Digital Video Jail Surveillance Procurement

Kern County

Annex B - Scope of Work (SOW) Document

System Objectives

The purpose of the jail surveillance system is to provide a verifiably authentic video and audio record of recorded events within the Kern County CRF Jail facility. These events will be recorded using state of the art video and audio equipment as defined in the system specifications. The recorded products will be retained for twenty-five (25) months so that they can be reviewed and copied onto a media viewable by normal viewing devices found in any courtroom within the county.

The County will name a Program Manager who shall be the single point of contact for the vendor. All items and documents shall be delivered to the Program Manager or anyone he or she designates to act in his or her behalf.

Task 1. Install Infrastructure, Gutter, Conduit, Cat 5e, 6 Strand OM3 Fiber Optic Cable, Terminate and Test all cabling.

1.)The vendor shall install a minimum of one 2” x 6” central snake tray in the inmate reception center. The tray will terminate in two locations. (See Annex C - figure 20 snake tray). These locations are Secure Hubble RE4x Boxes. The RE4x Boxes will contain a 48-port patch panel, a PoE Nortel Networks 5520 PoE switch, a UPS and a 2 socket 20amp electrical outlet. The cable will be terminated on the 48-port patch panel. Additional snake tray shall be installed and attached to the central tray. (See Annex C - figure 20 snake tray). All camera cable shall route into the snake tray for cable management. The cabling shall be terminated and tested with a print out of the test results provided for the Sheriff’s Office

2.)The Vender shall use 2” Cable to Wire and Rod J-Hooks from the cameras to the snake tray in drop ceiling areas. This area includes receiving, receiving hallways, breathalyzer room, holding areas 1-4, safety cell, nurse’s area, mug-room.

3.)The Vender shall use ¾ inch EMT conduit for all cameras in the parking structure above existing . Liquid tight flex conduit ¾ inch maybe used at the cameras termination point for PTZ cameras.

4.)Six (6) strand, 50 micron, OM3 laser optimized fiber optic cable shall be installed from the RE4x boxes to the server room. The fiber optic cabling shall be terminated and tested with a print out of the test results provided for the Sheriff’s Office records.

5.)The vendor shall certify that all equipment has been tested in a stand-alone mode and operates to the manufacturer’s operating specifications for each type of item. The vendor will certify that all equipment is new and has never been in operation. The vendor will fill-in and send the warranty registration information to the manufacturer for each item. The vendor shall provide the County with a table listing each equipment item, model number, and serial number.

Task 2. Provide, Install, Configure, and Integrate Equipment

The vendor will provide all services and labor required to install, configure and integrate the hardware, software and fixtures that comprise the jail surveillance system. This shall include the vendor supplied items (as detailed in the vendor’s response to this RFP). The vendor will fill-in and send the warranty registration information to the manufacturer for each item. The vendor shall provide the County with a table listing each equipment item, model number, and serial number.

The vendor will provide a warranty for a period of one year from the date of final acceptance, all workmanship in the installation and testing of the jail surveillance system. The quality of the workmanship will meet or exceed that which is set by custom and practice as standard for the communications industry. The work done inside facilities will meet all applicable building codes for that type installation. All completed work will be inspected and passed by the County Project Manager before final acceptance.

Task 3. System Testing

Thirty (30) days prior to testing, the vendor shall submit an Acceptance Test Plan to the Program Manager for approval. This plan shall detail the testing procedures for hardware components as well as end-to-end system tests. This plan shall also detail the testing procedures to validate the operational requirements of the system software and hardware.

The vendor is responsible for the return of equipment that fails during the time the contract work is in progress and during the warranty period. After the expiration of the warranty period, the County will be responsible for the repair or return of failed units. If a maintenance contract is awarded, the vendor shall be responsible for the return of all failed equipment.

To the greatest extent possible, the vendor shall carry out its work in such a way as will not interrupt or interfere with the day-to-day operations of the jail facilities.

The Acceptance Test Plan will specify those procedures which the vendor and County believe are warranted and reasonable to be used as the basis of the system acceptance test procedure. It is expected that various subsystems will be individually checked out and tested at time of arrival or installation. The final system acceptance test will be performed and successfully completed before final sign-off of the completed system.

The system must operate for a 30-day period, meeting all of the objectives laid out in the system specification. When the system has performed continuously at that level for that time, it will be accepted and final settlement made. A system failure is defined as any time a system function is unavailable to users, or when a function performs, but at a throughput level below specified performance standards. If the system fails, a new 30-day period shall be scheduled after correction.

