[ ] an individual, [ ] a corporation (please mark appropriate box), duly organized under the

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1 ATTACHMENT A COVER SHEET FOR PROPOSAL Proposals must include this cover sheet (or this sheet reproduced on company letterhead) or PAGE 1 of the proposal. This attachment is provided as a fillable form.pdf document for all required attachments. Vendors may also complete all required attachments as a stand-alone response (written or typed). [ ] an individual, [ ] a corporation (please mark appropriate box), duly organized under the laws of the State of. The undersigned, having carefully read and considered the RFP to provide insurance agency services, does hereby offer to perform such services on behalf of the County in the manner described and subject to the terms and conditions set forth in the attached proposal, including, by reference here, the County s RFP document. Proposals must be signed by an official authorized to bind the provider to its provisions for at least a period of 90 days. By submission of a response, the Bidder agrees that at the time of submittal, he/she: (1) has no interest (including financial benefit, commission, finder s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Bidder s services, or (2) benefit from an award resulting in a Conflict of Interest. A Conflict of Interest shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the County. Bidders shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that the County, at its discretion may reject their proposal. By submission of a proposal the Bidder certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an Iran linked business, as defined in the Michigan Economic Sanctions Act, 2012 P.A The Bidder affirms that he/she is duly authorized to execute this proposal, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other bidder and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the bidder has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal. If Applicable Bidder acknowledges, by initialing, receipt of the following Addendums: Addendum No. 1: Addendum No. 2: Addendum No. 3:

2 ATTACHMENT A COVER SHEET FOR PROPOSAL- continued The submission of a proposal hereunder shall be considered evidence that the bidder is satisfied with respect to the conditions to be encountered and the character, quantity and quality of the work to be performed. BY: (Signature of Authorized Representative) Date (Printed Name and Title of Authorized Representative) PRINCIPAL OFFICE INFORMATION / ADDRESS: Individual / Company Name: Street Address City State Zip Code Telephone Fax Taxpayer Identification Number

3 ATTACHMENT B VENDOR QUESTIONNAIRE Responses to the following questions must be submitted in the proposal and signed by an authorized Company representative. This RFP document is provided as a fillable form.pdf document for all required attachments. Response boxes are provided in a rich-text format. Vendors may also complete all required attachments as a stand-alone response (written or typed). 1. VENDOR STATEMENT - How many years has the company been providing the requested system and services? How many active customers does your proposed software system currently have? 2. SOFTWARE CAPABILITY Provide a detailed description of out-of-box (non-customized) existing core functionality and ability to perform digital evidence management including images, raw images, and video, audio and other file types. Describe the proposed software capabilities as relates to the goals and criteria identified in the General Specifications (Item A., Section 4. Scope of Services). Include information related to storage, recording, retrieval/playback, file-formatting, file-sharing, mobile-device integration (Android, Apple, other), redaction, editing, encryption, chain of custody, user restrictions, role-based permissions security, audit reporting, other. 3. ON PREMISE OR SOFTWARE AS A SERVICE (SaaS) Are you proposing a software solution that will be installed onto the County-owned on premise storage system (physical or cloud-based) or a vendor-hosted SaaS? If proposing SaaS, describe how long data are retained and any associated costs and/or agreements pertaining to records retention and how the County could access historical data. Outline ownership rights of the vendor and County with respect to County data stored within the vendor s system.

4 ATTACHMENT B VENDOR QUESTIONNAIRE-continued 4. IMPLEMENTATION PLAN AND TIMELINE - Provide a description of the company s implementation services and submit a project implementation plan and proposed timeline to meet phase deadlines. Include detailed description of IT service requirements for system construction, integration, networking, data transfer, other. Provide a list of system requirements and discuss how software upgrades are managed. 5. MOBILE DEVICE CAPABILITY / FUNCTIONALITY Does the proposed solution allow for a webenabled application or other integration with mobile devices (Android, Apple, other)? Describe all mobile device functionality including: capture, storage, import, upload, networking, file-transfer, editing, audit reporting, chain of custody reporting, other. Describe all assumptions and include a description of any extra costs where applicable. 6. HISTORIC DATA MIGRATION Describe how existing digital evidence data will be migrated into the proposed system and all data elements that can be converted. Provide a plan for the import (manual entry, file transfer, other) of current digital evidence data and associated information from the County s existing process (Case Number/Narratives) including file format and specifications, in order to avoid any possibility of file name duplication.

5 ATTACHMENT B VENDOR QUESTIONNAIRE-continued 7. DATA OWNERSHIP The County shall retain ownership rights with respect to any data stored within the vendor system throughout the entire term of the agreement. Please confirm and describe any associated costs for the retention of current and historic data, including volume and timing of data to be stored. 8. REPORTING - Describe the specific reporting capabilities for user activity audit reporting as well as storage and file management reporting. Discuss all reporting features and functions of the proposed system. 9. TRAINING Outline a time schedule for training services and provide a training plan. Describe training manuals, tutorials and end user documentation that will be provided, including a detailed Users Guide, Systems Administrator Guide, onsite training, virtual training and online help, video, new hire training, and other documents needed to operate and maintain the system.

6 ATTACHMENT B VENDOR QUESTIONNAIRE-continued 10. COMPLIANCE REQUIREMENTS AND SECURITY Does your firm have demonstrated ongoing capability to meet all compliance standards for FIPS and CJIS Security Policy regulations? Describe how you manage security, data back-up and disaster recovery. Will data be stored in a secure, encrypted environment with encrypted data transfer? Please explain your data replication (RPO) and data backup process, as applicable. Describe all assumptions. 11. COMPANY RESOURCES Describe the resources the company is capable of bringing to the County. Include specific information on specialized resources available that are pertinent to the scope of work as described herein. Explain any special resources, procedures or approaches that make your services particularly advantageous to the County. 12. OTHER INFORMATION Include any other information that would be helpful to the County. Authorized Representatives Signature Date Authorized Representative s Printed Name and Title Company Name (and Legal Name) for Business

7 ATTACHMENT C VENDOR REFERENCE INFORMATION The proposer hereby authorizes the recipient of this authorization (or a copy thereof) to furnish the County any and all information concerning the undersigned s (and the employees of the undersigned) education, work experience, and character which they may have, personal or otherwise, and releases all parties from all liability for any damage that may result from furnishing the same to the County. Customer Reference 1 Customer Name: Customer Address: Contact Person: Contact Phone Number: Contact Describe Customer Relationship: Customer Reference 2 Customer Name: Customer Address: Contact Person: Contact Phone Number: Contact Describe Customer Relationship: Customer Reference 3 Customer Name: Customer Address: Contact Person: Contact Phone Number: Contact Describe Customer Relationship:

8 ATTACHMENT D - CERTIFICATION FOR INSURANCE AND INDEMNITY REQUIREMENTS Potential Vendors must understand and agree that financial responsibility for claims or damages to any person or to companies and agents shall rest with the Vendor. The Vendor must affect and maintain any and all insurance coverage, including, but not limited to, Worker s Compensation, Employer s Liability and General, Contractual and Professional Liability, to support such financial obligations. The indemnification obligation, however, shall not be reduced in any way by existence or non existence, limitation, amount or type of damages, compensation or benefits payable under Worker s Compensation laws or other insurance. Compliance with Government Requirements the Vendor shall evidence satisfactory compliance for Unemployment Compensation and Social Security reporting as required by federal and state laws. Evidence of Insurance Evidence of Worker s Compensation and Employers Liability, Commercial General Liability and Automobile (if applicable) and Professional Liability (if applicable) Insurances shall be provided to the County by a certificate naming the County of Ottawa as an additional insured on general coverage and automobile liability and providing a waiver of subrogation on Worker s Compensation in favor of the County and certificate holder on all policies affording a thirty (30) day written notice of cancellation, non renewal, or known material change for the duration of the contract. The successful Vendor shall purchase and maintain policies of insurance and proof of financial responsibility to cover costs as may arrive from claims of tort, statutes, and benefits under Worker s Compensation laws, as respects damages to persons or property and third parties in such coverages and amounts as required and approved by the County. Acceptable proof of such coverage s shall be furnished to the County prior to service under the contract. The Vendor is indemnifying and holding harmless the County, its employees, agents and volunteers against and from all claims, judgments, losses, damages, payments, costs and expenses of every nature and description including attorney s fees arising out of or resulting from the Vendor s performance or nonperformance of the work described. Types of Coverage and Limits of Liability The Vendor shall provide evidence of the following coverages and minimum amounts prior to the implementation of services. Vendor(s) must maintain the following insurance during the term of the contract: Worker s Compensation and Employers Liability Workers Compensation Limits Employers Liability Limits Disease Michigan Statutory $500,000 Each Accident $500,000 Each Employee, Injury by $500,000 Policy Limit, Injury by Disease

9 ATTACHMENT D - CERTIFICATION FOR INSURANCE / INDEMNITY REQUIREMENTS - continued Commercial General Liability Each Occurrence $1,000,000 Personal & Advertising Injury $1,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $2,000,000 There shall be no Products/Completed Operations or Contractual Liability exclusion. The General Aggregate limit shall apply separately per location or project. Automobile (if applicable) Residual Liability Limit $1,000,000 Each Accident Personal Injury Protection Michigan Statutory Property Protection Insurance Michigan Statutory Coverage shall apply to any auto, including owned, non-owned, and hired. There shall be no Contractual Liability exclusion. Professional Liability (if applicable) Limit of Liability $2,500,000 Aggregate Limit A certificate of insurance detailing your coverage which meets the above requirements may be requested as a part of this RFP. The certificate must indicate that insurers will provide us written notice thirty (30) days prior to terminating any policy. Additional Insured Endorsement to the Commercial General Liability policy must accompany the certificate, OR the Certificate must state that the General Liability policy includes a blanket additional insured provision on the primary basis for any entity required by contract or agreement to be an additional insured. A certificate of insurance shall be submitted for review to the County for each successive period of coverage for the duration of this agreement. The undersigned certifies and represents an understanding of the County s Insurance and Indemnification requirements. The undersigned acknowledges that the County is, in part, relying on the information contained in this proposal in order to evaluate and compare the response to the RFP. Authorized Representatives Signature Date Authorized Representative s Printed Name and Title Company Name (and Legal Name) for Business

10 ATTACHMENT E DEBARMENT AND SUSPENSION The Bidder certifies to the best of its knowledge and belief, that the corporation, LLC, partnership, or sole proprietor, and/or its principals, owners, officers, shareholders, key employees, directors and member partners: (1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (2) have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (3) are not presently indicted for or otherwise criminally charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in (2) of this certification; and, (4) have not within a three-year period preceding this proposal had one or more public transactions (Federal, State or local) terminated for cause or default. Authorized Representatives Signature Date Authorized Representative s Printed Name and Title Company Name (and Legal Name) for Business

11 ATTACHMENT F CERTIFICATION OF NON-COLUUSION The undersigned certifies and represents that the Vendor: 1) has not colluded, conspired, connived or agreed, directly or indirectly, with any other bidder or person to submit a proposal which is a sham, 2) has not in any manner agreed with any other persons or businesses to fix the proposed price, overhead, profit, or any cost element of the submitted proposal, 3) has not attempted to secure any advantage against any other bidders through collusion with any other bidder or employee(s) or representative of Ottawa County, 4) has not directly or indirectly submitted or disclosed its proposal or its contents or divulged information or relative data to any association or to any member or agent of any other bidder to this proposal. Authorized Representatives Signature Date Authorized Representative s Printed Name and Title Company Name (and Legal Name) for Business

12 ATTACHMENT G PROPOSAL PRICING FORM The undersigned hereby agrees to perform all work in accordance with the specifications, terms, and conditions of the County s request, as proposed. Please provide a straight-forward, concise description of the proposed fee structure. All fees and costs must be identified in the response. Please complete the following: PLEASE PROVIDE ITEMIZED PRICING, AS FOLLOWS: 1. FIVE-YEAR (5) COST OF SOFTWARE - Includes any acquisition costs, and hosting/maintenance/licensing agreements. (NOTE: this does not include any equipment/hardware). The cost of the five-year (5) hosting/maintenance/licensing agreements must identify any applicable annual cost increases. 2. ONE-TIME IMPLEMENTATION COSTS - Including vendor time and materials to setup/configure system, provide customer training, data migration (if possible). 3. OTHER FEES/COSTS/EXPENSES - Describe any other fees, costs or expenses not identified above. Authorized Representatives Signature Date Authorized Representative s Printed Name and Title Company Name (and Legal Name) for Business