s administrator function.
The system shall allow the user to select a single recording, or a group of recordings, and run an audit to identify playback or export activity by any users who accessed them.
The system shall provide a channel inactivity alert, which will notify the user if a channel is inactive (not reporting audio) for a user-defined period of time.
User Training
Respondents shall include end user training in their proposal and should include consideration for up to 9 PSAPs as well as systems administration by County personnel.
Each class will be conducted onsite at a date and time approved by the County.
All training material and course presentations must be approved by the County prior to the actual training of County personnel.
The successful Respondent shall provide hard and soft copies of logging recorder end user training documentation and copies of administrative training documentation in electronic format, such as Microsoft Word (.doc/.docx) or Adobe Acrobat (.pdf), in addition to a hard copy for each participant.
Each workstation must have access to a feature guide that explains the commonly used features, in addition to the quantity of full documentation packages.
Respondents shall list any type of online training available and any cost associated with this training.
Computer Aided Dispatch (CAD) Interface
Respondents shall describe their capability to interface specifically to TriTech CAD as well as what CAD systems they have successfully interfaced with in the past five (5) years.
The system shall allow for association of recorded media with incident numbers, automatically identified from a CAD system display.
The system shall provide the ability to record screen activity from each position including screens associated with the CAD system. Respondent shall describe any limitations to recording screen activity.
The system shall associate CAD incident data with appropriate recordings that can be subsequently searched, organized and reported on, based on these attributes.
Vendor shall make no Changes to this Solicitation.
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Optional – Speech and Data Analytics
Respondents shall describe their capability to provide a speech-and-data analytics module that is accessible via Web browser to authorized users. The module should include:
• User-configurable reporting• Concept searches to allow for higher accuracy of results than standard systems with
keyword-based searches• Automated categorization based on types of calls, as recognized via speech/data
analytics• Tagging of calls with data from speech analytics, to be used in subsequent searches
and for quality evaluation
Optional – Quality Assurance/Evaluation Module
Respondents shall describe their capability to provide a quality assurance module, including how authorized third-party remote users can access the module to perform quality assurance checks.
The system shall support objective and impartial form-based scoring.
The system shall provide for flexibility to create, customize and edit evaluation forms that encompass all facets of media recording, including evaluation of screen recordings without vendor involvement.
The system shall be able to automatically and objectively select a predefined number of recordings for evaluation per the following criteria:
• Employee• Employee role• Position ID• E-9-1-1 Class of ServiceIncident type or priority (assumes optional CAD interface) • Shift • Other user-defined characteristics
The system evaluation process and interface shall include intuitive GUI buttons, menus, and other convenient scoring tools, including the ability to add comments as needed.
The systems evaluation forms shall maintain links to the pertinent recordings, for easy access, training, or export into a stand-alone file.
The system shall be able to either email an evaluation, along with the pertinent recording for external agency review, or provide a link that requires the recipient to authenticate into the system to gain access to playback.
The system shall allow multiple authorized users to add comments to an evaluation, where the system tracks all comments by users and dates/times.
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Optional – Shared System Capabilities
Respondents shall address how the proposed system supports multiple agencies sharing a single logger.
Respondents shall address how individual agency policies, including security policies are managed (i.e. assuring the agency that owns the data controls access to it).
Respondents shall address how access to configuration data for a specific agency is controlled and provide suggestions for provisioning and management of agency-specific data.
Respondents shall address how the “audit trail” of data access is kept specific to/manageable by the agency who owns the data
Respondents shall address how agency specific retention policies are established/maintained, including the ability to prevent automatic deletion of data when it expires.
Respondents shall address how to prevent direct access to physical storage and limit this access to an authorized overall system administrator.
Respondents shall provide an estimated cost (in today’s dollars) for any hardware/software changes required to accommodate the transition to a shared system environment.
Future Next Generation 9-1-1 (NG9-1-1) Requirements
The County desires the equivalent of “trunk-side recording”, especially for all 9-1-1 calls. Media recording should begin at the earliest point possible, which can be before the call has been answered if early media is available; recording media both at or near ESInet ingress and within a PSAP is desirable. Respondents should describe their approach to early media.
