HomeMy WebLinkAboutExhibit BTitg of Afiann
ANNIE PEREZ, CPPO EMILIO T. GONZALEZ, Ph.D.
Chief Procurement Officer City Manager
ADDENDUM TO BUDGETARY PROPOSAL S-05961, REV. 03 DATED
SEPTEMBER 28, 2018 TO PURCHASE HARDWARE, LICENSE
SOFTWARE, AND SERVICE AGREEMENT BY AND BETWEEN CITY OF
MIAMI AND FORENSIC TECHNOLOGY, INC
1. The provisions of this Addendum ("Addendum") shall supersede any and all provisions in any other
Addendum, writing, document , or understanding between the parties whether oral or in writing, and in the
event a provision of this Agreement conflicts with a provision of Forensic Technology, Inc. ("FTI" or"
Provider") or seeks to eliminate a provision of the Contract, the provisions of this Addendum shall control,
supersede, and shall apply.
2. All references to "Customer" shall be deleted and replaced with "the City of Miami", or "the City".
3. Section 8.1 titled Arbitration is hereby deleted in its entirety.
4. Section 8.1 will be retitled Miscellaneous and replaced with the following language
i. Assignment
Provider shall not subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting
Agreement, or any or all of its rights, title or interest herein, without the City Manager's prior written
consent.
ii. Applicable Law, Venue, etc.
This Agreement shall be construed under the laws of the State of Florida regardless of choice or conflict
of laws principles. Venue in any actions or proceedings between the parties shall be in Miami -Dade
County, Florida. Each party will bear their own attorney's fees. The parties irrevocably and freely waive
any rights to a jury trial.
In case of any contradictions and discrepancies between the parts of the Contract, precedence shall be
given in the following decreasing order:
This Addendum;
ii. Purchase Order Terms and Conditions;
The Sections of the license and service agreement;
iv. Exhibits hereto.
5. Section 8.2, titled Limitation of Liability, is hereby deleted in its entirety and replaced with the following
language:
18-2840
Other than those warranties expressly set forth in this agreement, FTI does not make any warranties to
the City or any other person or entity, either express or implied (including without limitation, any warranties
of merchantability or fitness for a particular purpose) with respect to the services provided hereunder, FTI
shall not be liable to the City for consequential, or indirect damages including, loss of profit, loss of use or
business stoppage.
6. Section 8.3 titled Termination for Convenience is hereby deleted in its entirety and replaced with the
following language:
The City, acting by and through its City Manager, shall have the right to terminate this agreement, in its
sole discretion, and without penalty, at any time, by giving written notice to FTI at least thirty (30) calendar
days prior to the effective date of such termination. In such event, the City shall pay to FTI compensation
for Services rendered and approved expenses incurred prior to effective date of termination. In no event
shall the City be liable to FTI for any additional compensation and expenses incurred, other than that
provided herein, and in no event shall the City be liable for any consequential or incidental damages. FTI
shall have no recourse or remedy against the City for a termination under this subsection except for
payment of fees due prior to the effective date of termination.
7. Section 8.6, titled Notices, is hereby added with the following language:
All notices or other communications required under this Agreement shall be in writing and shall be given
by hand -delivery or by registered or certified U.S. Mail, return receipt requested, addressed to the other
party at the address indicated herein or to such other address as a party may designate by notice given
as herein provided. Notice shall be deemed given on the day on which personally delivered; or, if by mail,
on the fifth day after being posted or the date of actual receipt, whichever is earlier.
TO:
Forensic Technology, Inc.
Brian Sinnott
President
5757 Cavendish Blvd, Suite 200
Cote St -Luc, Quebec, Canada H4W 2W8 CA
TO:
The City of Miami:
Emilio T. Gonzalez, Ph. D.