The vendor will provide support throughout the acceptance testing schedule. This will include on-site support as well as the support detailed in other sections of thisdocument. Acceptance testing will be done in accordance with an Acceptance Test Plan, developed by the vendor and approved by the County prior to start of acceptance testing.

Acceptance testing will include a Functional Installation Acceptance Test afterinstallation and a full operation capability test at the end of the development phase of the jail surveillance system.

Task 4. Train County Staff

The vendor shall train designated County staff to achieve the necessary competence to perform their individual functions. Training for all hardware and software, including operating systems, must be provided on-site. Topics will include:

Application Operation
Hardware/Operating System/Utilities
Equipment Maintenance

The vendor shall provide two structured classroom instruction sessions for up to 12 designated training coordinators to ensure their complete understanding of the functional and operational use of the jail surveillance system. All training will be performed at a venue within Kern County designated by the Program Manager using the software and equipment installed by the vendor. All training materials, in printed form and computer-readable form (if available), shall be delivered to the Program Manager at the end of the training program. Any audio-visual aids utilized in the training sessions shall be included.

Task 5. System Maintenance and Support

The installation of all equipment will be performed in accordance with established procedures and standards recognized in the electronic/communication field. Each installation worker will be qualified for their respective trade. Supervision of unpacking and placement of equipment shall be furnished by the vendor during vendor's normal working hours.The vendor shall provide maintenance, including, but not limited to, parts, labor, tools, materials, and incidentals to maintain and keep system operational at all times. Maintenance will include the following coverage:

Five (5) years coverage (cost per year)

24/7 coverage

1-hour response (30 min during normal business hours) by telephone from the first call from County to Vendor.

4-hour on-site response from initial telephone response from Vendor.

Inventory present with responding technician to repair and/or replace defective part(s) to keep system fully operational.

The quality of the workmanship will meet or exceed that which is set by custom and practice as standard for the communications industry. The work done inside the facility will meet all applicable building codes for that type installation. All completed work will be inspected and passed by the County Project Manager before final acceptance.

After the equipment warranty has expired, the vendor will offer a yearly maintenance contract that is annually renewable for hardware and software support. Costs for maintenance shall be included. The contract will cover all equipment supplied, and will be itemized by item cost, total monthly cost, and total yearly cost. This will include, but not be limited to, on-site support.

Maintenance during the Warranty Period

The vendor will provide maintenance of the jail’s surveillance system components on an annual basis. Software maintenance support for technical assistance is expected to be available by Internet or on-site. The vendor will provide a support structure to assure the appropriate level of response for various system problems.

Maintenance after Warranty Period

For the duration of the warranty period, and as long as the County remains a maintenance paying customer, software upgrades shall be installed at no additional charge to the County.

Inno event, however, shall the vendor provide updates to current requirements later than ninety (90) days after the vendor has been notified in writing by the County of the required change. The vendor shall provide updates and new releases to the software no less than one year from the date of release. Updates, bug fixes and new releases shall not be installed without providing the County a written document stating the impact of the update. The notice shall also include the scheduled date for installing the update and any issues, tasks or responsibilities that may be required by the County in preparation to receive the update. Inno event shall any update negatively impact the County operations. The vendor must clearly and succinctly describe the maintenance program.

The vendor shall agree to maintain and continue support for all major and minor software releases for a minimum of three (3) years from the release date. The vendor must include all terms and conditions for the County's re-entry in the event a future event (i.e., lack of funding) requires the County to withdraw from the annual maintenance program.

Factory/Manufacturer Support

The vendor will provide documented assurances of factory/manufacturer supportcommencing at the end of the warranty period and continuing through the anticipated life cycle of the new jail surveillance system. Two copies of an operations and maintenance/repair manual along with a spare parts catalogue will be provided by the vendor for each component of the jail surveillance system.

The manuals will contain factory technical specifications on hardware, recommended maintenance procedures, and troubleshooting guidelines. Service bulletins on jail surveillance system components will be provided as they are issued. Design upgrades that enhance the jail surveillance system are also required. These manuals will be given to the County before final acceptance.

Task 6. Provide System Documentation

The vendor will provide copies of the following items: configuration files, configuration documentation, software copies, software license(s), and configuration procedures.

Maintenance Manuals

The vendor will provide two copies of a maintenance and operations manual containing technical specifications, troubleshooting procedures, recommended maintenance standards, updated service bulletins, and future design upgrades that enhance the County jail surveillance system.

Task 7. Provide Expert Testimony upon request

Upon subpoena, the vendor will provide expert testimony as to the authenticity of video copied from the original video files using the delivered video system..

Kern County RFP – ANNEX B - SOW ver.1.11