Respondents shall describe how the proposed system will transition to or meet NG9-1-1 initiatives as defined by the National Emergency Number Association (NENA) 010.2-2016, “Detailed Functional and Interface Standards for the NENA i3 Solution” (with update to future versions upon release).
Respondents shall advise whether they actively participated in all phases of the NENA Industry Collaboration Event (ICE) 8 for NG9-1-1 logging and recording. Respondents shall advise how the proposed system will support logging and querying of all “LogEvents,” as defined in the current version of NENA i3, and note any exceptions.
Respondents shall address how the proposed system will transition to or record a call that originates via SIP INVITE.
Respondents shall identify the number of simultaneous IP sessions a single server can record.
Respondents shall address any future codecs that it plans to use in order to compress audio/video prior to storage, as well as the associated bit rate. The number of hours of G.711 audio the proposed system can store also shall be specified.
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Respondents shall provide an estimated cost (in today’s dollars) for any hardware/software changes required to accommodate the transition to full i3 capabilities.
Warranty and Guarantee: Respondents shall submit with their proposal response a complete description of any and all warranties offered as part of the resulting contract. At a minimum, Respondents agree to the following:
• Contractor warrants and guarantees to County that all work will be in accordance with the Contract Documents and will not be defective
• All materials provided by Contractor shall be new material of high quality which shall give long life and reliable operation. The workmanship shall be of high quality in every detail
• Prompt notice of all defects shall be given to Contractor
All defective work, whether or not in place, may be rejected, corrected, or accepted as follows:
Correction or Removal of Defective Work -If required by County Representative, Contractor shall promptly, as directed, either correct all defective Work, whether or not fabricated, installed or completed, or if the Work has been rejected by County Representative, remove it from the site and replace it with non-defective Work. Contractor shall bear all direct, indirect, and consequential costs of such correction or removal (including but not limited to fees and charges of engineers, architects, attorneys, and other professionals made necessary thereby).
One Year Correction Period who does walkthrough and signs off on it.
If within one year after the date of Substantial Completion or such longer period of time as may be prescribed by Laws or Regulations or by the terms of any applicable special guarantee required by the Contract Documents or by any specific provision of the Contract Documents, any Work is found to be defective, Contractor shall promptly, without cost to County and in accordance with County’s written instructions, either correct such defective Work, or if it has been rejected by County, remove it from the site and replace it with non-defective Work.
If Contractor does not promptly comply with the terms of such instructions, or in an emergency where delay would cause serious risk of loss or damage, County may have the defective Work removed and replaced and all direct, indirect, and consequential costs of removal and replacement (including but not limited to fees and charges of engineers, architects, attorneys, and other professionals) will be paid by the Contractor. In special circumstances where a particular item of equipment is placed in continuous service before Substantial Completion of all the Work, the correction period for that item may start to run from an earlier date if so provided in the Specifications or by Written Amendment.
Manuals: The Contractor must supply the user documentation/operating manuals necessary to operate the equipment/software provided; this documentation will be in both hardcopy and softcopy.
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Delivery and Installation: Firm delivery and installation schedules are essential in the performance of the contract to be awarded hereunder. Respondents shall set forth in their proposal the number of days in which delivery and installation will be fully complete in strict accordance with the specifications on the Response/Pricing Page. A timely delivery schedule with an installation and training schedule shall be stated on the Response Page.
Delivery Terms: FOB Destination with Inside Delivery to designated room. All deliveries shall be made FOB Destination with freight charges included and prepaid. The seller pays and bears the freight charges.
It is to be understood that the County will be in operation during the implementation. Contractor(s) are to provide a “sequencing plan” to insure that no disruption of existing service occurs. No cutover of new service will be allowed without prior consent of the County Representative.
Project Record Drawings – At end of project, Contractor shall supply to County Representative, Project Record Drawings that may include drawings and diagrams of equipment locations, project manual, product data, comprehensive Maintenance and Operating Manual, software CDs and equipment warranties as required by the County Representative
As part of RFP response, please detail what is included as part of the system installation.
As part of your RFP response, please detail what is included as part of the system test, adjustments, setup and reports.