City Manager
444 SW 2nd Avenue, 10th Floor
Miami, Florida 33130
Victoria Mendez
City Attorney
444 SW 2nd Avenue, 9th Floor
Miami, Florida 33130
Annie Perez, CPPO
Procurement Director
City of Miami
444 SW 2nd Avenue, 6th Floor
Miami, Florida 33130
8. Section 8.7, titled Insurance Requirements, is hereby added with the following language:
INSURANCE REQUIREMENTS
Page 2
FTI shall furnish to City of Miami, c/o Procurement Department, 444 SW 2nd Avenue, 6th Floor, Miami,
Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which
meets the requirements as outlined below:
I. Commercial General Liability
A. Limits of Liability
Bodily Injury and Property Damage Liability Each Occurrence $1,000,000
General Aggregate Limit $2,000,000
Products/Completed Operations $1,000,000
Personal and Advertising Injury $1,000,000
B. Endorsements Required
City of Miami included as an Additional Insured
Contingent and Contractual Liability
Premises and Operations Liability
Primary and Non -Contributory Insurance Clause Endorsement
Additional Insured Endorsement naming the City of Miami as an additional insured must be provided.
II. Business Automobile Liability
A. Limits of Liability
Bodily Injury and Property Damage Liability
Combined Single Limit
Any Auto Including Hired, Borrowed or Non -Owned Autos
Any One Accident $1,000,000
B. Endorsements Required
City of Miami included as an Additional Insured
Additional Insured Endorsement naming the City of Miami as an additional insured must be provided.
III. Umbrella/Excess Liability (Excess Follow Form)
A. Limits of Liability
Page 3
Each Occurrence $1,000,000
Aggregate $2,000,000
Additional Insured Endorsement naming the City of Miami as an additional insured must be
provided.
IV. Workers' Compensation
Limits of Liability
Statutory - State of Florida V.
Employer's Liability
A. Limits of Liability
$100,000 for bodily injury caused by an accident, each accident.
$100,000 for bodily injury caused by disease, each employee
$500,000 for bodily injury caused by disease, policy limit
V. Professional/Errors and Omissions
Combined Single Limit
Each Claim
General Aggregate Limit
Retro Date Included
$1,000,000
$1,000,000
VI. Network Security and Privacy Injury (Cyber Liability) If Applicable
Each Claim $1,000,000
Policy Aggregate $1,000,000
Retro Date Included
Consultant agrees to maintain professional liability/Errors & Omissions coverage, along with Network
Security and Privacy Injury (Cyber) coverage, if applicable, for at least 2 years after termination of the
contract period subject to continued availability of commercially reasonable terms and conditions of such
coverage.
The above policies shall provide the City of Miami with written notice of cancellation or material change in
accordance to policy provisions. Companies authorized to do business in the State of Florida, with the
following qualifications, shall issue all insurance policies required above:
The company must be rated no less than "A-" as to management, and no less than "Class V" as to
Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company,
Page 4
Oldwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review
and verification by Risk Management prior to insurance approval.
The City shall retain the right to modify respective insurance limits based upon the provider's actual loss
experience. Upon receiving the City's notice to increase insurance limits, the provider must produce
evidence of compliance within 10 days of such notice.
NOTE: CITY BID/ RFP NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the Provider of liability and obligation under
this section or under any other section of this Agreement.
--If insurance certificates are scheduled to expire during the contractual period, the Provider shall be
responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10)
calendar days in advance of such expiration.
--In the event that expired certificates are not replaced with new or renewed certificates which cover
the contractual period, at its discretion, the City shall:
(1) Suspend the contract until such time as the new or renewed certificates are received by the City in
the manner prescribed in the Invitation for Bid; or,
(2) Terminate this contract for cause and seek re -procurement damages from the Provider in
conjunction with the General and Special Terms and Conditions of the Bid.
The Provider shall be responsible for assuring that the insurance certificates required in conjunction with
this Section remain in force for the duration of the contractual period; including any and all option terms
that may be granted to the Provider.
9. Section 8.8, titled Indemnification, is hereby added with the following language:
Contractor shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City,
its officers, agents, directors, and/or employees( collectively "Indemnitees"), from all liabilities, damages,
losses, judgements, and costs, including, but not limited to, reasonable attorney's fees, to the extent
caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of
Contractor and persons employed or utilized by Contractor in the performance of this Contract. Contractor
shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and defend
(at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims,
injuries or damages arising or resulting from the permitted Work, or from any alleged failure to comply with
applicable federal, state and local laws, rules, regulations, codes, and ordinances (collectively
"regulations"), as they may be amended from time to time , even if it is alleged that the City, its officials,
and employees were negligent. In the event that any action or proceeding is brought against the City by
reason of any such claim or demand, the Contractor shall, upon written notice from the City, resist and
defend such action or proceeding by counsel satisfactory to the City. The Contractor expressly
Page 5
understands and agrees that any insurance protection required by this Contract or otherwise provided by
the Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend
the City or its officers, employees, agents and instrumentalities as herein provided.
The indemnification provided above shall obligate the Contractor to defend, at its own expense, to
and through trial, administrative, regulatory, appellate, supplemental and bankruptcy proceedings, or to
provide for such defense, at the City's option, any and all claims of liability and all suits and actions of
every name and description which may be brought against the City, whether performed by the Contractor,
or persons employed or utilized by Contractor.
These duties will survive the cancellation or expiration of the Agreement. This Section will be
interpreted under the laws of the State of Florida Contractor shall require all sub -Contractor agreements
to include a provision that each sub -Contractor will indemnify the City in substantially the same language
as this Section. Contractor agrees and recognizes that the City shall not be held liable or responsible for
any claims which may result from any actions or omissions of the Contractor in which the City participated
either through review or concurrence of the Contractor's actions. In reviewing, approving or rejecting any
submissions by the Contractor or other acts of the Contractor, the City, in no way, assumes or shares any
responsibility or liability of the Contractor or sub -Contractor under this Contract.
Ten dollars ($10) of the payments made by the City constitute separate, distinct, and independent
consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and
knowingly acknowledged by the Contractor.
10. Section 8.9, titled City Not Liable for Delays, is hereby added with the following language:
FTI hereby understands and agrees that in no event shall the City be liable for, or responsible to FTI or
any subcontractor, or to any other person, firm, or entity for or on account of, any stoppages or delay(s)
in work herein provided for, or any damages whatsoever related thereto, because of any injunction or
other legal or equitable proceedings or on account of any delay(s) for any cause over which the City has
no control. THERE ARE NO DAMAGES OR CLAIMS FOR DELAYS FROM ANY CAUSE TO DIRECTLY,
SOLELY, AND PROXIMATELY CAUSED BY THE GROSS NEGLIGENCE OF THE CITY.
11. Section 9.0, titled Use of Name, is hereby added with the following language:
FTI understands and agrees that the City is not engaged in research for advertising, sales promotion, or
other publicity purposes. FTI is allowed, within the limited scope of normal and customary marketing and
promotion of its work, to use the general results of this project and the name of the City. FTI agrees to
protect any confidential information provided by the City and will not release information of a specific
nature without prior written consent of the City Manager or the City Commission.
12. Section 9.1, titled No Conflict of Interest, is hereby added with the following language:
Pursuant to City of Miami Code Section 2-611, as amended ("City Code"), regarding conflicts of interest,
FTI. hereby certifies to the City that no individual member of FTI, no employee, and no subcontractors
under this Agreement or any immediate family member of any of the same is also a member of any board,
Page 6
commission, or agency of the City. FTI hereby represents and warrants to the City that throughout the
term of this Agreement, Contractor, its employees, and its subcontractors will abide by this prohibition of
the City Code.
13. Section 9.2, titled Truth -in -Negotiations, is hereby added with the following language:
FTI hereby certifies, represents and warrants to the City that on the date of Contractor's execution of this
Agreement, and so long as this Agreement shall remain in full force and effect, the wage rates and other
factual unit costs supporting the compensation to FTI under this Agreement are and will continue to be
accurate, complete, and current, FTI understands, agrees and acknowledges that the City shall adjust the
amount of the compensation and any additions thereto to exclude any significant sums by which the City
determines the contract price of compensation hereunder was increased due to inaccurate, incomplete,
or non -current wage rates and other factual unit costs. In the event FTI provides services on an hourly
basis, all such contract adjustments shall be made within one (1) year of the end of this Agreement,
whether naturally expiring or earlier terminated pursuant to the provisions hereof.
14. Section 9.3, titled Counterparts, is hereby added with the following language:
This Agreement may be executed in three or more counterparts, each of which shall constitute an original,
but all of which, when taken together, shall constitute one and the same agreement.
15. Section 9.4, titled Public Records, is hereby added with the following language:
Notwithstanding any other provisions of the Agreement, FTI hereby agrees and understands that the
public shall have access, at all reasonable times, to all documents and information pertaining to the City,
subject to the provisions of Chapter 119, Florida Statutes, and any specific exemptions there from, and
FTI agrees to allow access by the City and the public to all documents subject to disclosure under
applicable law unless there is a specific exemption from such access. FTI's failure or refusal to comply
with the provisions of this section shall result in immediate termination of the Agreement by the City.
Pursuant to the provisions of Section 119.0701, Florida Statutes, FTI must comply with the Florida Public
Records Laws, specifically, FTI must:
1) Keep and maintain public records that ordinarily and necessarily would be required by the public
agency to perform the service.
2) Provide the public with access to public records, on the same terms and conditions that the public
agency would provide the records, and at a cost that does not exceed the cost provided in this
chapter, or as otherwise provided by law.
3) Ensure that public records, that are exempt or confidential and exempt from public records
disclosure requirements, are not disclosed except as authorized by law.
4) Meet all requirements for retaining public records and transfer, at no cost, to the City all public
records in its possession. FTI upon termination of the contract and destroy any duplicate public
records that are exempt or confidential and exempt from public records disclosure requirements.
5) All records stored electronically must be provided to the City in a format compatible with the
information technology systems of the public agency.
6) Should FTI determine to dispute any public access provision required by Florida Statutes, then
Lessor shall do so at its own expense and at no cost to the City.
Page 7
IF FORENSIC TECHNOLOGY, INC. HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO FORENSIC TECHNOLOGY, INC.'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE DIVISION
OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT
PUBLICRECORDSRMIAMIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF
THE CITY ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, MIAMI, FL 33130. FORENSIC
TECHNOLOGY, INC. MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF
MIAMI DEPARTMENT WHO IS ADMINISTERING THIS CONTRACT.
16. Section 9.5, titled Entire Agreement, is hereby added with the following language:
The Agreement consists of this Addendum, Service Agreement, and its Exhibits. The Agreement as
described is the full and final Agreement between the parties as to its subject matter and supersedes all
prior or contemporaneous communications and writings between the parties as to its subject matter.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their
respective officials thereunto duly authorized.
"FTI"
Forensic Technology, Inc. a foreign
profit corporation
"City"
CITY OF MIAMI, a municipal corporation:
BY: BY:
Brian Sinnott, President Emilio T. Gonzalez, Ph. D., City Manager
DATE: DATE:
ATTEST:
Corporate Secretary/Notary Public ATTEST:
Todd Hannon, City Clerk
Corporate Seal/Notary Seal
APPROVED AS TO LEGAL FORM AND APPROVED AS TO INSURANCE
CORRECTNESS: REQUIREMENTS:
Victoria Mendez, Ann -Marie Sharpe, Director
City Attorney Risk Management
Page 8
CITY OF iMIFAMI. FLORIDA
INTER —OFFICE aMEMOt AND M
Annie Perez
TO Director
Procurement Department
C...-Jorge-:-Colii a`'
Chief of Police
MAY 1 1 2018
Sole Source Purchase of Brasstrax
suETEcT
Integrated Ballistics ID System
REFERLNC.T-.
ErU_ LO stJRE.3:
This memo serves to request authorization to proceed with a sole source purchase of the Brasstrax
Integrated Ballistics Identification System. This System allows us to process 2D & 3D images of
firearm cartridge case evidence through the National Integrated Ballistic Information Network
(NIBIN) which will match casing to firearms to link and clear open cases.
Forensic Technology is the only company that can provide their proprietary hardware, software,
maintenance and service on their Brasstrax Acquisition Station and it is the only hardware
approved to be used in the United States on the AFT NIBIN Network.
The Scope of work will include the following:
• Purchase of one (1) Brasstrax Acquisition Station including shipping, setup and four days
of training
• Purchase of one (1) PAG800 Stereo Zoom Microscope for forensic applications
• Purchase of 3 years extended warranty and protection plan
• Total cost $187,337.00
Your attention to this matter is appreciated.
FINDING OF SOLE SOURCE APPROVED:
A Zi'e,„erez
Director
Procurement Department
JRC:MM:jcn
BUSINESS Ir1f115�t17 r:.i;i Lid l .7��✓I I�i'r
FORENSIC
TECHNOLOGY
BUDGETARY PROPOSAL
For an
IBIS® TR-HD3DTM SOLUTION
Submitted to the:
Miami Police Department
Investigative Support Section
400 NW 2nd AVE
Miami, FL 33128
Attention: Captain Sean MacDonald
Commander
By:
Forensic Technology, Inc.
An associate company of Ultra Electronics Forensic Technology Inc.
7975 114th Ave. North, Suite 2500
Largo, FL 33773-5028
Date: September 28, 2018
Our Reference No.: S-05961, Rev. 03
The information, technical data, concepts, and designs disclosed herein are the exclusive property and contain proprietary'rights, trade secret and
confidential business or financial information of Ultra Electronics Forensic Technology Inc. or others that are exempt from disclosure under the
Freedom of information Act, that are not to be used, copied, or disclosed to any other party without the advanced written consent of Ultra Electrons.
Forensic Technology Inc. The recipient of this document, by its retention and use, agrees to hold in confidence the information, technical data,
concepts, and designs contained herein.
CONTENTS
1 Executive Summary 1
2 About Forensic Technology 3
3 Product Description 4
3.1 BRASSTRAX Acquisition Station 5
3.2 PAG800 Stereo Zoom Microscope 6
3.3 Networking 6
4 Pricing and Standard Terms 8
4.1 Option 1 8
4.2 Option 2 8
4.3 Standard Terms 9
5 Training Program 11
5.1 Online Introductory Training 11
5.2 Onsite Training 12
5.3 Post -Training Support 12
5.4 Equipment and Trainee Availability 13
5.5 Training Procedure 13
5.6 User Documentation 13
5.7 Training Policy 13
6 System Deployment 14
6.1 Pre -Routing Information 14
6.2 Site Survey 14
6.3 Equipment Transport and Delivery 14
6.4 Storage Requirements 15
6.5 Guidelines for Installation Site 15
6.6 Installation 18
6.7 On -Site Acceptance 18
7 SafeGuard Warranty and Protection Plan 19
7.1 Support Center 19
7.2 Technical Support 20
7.3 Proactive Support Services 21
7.4 Replacement of Defective Hardware 22
7.5 Preventive Maintenance Visit 22
7.6 e-Learning 22
7.7 Coaching 22
7.8 Correction of IBIS Application Errors (Software Bugs) 23
7.9 Software Upgrades 23
7.10 Customer Care Program 24
7.11 Annual Status Report 25
7.12 Travel and Living Expenses 25
7.13 Advanced Security 25
7.14 SafeGuard Specific Terms 26
7.15 Optional Services 27
8 Other Terms of Business 28
8.1 Arbitration 28
8.2 Limitation of Liability 28
8.3 Termination for Convenience 28
8.4 Force Majeure 28
8.5 Software License Agreement 29
Our Reference #: S-05961, Rev. 03 September 28, 2018
Use or disclosure of this data is subject to the restriction outlined on the cover page of this document.
IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
1 Executive Summary
Forensic Technology, Inc., an associate company of Ultra Electronics Forensic Technology
Inc. (hereinafter referred to as Forensic Technology) is pleased to provide the Miami Police
Department (hereinafter referred to as the Customer) with this budgetary price quote for our
latest generation of Integrated Ballistics Identification System (IBIS") and Projectina Stereo
Zoom Microscope.
Option
Description
Total Price
(USD)
1
- One (1) BRASSTRAXTM Acquisition Station
$137,500
2
- One (1) PAG800 Stereo Zoom Microscope for forensic applications
$5,113
The IBIS® BRASSTRAXTm Acquisition Station will allow the Customer to respectively collect
2D and 3D images of cartridge case evidence. The captured images will be stored on a remote
NIBIN-IBIS® Data Concentrator and subsequently correlated on a remote NIBIN-IBIS®
Correlation Server. As such, this proposal assumes that the Bureau of Alcohol, Tobacco,
Firearms and Explosives (ATF) will grant the Customer access to the National Integrated
Ballistic Information Network (NIBIN), a NIBIN-IBIS Data Concentrator and a NIBIN-IBIS
Correlation Server. A Memorandum of Agreement (MOA) between the two agencies must be
in place.
The analysis of the correlation results will be performed on the existing MATCHPOINT
Analysis Station for Cartridge Cases.
Option 2 offers a high -resolution stereo -zoom microscope that can be used by the Customer to
perform triage of ballistic evidence and other analysis requiring high magnification.
The proposed options include a one-year warranty. For Option 1, the Customer can extend the
warranty to maintain the products at their optimal operating level and yield the best return on
investment. At the time of purchase, substantial savings can be achieved through the
acquisition of multi -year SafeGuard plans. Please refer to Section 4.1 for pricing information on
these optional plans.
Based on which option is purchased, the following services (as indicated in section 4) can be
included:
• On -site installation and start-up by our certified technicians
• On -site training of system users
• One-year warranty covering parts, labor and software upgrades
• Technical hotline, 24 hours a day, 7 days a week
• Travel and living expenses for our installer and instructor
• Shipping charges DDP Customer Premises (Incoterms 2010)
Our Reference #: S-05961, Rev. 03 September 28, 2018 1
Use or disclosure of this data is subject to the restriction outlined on the cover page of this document.
IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
The following sections provide additional details on this budgetary proposal, including system
overview, conditions of sale, and warranty.
Your Contact at Forensic Technology
Should you have any questions about this proposal, please do not hesitate to contact
Mr. James Needles in Phoenix, Arizona, United States at telephone number +1 602 463 3782 or
via e-mail at james.needles@ultra-ft.com.
Our Reference #: S-05961, Rev. 03 September 28, 2018 2
Use or disclosure of this data is subject to the restriction outlined on the cover page of this document.
IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
2 About Forensic Technology
Forensic Technology started its operations in January 1991, when Walsh Automation Inc.
formed a division dedicated to increasing the effectiveness of forensic science through the
application of automation technology. Today, Forensic Technology employs more than 250
people worldwide from a variety of disciplines, including engineering, forensic science,
information technology, law enforcement and security — all engaged in providing ballistic
identification and analysis solutions with IBIS.
Over the past 25 years, Forensic Technology has cultivated world -class expertise in
understanding the unique markings left on spent bullets and cartridge cases from thousands of
different firearms and ammunition types, and has built a series of robust correlation algorithms
capable of sifting through millions of exhibits to provide prospective matches to firearms
examiners. Our investment in the development of automated acquisition techniques, high-
performance correlation algorithms and intuitive analysis tools is driven by a highly qualified
team of scientists, recognized for their depth of knowledge in the field of forensic ballistics.
In 2011, Forensic Technology acquired Projectina AG, a world leader in the development and
manufacture of forensic science products and high -end optical components. Projectina's
comparison microscopes, document examination instruments and crime scene products
complement Forensic Technology's core competencies.
In 2014, Forensic Technology and its subsidiaries were acquired by Ultra Electronics Holdings
plc (http://www.ultra-electronics.com), a successful defense, security, transport and energy
company with a long, consistent track record of development and growth. Ultra Electronics
manages a portfolio of specialist capabilities generating innovative solutions to customer needs.
Ultra applies electronic and software technologies in demanding and critical environments
ranging from military applications, through safety -critical devices in aircraft, to nuclear controls
and sensor measurement. These capabilities have seen Ultra's highly differentiated products
contributing to a large number of platforms and programs.
Governments and agencies in 70 countries and territories depend on Forensic Technology for
cost-effective and reliable solutions that solve firearm -related crime and promote a safer society.
To provide support, Forensic Technology has offices around the world, including:
• Montreal, Quebec, Canada (head office and training center)
• Largo, Florida, USA (customer support and training center)
• Dublin, Ireland (customer support)
• Pretoria, South Africa (customer support)
• Bangkok, Thailand (customer support)
• Heerbrugg, Switzerland (Projectina head office and training center)
Forensic Technology has deployed over 600 systems at 397 customer locations including the
Royal Canadian Mounted Police (RCMP); the Bureau of Alcohol, Tobacco, Firearms and
Explosives (ATF); the South African Police Service (SAPS); the Australian Crime Intelligence
Commission (ACIC); the London Metropolitan Police; and the Netherlands Forensic Institute
(NFI). A complete listing of our customers by country and by agency is available upon request.
Our Reference #: S-05961, Rev. 03 September 28, 2018 3
Use or disclosure of this data is subject to the restriction outlined on the cover page of this document.
IBIS TRAX-HD3D Budgetary Proposal for the Mimrti Police Department
3 Product Description
Forensic Teclu ology offers modular and scalable ballistic identification solutions that cater to
the needs of Customers. We provide a series of system components that, when interconnected
via an Ethernet Local Area Network (LAN) or Wide Area Network (WAN), create the required
automated ballistic identification system. In addition, our IBIS TRAX-HD3D system can be
complemented with Projectina comparison and/or stereo zoom microscopes providing
Customers with complete ballistic analysis solutions.
TRAXHD3D
Below is a list of the proposed products followed by a functional description of each product.
• BRASSTRAX Acquisition Station
• PAG800 Stereo Zoom Microscope
Our Reference #: S-05961, Rev. 03 September 28, 2018
Use or disclosure of this data is subject to the restriction outlined on the cover page of this document.
4
IBIS TRAY-HD3D Budgetary Proposal for the Miarni Police Department
3.1 BRASSTRAX Acquisition Station
BRASSTRAX is the cartridge case -imaging component of the
IBIS TRAX-HD3D product family. It digitally captures the
areas of interest from the head of a cartridge case in 2D and
3D, offering considerable impression detail and multiple
viewing perspectives.
BRASSTRAX is designed as a user-friendly, automated
system that can be operated by law enforcement personnel
who have minimal specialized training.
BRASSTRAX is equipped with cutting -edge 3D technology
that allows the capture of high -definition 3D topography at
the micrometer level, in addition to the high -resolution 2D
images that are compatible with images from previous IBIS
versions. This 3D technology was custom -designed by
Forensic Technology to provide optimal performance for the
specific characteristics of cartridge cases.
BRASSTRAX uploads the acquired data to the Data
Concentrator, which processes it for correlation by the
Correlation Server.
Figure 1— BRASSTRAX
Acquisition Station
Features
• Management of case, cartridge case exhibit, and firearm exhibit information
• Automated capture of the primer area, including breech face mark, centerfire firing pin
impression, in 2D and 3D, as well as the complete head stamp
• Semi -automated capture of ejector mark and rim fire firing pin impression, in 2D and 3D
• Multiple light sources, including the patented IBIS ring light
• Multiple magnification levels
• Support of all calibers ranging from 0.17 to 0.50 and from 410 bore to 10 gauge for shot
shells
• Superior 2D image quality and 3D data precision for greater correlation accuracy and
optimal visual comparison capabilities
• Automated positioning, focus, lighting, and region -of -interest outlining
• Automated flowback and washout detection and correction
• Automated self -test and adjustment
• Automated acquisition reduces operator variability and ensures consistent image
quality for optimal comparison performance
• Hands -off operation allows multitasking
• Minimal user training and expertise to operate
• Detailed online help and user guides
Our Reference #: S-05961, Rev. 03 September 28, 2018 5
Use or disclosure of this data is subject to the restriction outlined on the cover page of this document.
IBIS TRAX-IID3D Budgetanj Proposal for the Miami Police Department
3.2 PAG800 Stereo Zoom Microscope
When examining microscopic evidence, forensic
investigators demand the sharpest possible image. With a
1:6.3 zoom ratio and a 115mm working distance, the PAG800
microscope delivers crisp and high -contrast stereo images
that meet the highest standards.
For additional flexibility, multiple LED and cold light
sources are available as are specialty reticules. In addition,
the Trinocular model supports digital documentation.
Figure 2 — PAG800 Stereo
Zoom Microscope
Its features include:
FLEXIBLE
Multiple lighting options and a working distance of 115 mm
(4.5 inches) for 8x to 50x magnification
WIDE MAGNIFICATION RANGE
8x to 50x
SEALED
Airtight construction prevents contamination from dust, oil, water,
and mold in hot, humid environments.
OPTIONAL ACCESSORIES
(not included in this proposal)
Microscope stand, transmitted illumination, multiple LED and cold
light sources, including ring lights, goose necks, and flexible light
guides; optional crosshair and micrometer reticules
3.3 Networking
IBIS features networking capabilities using the TCP/IP communications protocol. An IBIS
network is fully compliant with industry standards for communication services such as SDSL,
cable, satellite, and Ethernet.
The implementation of a network will extend the features of IBIS across a nation and beyond its
borders. Some of these features include:
• Access to a shared Correlation Server and Data Concentrator
• Quickly share information across jurisdictions without depending on human intervention to
transfer data
• Automatic correlation of newly acquired exhibits against an IBIS database, which could be
based on geographical regions, with regional and national coverage
• Ability to request that a manual correlation be performed against a specific database subset
that may differ from that of the automatic correlation request
• Update of common data to ensure data synchronization at all IBIS sites
• Image transfer from any site to any site for comparison purposes
• Generation of statistical and data reports from any analysis station on the network
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IBIS TRAX-!ID3D Budgetary Proposal for the \'fiami Police Department
Please refer to section 6.5.4 Communications Lines for Providing Remote Technical Support and
Networking IBIS Systems for complete details on the required communications lines.
NOTE: ATF will be fully responsible for the provision, maintenance and financing of all
telecommunication lines.
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IBIS TIMX-HD3D Budgetary Proposal for the Miami Police Department
4 Pricing and Standard Terms
This section delineates our prices and standard terms.
4.1 Option 1
Item
Description
Unit Price
Qty
Total Price
(USD)
1.
BRASSTRAX Acquisition Station
$131,500
1
$131,500
2.
Services include installation and commissioning, on -site
training for up to two (2) trainees, and one-year warranty
for item 1 above.
n/a
1 lot
Included
3
Shipping and handling charges DDP Customer Premises
(Incoterms 2010)
$1,417
1 lot
$1,417
4
Travel and living expenses for Forensic Technology's
Installer and Instructor
$4,583
1 lot
$4,583
TOTAL (US Dollars)
$137,500
4.1.1 Optional Items
Item
SafeGuard Extended Warranty and
Protection Plan
Standard
Price
(if purchased
annually)
Multi -Year
Discount
(see note 2
below)
Discounted
Price (USD)
5
One (1) additional year following initial one-
year($783)
warranty
438 $16,
$15,655
6
Three (3) additional years following initial
one-year warranty
$50,807
($6,043)
$44,764
7'
Five (5) additional years following initial one
year warranty
$87,269
($16,103)
$71,166
4.2 Option 2
Item
Description
Unit Price
Qty
Total Price
(USD)
8.
PAG800 Stereo Zoom Microscope, comprising:
- Magnification range 8x-50x
- Trinocular Tube with Zoom Ratio 6:3:1
- Eyepieces WF 10x/22
- Integrated objective 1 x with 115 mm working
distance
Services include one-year warranty, shipping and
handling charges DDP Customer Premises (Incoterms
2010)
$5,113
1 lot
$5,113
9.
TOTAL (US Dollars)
$5,113
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
1. Pricing for all optional items is based on full payment at the beginning of the contract
period. If the Customer wishes to purchase the additional warranty separately from the
equipment, Forensic Technology reserves the right to revise the pricing.
Multi -year Safeguard Protection Plans yield substantial savings which are achieved a
result of loyalty discounts and the absence of annual indexation.
The extended warranty is not applicable to the PAG800. After theinitial one-year
warranty, labor and material charges for repairs to the PAG800 will be for the Customer's
account.
4. The Customer has provided Forensic Technology with a valid Tax Exemption Certificate.
As such. no State Sales Tax has been added to the pricing above.
4.3 Standard Terms
4.3.1 Budgetary Proposal/Offer Validity Period
This is a budgetary proposal, designed to provide information on the prices of our products and
services. It reflects our best estimate of the true and necessary expenditures for the project. As
such, all information in this proposal, including without limitation price, technical specifications
and delays in delivery, is subject to confirmation prior to acceptance by Forensic Technology of
a contract or purchase order issued by the Customer. All information is current as at the date of
issuance of this proposal and is expected to remain substantially the same until December 31,
2018.
4.3.2 Currency
All prices are quoted in United States Dollars.
4.3.3 Payment Terms
Forensic Technology's terms of payment are 100% net thirty (30) days after shipment.
4.3.4 Delivery
The delivery of the equipment will be within one hundred and twenty (120) days after receipt
and acceptance of order.
4.3.5 Shipping
The equipment will be shipped DDP Customer Premises (Incoterms 2010).
4.3.6 Duties, Taxes, Fees, Charges and Assessments
Forensic Technology will be responsible for all charges related to exportation, customs clearance
and importation of the goods, as well as duties and taxes related thereto. However, the quoted
price excludes any income, sales and/or withholding taxes, as well as extraordinary storage
fees, which will be for the Customer's account.
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
4.3.7 Warranties, