Kern Sheriff Video Surv RFP

COUNTY OF KERNSheriff’s Office REQUEST FOR PROPOSALDigital Video Jail Surveillance System - IRCDUE ...... July 24, 2008TIME ...... Before 11:00 a.m.(PST) i County of KernSheriff’s OfficeDigital Video Jail Surveillance SystemThe County of Kern is seeking qualified Video & Audio recording systems vendors to submit a proposal for the installation of digital video and audio recording system in the Kern County Sheriff’s jail facilities. These jail facilities are all located in the vicinity of Bakersfield, California, County of Kern.Proposers are specifically directed not to contact any County personnel, other than the Contact Person indicated below, for any purpose related to this RFP. Unauthorized contact of any County personnel may be cause for rejection of a vendor’s proposal. All inquiries concerning this RFP should be directed to the following Contact Person:Yvonne Rodriguez, Administrative Coordinator Kern County Sheriff’s Office Telephone (661) 391-7761 [email protected]Envelopes containing the Proposals are to be marked:PROPOSAL: “DIGITAL VIDEO JAIL SURVEILLANCE SYSTEM”Issuance Date ...... May 28, 2008 Pre-Proposal (walk-thru) Meeting . . June 24, 2008 Proposal Due Date ...... July 24, 2008 Proposal Due Time ...... Before 11:00 a.m. (PST)Postmark date will not constitute timely delivery. Responses received after the above time will not be considered. Proposers are solely responsible for ensuring timely receipt of their Proposals.RECEIVED BY PROPOSER: Sign, date and return this cover sheet with your proposal.By (Signature) Name and TitleDate ii TABLE OF CONTENTSI. GENERAL INFORMATION PageA. Project Background and Description 1 B. Services Required of Successful Proposer 2 C. Services Provided by the County 5 D. Selection Process 5 E. Solicitation Caveat 7 F. Time 7 G. Form of Agreement 7 H. Modifications to Scope of Work 8 I. News Releases 8 J. Payment Schedule 8 K. Statutes and Rules 8 L. Background Review 8 M. Facility Diagram Release 9II. PROPOSAL INFORMATION AND REQUIREMENTSA. General Instructions 9 B. Business Address 9 C. Corrections and Addenda 10 D. Proposal Format and Contents 10 E. Pre-Proposal Meeting 14 F. Proposal Submission 14 G. Withdrawal and Submission of Modified Proposal 15 H. Disposition of Proposals and Proprietary Data 15ANNEXES AND EXHIBITSTechnical Specifications Annex AStatement of Work (SOW) Annex BIRC Coverage Area Diagrams Annex CEquipment Lists Annex DCamera Locations – County’s Estimate Annex ECounty Standard Contract Annex FNon-Disclosure of Information Agreement Exhibit ACamera Test Diagram Examples Exhibit B iii I. GENERAL INFORMATIONA. Project Background and DescriptionThe Kern County Sheriff’s Office, Detentions Bureau, has four (4) separate jail facilities. Each facility has its own closed circuit television monitoring system. Each system is separate and apart from all others. The systems do not have the ability to record video or audio. The Sheriff wishes to upgrade the system in the Central Receiving Facility (CRF) by replacing it with a state of the art digital network video and audio monitoring system. The only areas covered in this RFP will be the Inmate Receiving Center (IRC) within the CRF facility. The expected goals of this system are: 1. Improve video quality 2. Add the ability to record and retrieve video, audio and still images from the system. 3. Record audio from specific camera locations. 4. Add the ability to record audio from all cameras. 5. Add the ability to store all data at a central location. 6. The system shall be expandable to meet changing needs of the Detentions Bureau. The location, which is the only facility to be considered, is the CRF. This facility was opened in 1957. The Sheriff Office has designated the Commander of CRF as the Program Manager.Representatives of the Sheriff’s Office have identified a minimum number of locations to be monitored at the Central Receiving Facility. Some of the locations are interior and some are exterior. Most are located within the secure areas of the facility. Some of the locations are occupied constantly and some are occupied intermittently and/or infrequently. Sheriff’s representatives have identified a minimum number of locations for monitoring stations within the facilities. These locations will be identified at the pre-proposal meeting and jobsite walk. The pre-proposal meeting and jobsite walk is a mandatory meeting for interested proposers. Please allot a half-day for this meeting. This request for proposal seeks a proposal for installation of a system at only the Central Receiving Facility (CRF). The intent is to eventually expand the initial system using “industry standard” techniques and “off the shelf” components. The proposal must include a design with the capacity to tie into systems at the other Sheriff’s facilities in the future. This system will be required to:  Cover the areas in the IRC as diagramed in Annex C. The County estimates 48 cameras, but the vendor needs to propose the best solution.  Operate continuously: 24 hours a day 365 days a year 1  Store the data for 25 months (with 2 months minimum on electronic digital storage). Have redundancy in the servers, switches, power and data.  Be an IP based camera system (not CCTV)  Video system will be on its own LAN  System must be expandable for future inclusions of other areas within CRF.  See the technical specifications in Annex A for more detailed requirementsB. Services Required of Successful Proposer1. Project Management and Construction Prevailing WagesThe proposal shall include a project management plan. The project management plan shall include the bidder’s plans, sub-contractors names, and the estimated project schedule for the listed. Describe the proposed plan to monitor and evaluate overall project. Project schedule should use a June 1, 2008 date for commencement (this is a fictitious date only for use in the proposed plan). The actual date will be set after the vendor selection and contract is signed. The proposal shall include a master schedule for installing (to include cabling and coring), implementing, testing, and training, on the video surveillance system. Provide information on how the system will be implemented, and what plans will be put in place to stay on schedule.The proposal shall include a person identified as the vendor program manager. In addition to the program manager’s name, detailed information about the program manager’s qualifications shall be included in the proposal.All Publics Works relating to modifications or alterations of the building including, but not limited to coring, cabling and any accompanying electrical work necessary for camera installation, shall be paid at the prevailing wage for the work done. Publics works project description, required work, and costing will be estimated and listed separately in the proposal and if awarded will be listed in Exhibit F of the contract (see Annex F for example contract). 2. Camera Test The proposal shall include sample stills images and video outputs for the purpose of evaluating the end-to-end performance of the system (see Exhibit B for examples). a. A test diagram will be placed in front of the proposed cameras. Video will be recorded of this test diagram, archived, and retrieved in evidence formats. The chart is available for purchase at the Eagle CCTV website (http://www.eaglecctv.co.za/display_product_2100.htm). 2 b. Download and print the test image. Video will be recorded of this test diagram, archived, and retrieved in evidence formats. (http://www.gpsinformation.org/jack/photo-test/pics/iso-rag.jpg) c. The IEEE Video Resolution Chart conforms to standard STD 208-1995, Measurement of Resolution of Camera Systems. This standard is used to test frequency response, characteristics performance of the lens, camera and display device. Can be purchased and downloaded from Applied Image, Inc website: (http://www.aig-imaging.com/mm5/merchant.mvc? Screen=PROD&Store_Code=AIIPI&Product_Code=QA- 71&Category_Code=VideoScanner)The proposal shall include tests for each type of camera to be provided. To provide consistency in evaluating the still images and videos the cameras must be set up such that the borders of the charts line up with the viewable borders of the camera. Output must be provided at 768 kbps and a vendor recommended data rate (if necessary). The videos must be provided as described in the following paragraph.The results shall be submitted on four copies of two DVD formats with the proposal. One format will be a data DVD and will contain both the still images and the videos. The videos provided on the data disk shall be either MPEG2 or MPEG4 format, or have a system player included (as done for evidence DVDs). The standard consumer DVD* format will be a DVD that is playable on standard standalone consumer DVD players and will contain only the videos. Each DVD must be clearly labeled with the vendor name/proposal company, address, and phone number, contact info in case of technical difficulties, date, version number, and whether the disk is the “Data DVD” or the “Playable DVD”.The data DVD included in the proposal shall contain a folder for each type of camera. The folder names will be “fixed-focus”, “vari-focus”, “PTZ”, and if necessary “IR”. Each folder will contain a text file named “camera.txt” which will contain the make and model of the camera being tested as well as any other pertinent settings. Each folder will contain three subfolders (“resolution”, “grayscale”, and “delete/delete resolution2”). These subfolders will contain the video and still for the corresponding chart and camera. The folder will also contain a file named “still.txt”, which will contain the time in the video that the still was captured from.For each chart and camera permutation one 10 second video and one still are to be provided in the proposal. No other videos or stills are permitted. The files will be named using the following format: aaa-bbb-ccc-ddd.eee where aaa=vendor’s name, bbb=chart name (“gray”, “res1”, “res2”), ccc=data-rate (“768” or vendor chosen rate), ddd=encoding (mpeg2 or mpeg4), and eee=extension (“. jpg”, “.mpg”, …). 3. System Capabilities DescriptionsA statement of the system capabilities shall be enclosed in the proposal. The description of the system capabilities shall address the technical requirements as outlined in Annex A, and also the coverage of the identified areas in Annex C. 3 4. System SpecificationsProvide a compliance matrix that maps the technical requirement specification to the proposal sections. The matrix shall be in a format similar to the following example:Requirement Comply/Don’t Compliance Explain Non- Section # Comply Traced to # Compliance 1.2.5 Comply Proposal page 10, paragraph 65. EquipmentThe proposal shall include a detailed equipment list (see Annex D for format).6. FacilitiesThe proposal shall include a facilities section. The section shall include detailed information about how much rack space is required when the system is fully operational, and show that equipment will fit within allocated rack space. (See Technical Specification section 2.1, number 5) Additionally, this section must contain information regarding power requirements for vendor-supplied equipment.4 C. Services Provided by the CountyThe County will provide a Contact Person as a primary contact, who will arrange for staff assistance by other County staff as may be required. County will also provide whatever information may be available. County will also be available to meet and discuss project requirements and development at key times in the process.D. Selection Process1. All Proposals received by the specified deadline will be reviewed by a County Evaluation Committee for content, fee, related experience and professional qualifications of consultants. After initial screening, the Evaluation Committee may select those firms deemed most qualified for this project for further evaluation. Interviews of these selected firms may be conducted as part of the final selection process. Proposers are advised that the County, at its option, may award a contract strictly on the basis of the initial Proposals. The firm selected by the Evaluation Committee will be recommended to the Board of Supervisors for this project, but the Board is not bound to accept the recommendation or award the project to the recommended firm.2. The following criteria will be used by the Evaluation Committee in determining its recommendation to the Board of Supervisors: a. Proposer’s understanding of the RFP requirements and end result. b. Proposer’s proposed approach to tasks and project management plan. c. System functionality proposed. d. Maintenance/Warranty. e. Proposer’s experience in similar projects. f. Fee. g. Estimated completion date(s) detailed in the work schedule. h. Client references of similar scope of work. i. Qualifications of proposer’s staff for the project.5 j. Any other factors the Evaluation Committee deems relevant. When this criterion is used for evaluation purposes, the basis for scoring will be clearly documented and will become part of the public record.3. The County reserves the right to reject any and all Proposals and to waive informalities and minor irregularities in any Proposals received. Absence of required information may render a Proposal non-responsive, resulting in rejection of the Proposal by the County at the Program Managers discretion.4. The County may, during the evaluation process, request from any proposer additional information, which the County deems necessary to determine the proposer’s ability to perform the required services. If such information is requested, the Proposer shall be permitted five (5) working days to submit the information requested.5. An error in the Proposal may cause the rejection of that Proposal; however, the County may, in its sole discretion, retain the Proposal and make certain corrections (at the County Program Managers discretion). In determining if a correction will be made, the County will consider the conformance of the Proposal to the format and content required by the RFP, and any unusual complexity of the format and content required by the RFP. If the proposer’s intent is clearly established based on review of the complete Proposal submittal, the County Program Manager may, at its sole option, correct an error based on that established content. The County may also correct obvious clerical errors. The County may also request clarification from a proposer on any item in a Proposal that County believes to be in error.6. The County reserves the right to select the proposal, which in its sole judgment best meets the needs of the County. The lowest proposed cost is not the sole criterion for recommending contract award.7. All firms responding to this RFP will be notified of their selection or non-selection in writing after the Evaluation Committee has completed the selection process.8. County employees will not participate in the selection process when those employees have a relationship with a person or business entity submitting a Proposal, which would subject those employees to the prohibition of Section 87100 of the Government Code. Any person or business entity submitting a Proposal who has such a relationship with a County employee who may be involved in the selection process shall advise the County of the name of the County employee in the Proposal.6 9. Any person or business entity which engages in practices which might result in unlawful activity relating to the selection process including, but not limited to, kickbacks or other unlawful consideration paid to County employees, will be disqualified from the selection process.10. Any vendors with past projects with Kern County must submit those departments as references. This includes vendor employees that will be involved in the planning, sales, installation, or service of this system that may have been employed by a previous company that were involved in video projects with the county. 11. Protest procedures are available for vendors. Instructions may be found in Chapter 5 of the County Administrative Policies and Procedures Manual, Section 523.E. Solicitation CaveatThe issuance of this solicitation does not constitute an award commitment on the part of the County, and the County shall not pay for costs incurred in the preparation or submission of Proposals. The County reserves the right to reject any or all Proposals or portions thereof if the County determines that it is in the best interest of the County to do so. Failure to furnish all information requested or to follow the format requested herein, or the submission of false information, may disqualify the proposer, in the sole discretion of the County. The County may waive any deviation in a Proposal. The County’s waiver of a deviation shall in no way modify the RFP requirements nor excuse the successful proposer from full compliance with any resultant agreement requirements or obligations.F. TimeTime and the time limits stated in this RFP are of the essence of this Request for Proposal. G. Form of AgreementNo agreement with the County is in effect until both parties have signed a contract. Attached to this RFP as Annex "F" is a sample agreement which is in substantially the form the successful proposer will be expected to sign. The final agreement may include the contents of the RFP, any addenda to this RFP, portions of the successful proposer's Proposal and any other modifications determined by the County to be necessary prior to its execution by the parties. The sample agreement included in this RFP is for informational purposes and should not be returned with a Proposal; however, the Proposal shall include a statement that the proposer has reviewed the sample agreement and either i) will agree to the terms contained therein if selected, or ii) indicate those specific provisions of the7 sample agreement to which the proposer takes exception and why. Raising of exceptions by Vendor following proposal submission may be cause for rejection of the vendor’s proposal.The selected Vendor will be required to execute an agreement with the County for the services requested within 90 days of the award. If agreement on the terms and conditions that are acceptable to the County cannot be achieved within that timeframe, the County reserves the right to continue negotiations or to award the bid to another Vendor and begin negotiations with that Vendor.Vendor must identify and provide contact information in their proposal of the individual within their organization who is authorized to negotiate the terms and conditions of any agreement between Vendor and County.H. Modifications to Scope of WorkIn the event that sufficient funds do not become available to complete all the services identified in this RFP, the scope of services may be amended, as determined in the sole discretion of the County. The County may also, from time-to-time, request changes in and/or additions to the equipment/services to be provided by the successful proposer. Such changes, including any increase or decrease in compensation, which are mutually agreed upon by and between the County and the successful vendor, shall be incorporated into the contract prior to execution of the contract, and by written amendments thereto after execution.I. News ReleasesNews releases pertaining to any award resulting from this RFP may not be made without prior written approval of the Kern County Sheriff.J. Payment SchedulePeriodic payments will be made to the consultant upon submission of an invoice, based on a payment schedule to be developed and included in the final agreement for services. K. Statutes and RulesThe terms and conditions of this RFP, and the resulting consulting services and activities performed by the successful proposer, shall conform to all applicable statutes, rules and regulations of the federal government, the State of California and the County of Kern.L. Background ReviewThe County reserves the right to conduct a background inquiry of each proposer that may include collection of appropriate criminal history information, contractual and business associations and practices,8 employment histories, reputation in the business community and financial condition. By submitting a Proposal to the County the proposer consents to such an inquiry and agrees to make available to the County such books and records the County deems necessary to conduct the review.M. Facility Diagram ReleaseThe Facility diagrams (IRC Coverage Area Diagrams - Annex C) will be released to each vendor upon a returned signed non-disclosure agreement included as Exhibit A. II. PROPOSAL INFORMATION AND REQUIREMENTSA. General InstructionsTo receive consideration, Proposals shall be made in accordance with the following general instructions:1. The signature of all persons signing the Proposal shall be in long hand. The completed Proposal shall be without alterations or erasures. Errors may be crossed out and corrections printed in ink or typed adjacent, and must be initialed in ink by the person signing the Proposal.2. No oral, telephonic, telegraphic, e-mailed or faxed Proposals will be considered unless prior approval is obtained from County Program Manager. 3. The submission of a Proposal shall be an indication that the proposer has investigated and satisfied him/herself as to the conditions to be encountered, the character, quality and scope of the work to be performed, and the requirements of the County.4. All Proposals shall remain firm (unless costs are reduced) for one hundred and eighty (180) days from the Proposal submission deadline.B. Business AddressProposers shall furnish their business street address. Any communications directed either to the address so given, or to the address listed on the sealed Proposal container, and deposited in the U.S. Postal Service by Certified Mail, shall constitute a legal service thereof upon the proposer.9 C. Corrections and AddendaIf a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in this RFP, the proposer shall immediately notify the Contact Person of such error in writing and request clarification or modification of the document. Modifications will be made by addenda as indicated below to all parties in receipt of this RFP.If a proposer fails to notify the Contact Person prior to the date fixed for submission of Proposals of a known error in the RFP, or an error that reasonably should have been known, the proposer shall submit a Proposal at their own risk, and if the proposer is awarded a contract they shall not be entitled to additional compensation or time by reason of the error or its subsequent correction.Addenda issued by the County interpreting or changing any of the items in this RFP, including all modifications thereof, shall be incorporated in the Proposal. The proposer shall sign and date the Addenda Cover Sheet and submit same with the Proposal (or deliver them to the Kern County Sheriff’s Office, 1350 Norris Road, Bakersfield, CA 93308, ATTN: CRF Commander). Any oral communication by the County’s designated Contact Person or any other County staff member concerning this RFP is not binding on the County and shall in no way modify this RFP or the obligations of the County or any proposers.D. Proposal Format and ContentsFor ease of review and to facilitate evaluation, the Proposals for this project should be organized and presented in the order requested as follows:1. Cover Page:Indicate the name of the firm and project title.2. Section I - Organizational Information:Provide specific information concerning the firm in this section, including the legal name, address and telephone number of your company and the type of entity (sole proprietorship, partnership, or corporation and whether public or private). Include the name and telephone number of the person(s) in your company authorized to execute the proposed contract. If two or more firms are involved in a joint venture or association, the Proposal must clearly delineate the respective areas of authority and responsibility of each party. All parties signing the Agreement with the County must be individually liable for the completion of the entire project even when the areas of responsibility under the terms of the joint venture or association are limited.10 3. Section II - Qualifications and Experience:Provide specific information in this section concerning the firm's experience in the services specified in this RFP, preferably within the State of California. Examples of completed projects should be submitted, as appropriate.Provide names, addresses, and telephone numbers of contact persons within client agencies for whom similar services have been provided.4. Section III - Design Team:Of critical importance is the composition of the team proposed to accomplish this project. The following team information should be provided in this section: a. Name and location of offices where the project is to be performed. b. Total personnel, by discipline, of the team. c. A table of organization for the team which identifies the following personnel, if applicable:1) Principal-in-Charge - state amount of time devoted to project. 2) Project Manager - state amount of time devoted to project. 3) Engineers. 4) Estimators. 5) Other Key Personnel. d. Resumes for project principals which reflect their experience in this type of planning. Video Surveillance planning and design experience must be clearly delineated.5. Section IV – Design Inclusions: a. Proposed Cameras and exact locations on diagrams (see Annex B) b. Proposed Camera models for each location c. Proposed Server and Data Storage solution (Dell is preferred equipment) d. Networking schematics (cameras/microphones) to back-end servers)11 e. Proposed Video Management System and its functionalities (meeting the requirements out-lined in the Technical Specifications in Annex A)6. Section V - Facilities:The proposal shall include a facilities section. The section shall include detailed information about how much server room rack space is required when the system is fully operational, and show that equipment will fit within allocated rack space. Additionally, this section must contain information regarding power requirements and UPS for vendor-supplied equipment.7. Section VI - Subcontractors:County will consider contractual agreements that involve the firm’s use of subcontractors. List all subcontractors you plan to use for this project and their relevant experience. Such subcontractors will be acting as independent contractors and not as agents of the County.8. Section VII - Project Approach and Work Schedule:Provide a description of the methodology developed to perform all required services, with an aggressive schedule that will complete the project before December 1, 2008, if possible. This schedule should contain specific milestones and dates of completion which will be used to set schedules. Also identify the extent of County personnel involvement deemed necessary, including key decision points at each stage of the project. Information as to the type of any software that is anticipated to be used in the planning process should also be discussed.9. Section VIII - Cost of Service:The Proposal shall clearly state all of the costs associated with the project, broken down by category of products and services, and all on-going costs for recommended/required products/services such as maintenance. The project costs should include all expenses that will be charged to the County including but not limited to costs for shipping, insurance, communications, documentation reproduction, travel, taxes, etc. Failure to not clearly identify all costs associated with the proposal may be cause for rejection of the Vendor’s proposal.12 All Publics Works relating to modifications or alterations of the building including, but not limited to coring, cabling and any accompanying electrical work necessary for camera installation, shall be paid at the prevailing wage for the work done. Publics works project description, required work, and costing will be estimated and listed separately in the proposal and if awarded will be listed in Exhibit F of the contract (see Annex F for example contract). 10. Section IX – Maintenance and Warranty:See requirements out-lined in the Technical Specifications in Annex AThe vendor will be evaluated based on the ability to respond with trained personnel as well as the speed of response to the site for hardware maintenance. The vendor's maintenance facility will stock an adequate supply of parts for emergency equipment failures.Vendors shall provide a summary of maintenance and service capability with at least five (5) current references. Describe personnel capability, facilities and equipment, and location of service facility. Describe the procedure to be followed for routine maintenance and major system failure. 11. Section X - Insurance:The selected proposer will be required to obtain, as a condition of the award of a contract, and the Proposal shall state that the proposer will obtain the insurance as required in the attached agreement.All insurance shall be issued by a company or companies listed in the current "Best's Key Rating Guide" publication with a minimum of A-, VII rating; or in special circumstances, as pre-approved by the Risk Management Division of the Office of County Counsel. The selected proposer shall file with the Contact Person a Certificate(s) of Insurance stating the required coverage’s are in effect.12. Section XI - Additional Information:Include any other information you believe to be pertinent but not required.13 E. Pre-Proposal (Walk-thru) MeetingA single Pre-Proposal meeting that includes a walk- through of the Central Receiving Facility has been set for June 24, 2008, at 10:00 a.m.(PST). The meeting will be held at 1115 Truxtun Ave. Bakersfield, CA 93301, 3rd Floor Multi-Purpose Room. The purpose of the conference is to permit proposers an opportunity to walk-thru the jail facility and to ask questions and/or provide feedback to County staff on specifics of this RFP. Proposers are urged to submit questions by fax or email prior to the meeting to Yvonne Rodriguez at (661) 392-4379 or [email protected] by June 18, 2008. While some input obtained at the meeting may be incorporated into the RFP via addenda, remarks and explanations made at the meeting may not necessarily change the provisions of the final RFP. The provisions of the final RFP are binding regardless of remarks or explanations made at the meeting. All interested parties are urged to attend.A list of proposers/attendees (for the jail walk-thru) must be emailed to [email protected] two weeks prior to the walk-thru (Pre-Proposal) meeting to allow for a background inquiry to be performed by the Kern County Sheriff’s Office. The information must contain the name, home address, date of birth, and social security number. By submitting this list to the County the proposer(s) consents to such an inquiry.F. Proposal SubmissionThe proposer shall submit one (1) original and five (5) written copies of the Proposal and, if possible, one (1) copy on DVD. The disk must be an industry DVD standard compatible format readable by the County; using word processing software that is Windows based, preferably Microsoft Word. Please submit all Proposals to:Kern County General Services Division 1115 Truxtun Ave., 3rd Floor Bakersfield, CA 93301 Telephone (661) 868-3000Proposals may be delivered in person, by courier service or by mail to the address indicated above. ALL PROPOSALS MUST BE SEALED AND RECEIVED BEFORE 11:00 A.M.(PST) ON July 24, 2008 at the above office and address. Proposals submitted after the above deadline will not be accepted. It is strongly suggested that any proposers intending to hand deliver a proposal on the last day for submission arrive at the General Services Division third floor main lobby at least ten (10) minutes prior to the proposal receipt deadline to receive a “test” time stamp to validate the official current time. The time stamp clock in the main lobby of General Services will be the official time. Any proposal received at or after 11:00 A.M. will be returned unopened.14 Only one (1) Proposal may be submitted from each proposer. For purposes of this RFP, a proposer is defined to include a parent corporation of the proposer and any other subsidiary of that parent corporation. If a proposer submits more than one (1) Proposal, all Proposals from that proposer shall be rejected.G. Withdrawal and Submission of Modified ProposalA proposer may withdraw a Proposal at any time prior to the submission deadline by submitting a written notification of withdrawal signed by the proposer or his/her authorized agent. The proposer must, in person, retrieve the entire sealed submission package. Another Proposal may be submitted prior to the deadline. A Proposal may not be changed after the designated deadline for submission of Proposals.H. Disposition of Proposals and Proprietary DataAll materials submitted in response to this RFP become the property of the County. Any and all Proposals received by the County shall be subject to public disclosure and inspection, except to the extent the proposer designates trade secrets or other proprietary data to be confidential, after the Evaluation Committee has completed its deliberative process and either the proposer has been informed that they are not the vendor selected by the Evaluation Committee for recommendation to the Board of Supervisors, or the matter has been set for consideration before the Board of Supervisors, whichever comes first. Material designated as proprietary or confidential shall accompany the Proposal and each page shall be clearly marked and readily separable from the Proposal in order to facilitate public inspection of the non-confidential portion of the Proposal. Prices, makes and models or catalog numbers of the items offered, deliverables, and terms of payment shall be publicly available regardless of any designation to the contrary. The County will endeavor to restrict distribution of material designated as confidential or proprietary to only those individuals involved in the review and analysis of the Proposals. Proposers are cautioned that materials designated as confidential may nevertheless be subject to disclosure. Proposers are advised that the County does not wish to receive confidential or proprietary information and that proposers are not to supply such information except when it is absolutely necessary. If any information or materials in any Proposal submitted is labeled confidential or proprietary, the Proposal shall include the following clause:“ (legal name of proposer) shall indemnify, defend and hold harmless the County of Kern, its officers, agents and employees from and against any request, action or proceeding of any nature and any damages or liability of any nature, specifically including attorneys' fees awarded under the California Public Records Act (Government Code §6250 et seq.) arising out of, concerning or in any15 way involving any materials or information in this Proposal that (legal name of proposer) has labeled as confidential, proprietary or otherwise not subject to disclosure as a public record.”16

Kern Sheriff Video Surv RFP

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