III. Pricing
The proposal should contain all pricing information relative to performing the duties as described in this Request for Proposals.
IV. Submission Procedures, Requirements
A. Submittals
All submissions must be received by 3:30 P.M., E.S.T., THURSDAY, MAY 17, 2018 and delivered to Greenville County Procurement Services Division, 301 University Ridge, Suite 100, Greenville, South Carolina 29601. If the submission is late the proposal will be rejected. There will be no exceptions. Responders submitting proposals shall be responsible for all cost of preparing such proposals.
Responders to this Request for Proposals shall closely examine the specific requirements noted herein and the attached Terms and Conditions and submit one (1) scan-ready original and five (5) bound copies of their proposal to the address listed below. To ensure acceptance of the proposal, the Request for Proposals number (RFP#72-05/17/18) should be clearly shown on the lower left corner of the return envelope. Facsimile transmittals or offers communicated by telephone will not be accepted or considered.
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County of GreenvilleDepartment of General ServicesProcurement Services Division Attn: Procurement Director
301 University Ridge, Suite 100Greenville, South Carolina 29601-3665
RFP# 72-05/17/18B. License and Permits
The contractor shall obtain all applicable licenses, and promptly pay all taxes required by the State of South Carolina, and/or Greenville County.
V. Statement of Qualifications
Vendors shall provide the following with their response:
1. Overview of company background.2. Statement by the Consultant of his/her understanding of the services desired.3. Staffing or organizational chart showing staff that will be used for this project.4. Corporate/individual qualifications and experiences, including a copy of licenses and
certifications for each pharmacist.5. Current resume(s) for individuals(s) assigned to this project.6. List of at least three (3) references including names, addresses, and telephone numbers.
Vendor should include any South Carolina governmental entity reference.
VI. Inquiries and Addenda
A. Questions
All questions concerning this RFP are to be submitted in writing via fax, electronic mail, or regular mail to Nadine Chasteen, CPPO, CPPB, Director Procurement Services Division, to the address listed below, no later than 5:00 P.M., E.S.T., MAY 10, 2018. Please refer all questions in writing about this Request for Proposals and project to:
County of GreenvilleNadine Chasteen, CPPO, CPPB
DirectorProcurement Services Division
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301 University Ridge, Suite 100Greenville, South Carolina 29601-3665
Phone: (864) 467-7449 Fax:( 864) 467-7304
E-mail: [email protected]
All inquiries and responses will be distributed to all vendors known to have received the RFP document. The County will not be responsible for or bound by any oral instructions made by any employee(s) of the County in regard to this RFP.
B. Addenda
This RFP represents the most definite statement Greenville County will make concerning information upon which proposals are to be based. Any changes to this RFP will be in the form of a written addendum, which will be furnished to all vendors who are listed with the County as having received an RFP document. No addenda will be issued later than five (5) working days prior to the date for receipt for proposals except an addendum which, if necessary, postpones the date for receipt of proposals or cancels this RFP. Venders shall acknowledge receipt of all addenda with their Proposal.
VII. General Information
A. Proprietary Information
The County of Greenville is a public body and governed by the South Carolina Freedom of Information Act. Documents submitted to the County relating to this Request for Proposals are subject to requirements of the Freedom of Information Act and may be deemed public records.
B. Errors and Omissions
The Responder will not be allowed to take advantage of any errors or omissions in the Request for Proposals. Where errors or omissions appear in the RFP, the Responder shall promptly notify the County of Greenville in writing of such error or omission it discovers. Any significant error, omission and/or inconsistency in the specifications are to be reported as soon as possible but no later than five (5) days before such time the response is to be submitted.
C. Withdrawal of Proposal
An official representative of a Responder may withdraw a Responder’s response at any time prior to the proposal submission deadline. Acceptable proof establishing that he/she is the representative of the Responder must be provided.
D. Non-Endorsement
If the County awards contract, the successful Responder shall not issue any news release or other statement relating to the award or servicing of the agreement which
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state or imply the County of Greenville’s endorsement of the successful Responder’s services.
VIII. Insurance
The contractor shall not commence work under the associated contract until it has obtained all insurance required, and the County has approved such insurance in writing, nor shall the contractor allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been obtained. All insurance policies shall be maintained for the life of the contract.
A. THE COUNTY SHALL BE NAMED AS “ADDITIONAL INSURED” FOR ITS INTEREST on all policies of insurance except Worker’s Compensation, Automobile Liability, and Professional Errors and Omissions, as regards ongoing operations, products and completed operations, and this shall be noted on the face of the Certificate of Insurance. As a part of the certificate of insurance requirement the contractor shall also include acknowledgement and acceptance of the wavier of subrogation provision granted to the County of Greenville. This acknowledgement and acceptance should be included in the same section of the Certificate of Insurance that evidences the “Additional Insured” provision.
B. Certificates for all such policies of insurance shall be provided by the Contractor's insurance agent or broker to the County within 10 working days from the date of Notice of Award.
C. All Certificates of Insurance submitted shall provide on the face of the certificate reference to County's RFP# 72-05/17/18.
D. Contractor will provide County a minimum of 30 days advance notice in the event the insurance policies (or an insurance policy) are canceled. Subcontractors approved to perform work on this project are subject to all of the requirements in this Section.
E. Contractor agrees to maintain and keep in force during the life of this Agreement, with a company or companies authorized to do business in South Carolina, the following insurance policies:
Comprehensive General Liability:$1,000,000 per occurrence - combined single limit / $2,000,000 general aggregate, to include products and completed operations.
Automobile Liability:$1,000,000 per occurrence - combined single limit (Coverage shall include bodily injury and property damage and cover all vehicles including owned, non-owned and hired)
Statutory Worker's Compensation:Coverage A - State of SCCoverage B - Employers liability
$1,000,000 Each Accident
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$1,000,000 Disease, Per Employee$1,000,000 Disease, Policy Limit
Policy shall contain a waiver of subrogation against the County of Greenville, its departments, agencies, boards, employees, and commissions for losses from work performed by or on behalf of the contractor.
No deviation from this coverage’s will be accepted unless, in the County’s sole discretion, it is more advantageous to the County, i.e., $1,000,000 - a $2,000,000 or $5,000,000 limit would be acceptable.
IX. Evaluation Criteria
The proposals will be evaluated on the following utilizing the score sheet included (page 31) in this RFP. Greenville County reserves the right to interview responders to this RFP at its discretion. Greenville County will not be responsible for any costs associated with interviews of responders.
Responsiveness to this RFP
Ability to meet specifications
Available options
Previous experience with similar size and scope of project
Cost
References
X. Illegal Immigration Reform Act Compliance
By submitting an offer, Contractor certifies that it will comply with the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of Laws (originally enacted as Section 3 of The South Carolina Illegal Immigration Reform Act , 2008 S.C. Act No. 280) and agrees to provide upon request any documentation required to establish either: (a) the applicability of Title 8, Chapter 14 to Contractor and any subcontractors or sub-subcontractors; or (b) the compliance with Title 8, Chapter 14 by Contractor and any subcontractor or sub-subcontractor. Pursuant to Section 8-14-60, “A person who knowingly makes or files any false, fictitious, or fraudulent document, statement, or report pursuant to this chapter is guilty of a felony, and upon conviction, must be fined within the discretion of the court or imprisoned for not more than five years, or both.” Contractor agrees to include in any contracts with its subcontractors language requiring the subcontractors to (a) comply with the applicable requirements of Title 8, Chapter 14, and (b) include in any contracts with the sub-subcontractors language requiring the sub- subcontractor to comply with the applicable requirements of Title 8, Chapter 14. In the event any contractor, subcontractor and/or sub-subcontractor is found not to be in compliance with the SC Immigration Reform Act [hereinafter "The Act"], the contractor agrees to fully indemnify the County for any loss suffered by the County as a result of such contractor, subcontractor or sub-subcontractor's failure to comply with the Act.
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Sample ContractA sample Contract is attached for review.
COUNTY OF GREENVILLEVOICE RECORDER LOGGER
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SYSTEM AND TRAININGRFP# 72-05/17/18
INSTRUCTIONS/TERMS AND CONDITIONS:
1. Proposal Opening and Award : Proposals shall be publicly opened and only the names of the offerors disclosed at the proposal opening. However, no decision will be made until Procurement Services and the user Division have had ample time to review each proposal. However, award will be made at the earliest possible date. The County reserves the right to award in whole or in part, by item, group of items, geographic area or by section where such action serves the County’s best interest. The contract will be awarded to the proposal that meets the requirements and criteria set forth in the request for proposal. No proposal may be withdrawn for a period of sixty (60) days after proposal opening date. Proposals, whether mailed or hand delivered, must be received and time/date stamped in the Procurement Services Office by the closing time and date indicated on the proposal. Proposals received after the closing time/date will not be accepted. By submission of a proposal, you are guaranteeing that all goods and services meet the requirement of the solicitation during the contract period.
2. Rights Reserved by Greenville County : Greenville County reserves the right to reject any and all proposals, any portion thereof, and waive any technicalities. Accordingly, the right is reserved to make awards in the best interest of the County. Integrity, reputation, experience and past performance will be heavily weighed in proposal evaluation. This solicitation does not commit the County of Greenville to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for goods or services listed herein.
3. Responders Qualification : Responders must, upon request of the County, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The County reserves the right to make the final determination as to the responder’s ability to provide the products or services requested herein.
4. Responders Responsibility : Each responder shall be fully acquainted with the conditions relating to the scope and restrictions attending the execution of the work under the conditions of this proposal. It is expected that this will sometimes require on-site observation. The failure or omission of a bidder to be acquainted with existing conditions shall in no way relieve the bidder of any obligations with respect to this proposal or to any contract as a result of this proposal.
5. References : The County requires responders to list at least three (3) references, names, addresses and telephone numbers of contact persons for companies with whom the bidder has performed or provided similar work, service or product.
6. Waiver : The County reserves the right to waive any Instructions to Responders, General or Special Terms and Conditions, specifications, or technicalities when it is deemed to be in the best interest of the County to do so.
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7. Rejection : Greenville County reserves the right to reject any proposal that contains prices for individual items or services that are inconsistent or unrealistic when compared to pricing of like proposals; or ambiguous proposals which are uncertain as to terms, delivery, quantity, or compliance with specifications may be rejected or otherwise disregarded if such action is in the best interest of the County.
8. Proposal form : The responder shall sign his proposal correctly or the proposal may be rejected. If the proposal shows any omissions, alteration of form, unauthorized additions, a conditional proposal or any irregularities of any kind, the proposal may be rejected. Proposals will be accepted on bound 8-1/2” x11” paper.
9. Questions : Questions shall be submitted in writing to Nadine Chasteen, CPPO, CPPB, Director Procurement Services Division, 301 University Ridge, Suite 100, Greenville SC, 29601, or Fax to (864) 467-7449 or by E-Mail to [email protected] by 5:00 P.M. E.S.T., May 10, 2018.
10. Specification Changes, Additions and Deletions : All changes in specifications shall be in writing in the form of an addendum and furnished to all responders. The County of Greenville shall not be responsible for any verbal information given by any employees of the County of Greenville in regard to this proposal.
11. Number of Proposal Copies : Please submit One (1) Scan-Ready Original and Five (5) Bound Copies of your proposal.
12. Proposal Changes : Proposals, amendments thereto or withdrawal requests received after the advertised time for proposal opening, shall be void regardless of when they were mailed.
13. Proposal Price : The proposal price presented as a result of these specifications shall be for the contract period. The proposal shall be acceptable for sixty (60) days from the date of opening. All prices and notations shall be printed in ink or typewritten. Errors should be crossed out, corrections entered and initialed by the person signing the proposal. Erasures or use of typewriter correction fluids may be cause for rejection. No proposal shall be altered or amended after specified time for opening.
14. Federal, State and Local Laws : The contractor assumes full responsibility and liability for compliance with any and all local, state and federal laws and regulations applicable to the contractor and his employees including, but not limited to, compliance with the EEO guidelines, the Occupational Safety and Health Act of 1970, and minimum wage guidelines.
15. Tie Proposals : In the case of tie proposals, the County reserves the right to make the award based on the factors outlined in Section 3-202 of the Procurement Ordinance, or in what it considers to be in the best interest of the County.
16. Deduction and Holdbacks : In addition to the County’s right of termination, the County shall be entitled to full reimbursement for any costs incurred by the County by reason of the contractor’s failure to perform or to satisfactorily perform its responsibilities and duties. Such costs may include, but are not limited to, the cost of using the County’s employees or employees of any other entity to perform the obligations of the contract. The County may
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obtain any such reimbursement by deduction from payments otherwise due to the contractor or by any other proper and lawful means. All deductions from any money due the contractor are to be as liquidated damages and not as a penalty. It is the County’s intent to give the contractor a reasonable opportunity whenever practicable, to correct any such failure to perform or satisfactorily perform its responsibilities and duties. In no circumstances shall any uncorrected situation extend for more than five days. The County will make the following deductions from the contract sum in the event that the contractor fails to perform any of the required work within the required time limits in the event the County carries out the work using its forces or another contractor.
1. For use of County’s forces – actual cost involved.2. For use of another contractor – the amount charged by said contractor.
The County reserves the right to hold back and/or withhold part of complete payments for unsatisfactory work, deficiencies, etc. until said defects are satisfactorily corrected or cleared.
17. Evaluation Criteria:
The proposals will be evaluated on the following utilizing the score sheet included (page 31) in this RFP. Greenville County reserves the right to interview responders to this RFP at its discretion. Greenville County will not be responsible for any costs associated with interviews of responders.
Responsiveness to this RFP
Ability to meet specifications
Available options
Previous experience with similar size and scope of project
Cost
References
18. Quality: Unless otherwise indicated in this proposal it is understood and agreed that any items offered or shipped on this proposal shall be new and in first class condition unless otherwise indicated herein.
19. MBE/WBE Participation – Affirmative Action:
A. MBE/WBE – Vendors submitting proposals are encouraged to solicit MBE/WBE participation in fulfilling their contract. Indicate in your response any MBE/WBE areas of involvement for monitoring purposes.
B. The successful vendor will take affirmative action in complying with all Federal and State requirements concerning fair employment and treatment of all employees, without regard or discrimination by reason of race, color, religion, age, sex, national origin or physical handicap.
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20. Default: In case of default by vendor the County may procure the item or services from other sources and may recover the loss occasioned thereby from any unpaid balance due the vendor or by proceeding against the vendor’s performance bond, if any, and/or by suit against vendor.
21. Termination for Cause: This contract is subject to termination for failure to comply with the specifications, terms and conditions by the County or the contractor upon written notice by registered mail. Such termination will be effective not less than ten (10) days nor more than sixty (60) days after receipt of such notice from the County nor less than thirty (30) days nor more than sixty (60) days after receipt by the County from the contractor. Receipt of notice by one party to terminate the contract will nullify any subsequent reciprocal notice by the receiving party prior to the announced termination date. In the event of termination the County shall be responsible to pay the contractor only for work satisfactorily completed upon the effective date of termination and shall not be responsible for any other charges.
22. Termination for Convenience: Greenville County may terminate for convenience any contract resulting from this solicitation by providing sixty (60) calendar days advance written notice to the vendor.
23. Non-Appropriation: Any contract entered into by the County resulting from this invitation shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period or appropriated year.
24. Incorporation of Proposal into Contract: The terms, conditions, and specifications of this proposal and the selected firm’s response are to be incorporated, in total, into the contract.
25. S.C. Law Clause: Upon award of contract under this proposal, the person, partnership, association or corporation to whom the award is made must comply with the laws of South Carolina which require such person or entity to be authorized and/or licensed to do business with this State. Notwithstanding the fact that applicable statutes may exempt or exclude the successful bidder from requirements that it be authorized and/or licensed to do business in this State, by submission of this signed proposal, the bidder understands and agrees to be bound to the jurisdiction and process of the courts of the State of South Carolina, as to all matters and conflicts or future conflicts under the contract and the performance thereof, including any questions as to the liability for taxes, licenses, or fees levied by the State.
26. Illegal Immigration Reform Act Compliance: By submitting an offer, Contractor certifies that it will comply with the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of Laws (originally enacted as Section 3 of The South Carolina Illegal Immigration Reform Act , 2008 S.C. Act No. 280) and agrees to provide upon request any documentation required to establish either: (a) the applicability of Title 8, Chapter 14 to Contractor and any subcontractors or sub-subcontractors; or (b) the compliance with Title 8, Chapter 14 by Contractor and any subcontractor or sub-subcontractor. Pursuant to Section 8-14-60, “A person who knowingly makes or files any false, fictitious, or fraudulent document, statement, or report pursuant to this chapter is guilty of a felony, and upon conviction, must be fined within the discretion of the court or imprisoned for not more than five years, or both.”
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Contractor agrees to include in any contracts with its subcontractors language requiring the subcontractors to (a) comply with the applicable requirements of Title 8, Chapter 14, and (b) include in any contracts with the sub-subcontractors language requiring the sub- subcontractor to comply with the applicable requirements of Title 8, Chapter 14. In the event any contractor, subcontractor and/or sub-subcontractor is found not to be in compliance with the SC Immigration Reform Act [hereinafter "The Act"], the contractor agrees to fully indemnify the County for any loss suffered by the County as a result of such contractor, subcontractor or sub-subcontractor's failure to comply with the Act.
27. Assignment Clause: Successful responder will be required to give the County ninety (90) days notice in the event of a change in the ownership of this contract. The County is under no obligation to continue this contract with an assignee. No contract or its provisions may be assigned, sublet, or transferred without the written consent of the County.
28. Indemnification: The contractor agrees to indemnify and save harmless the County of Greenville and all County officers, agents and employees from any and all claims, suits, actions, legal proceedings, damages, costs, expenses & attorney fees of every name and description, arising out of or resulting from the use of any materials furnished by the contractor, or any work done in the performance of the contract arising out of a willful or negligent act or omission of the provider, its officers, agents and employees; provided that such liability is not attributable to a willful or negligent act or omission on the part of the County, its officers, agents and employees.
29. Deviations from Specifications: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and successful bidder will be held responsible therefore. Deviations must be explained in detail on separate attached sheets(s). The listing of deviations, if any, is required but will not be construed as waiving any requirements of the specifications. Deviations found in the evaluation of the proposal and not listed may be cause for rejection. Responders offering substitute or equal items must provide information sufficient enough to determine acceptability of item offered.
30. Minor Deviations: The County reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected vendor.
31. Contractor License Requirement: The contractor shall procure all permits and licenses, and pay all charges and fees necessary and incidental to the lawful conduct of his business. He shall keep himself fully informed of existing and future Federal, State, and Local Laws, ordinances and regulations which in any manner affect the fulfillment of his contract and shall comply with the same.
32. Conflict of Interest Statement: The contractor may become involved in situations where a conflict of interest could occur due to individual or organizational activities within the County. The vendor, by submitting a proposal, is in essence assuring the County that his company, and/or subcontractors, is in compliance with all federal, state, and local conflict of interest laws, statutes, and regulations.
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33. Insurance:
The contractor shall not commence work under this contract until it has obtained all insurance required, and such insurance has been approved in writing by the County, nor shall the contractor allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been obtained. All insurance policies shall be maintained for the life of the contract.
A. THE COUNTY SHALL BE NAMED AS “ADDITIONAL INSURED” FOR ITS INTEREST on all policies of insurance except Worker’s Compensation, Automobile Liability, and Professional Errors and Omissions, as regards ongoing operations, products and completed operations, and this shall be noted on the face of the Certificate of Insurance. As a part of the certificate of insurance requirement the contractor shall also include acknowledgement and acceptance of the wavier of subrogation provision granted to the County of Greenville. This acknowledgement and acceptance should be included in the same section of the Certificate of Insurance that evidences the “Additional Insured” provision.
B. Certificates for all such policies of insurance shall be provided by the Contractor's insurance agent or broker to the County within 10 working days from the date of Notice of Award.
C. All Certificates of Insurance submitted shall provide on the face of the certificate reference to County's RFP#72-05/17/18.
D. Contractor will provide County a minimum of 30 days advance notice in the event the insurance policies (or an insurance policy) are canceled. Subcontractors approved to perform work on this project are subject to all of the requirements in this Section.
E. Contractor agrees to maintain and keep in force during the life of this Agreement, with a company or companies authorized to do business in South Carolina, the following insurance policies:
Comprehensive General Liability:1,000,000 per occurrence - combined single limit / $2,000,000 general aggregate, to include products and completed operations.
Automobile Liability:$1,000,000 per occurrence - combined single limit (Coverage shall include bodily injury and property damage and cover all vehicles including owned, non-owned and hired)
Statutory Worker's Compensation:Coverage A - State of SCCoverage B - Employers liability$1,000,000 Each Accident$1,000,000 Disease, Per Employee
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$1,000,000 Disease, Policy Limit
Policy shall contain a waiver of subrogation against the County of Greenville, its departments, agencies, boards, employees, and commissions for losses from work performed by or on behalf of the contractor.
No deviation from these coverages will be accepted unless, in the County’s sole discretion, it is more advantageous to the County, i.e., $1,000,000 - a $2,000,000 or $5,000,000 limit would be acceptable.
34. Contracts: The County reserves the option to prepare and negotiate its own contract with the vendor, giving due consideration to the stipulations of the vendor’s contracts and associated legal documents. Vendors should include with their submittal a copy of any proposed standard contract.
35. Contractor Liability: The contractor assumes full responsibility for all injuries to, or death of any person and for all damage to property, including property and employees of the County and for all claims, losses or expense which may in any way arise out of the performance of the work, whether caused by negligence or otherwise; and the contractor shall indemnify and save the County harmless from all claims, losses, expense, or suits for any such injuries, death or damages to property, and from all liens, losses, expenses, claims or causes of action of any sort which may arise out of the performance of the work, and shall defend, on behalf of the County and suit brought against the County for attorney’s fees and for all other expenses incurred by the County in connection with or as a result of any such suit, claims, or loss. Under no circumstances and with no exception will Greenville County act as arbitrator between the contractor and any subcontractor. The contractor will be solely responsible for compliance with building code requirements, all dimensions, and all conditions relating to his work under this contract. Workmanship shall be first quality in every respect. All measures necessary to ensure a first class job shall be taken.
36. Sub-Contracting: The contractor shall not subcontract any portion of this contract without proper written approval from the County.
37. Non-Collusion: The contractor expressly warrants and certifies that neither the Contractor nor its employees or associates has directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in conjunction with this proposal.
38. Prohibition of Gratuities: Neither the contractor nor any person, firm or corporation employed by the contractor in the performance of the contract shall offer or give, directly or indirectly, to any employee or agent of the County, any gift, money, or anything of value, or promise any obligations, or contract for future reward or compensation at any time during the term of this contract.
39. Publicity Releases: Contractor agrees not to refer to the award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are
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endorsed or preferred by the user. The contractor shall not have the right to include the County’s name in its published list of customers without prior approval of the County. With regard to news releases, only the name of the County, type and duration of contract may be used and then only with prior approval of the County. The contractor also agrees not to publish, or cite in any form, any comments or quotes from the County Staff unless it is a direct quote from the Public Information Officer.
40. Public Record: The County of Greenville is a public body and governed by the South Carolina Freedom of Information Act. Documents submitted to the County relating to this Request for Proposals are subject to requirements of the Freedom of Information Act and may be deemed public records.
41. Precedence: In the event of conflict between the terms and conditions and the specifications, the more restrictive instruction shall take precedence unless stated otherwise in the specifications.
SCORE SHEET
RESPONSES FORVOICE RECORDER SYSTEM AND TRAINING
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RFP # 72-05/17/18
VENDOR: ______________________________________ DATE: ________________
Non
Res
pons
ive
Low
Med
ium
Low
Ave
rage
Med
ium
Hig
hH
igh
CRITERIA
Tot
al S
core
Comments0 1 2 3 4 5 Responsiveness to this RFP
0 1 2 3 4 5 Ability to meet specifications
0 1 2 3 4 5 Available options
0 1 2 3 4 5 Previous experience on projects of similar scope and size
0 1 2 3 4 5 Cost
0 1 2 3 4 5 References
Maximum Points 30 Total Score _________
Notes:
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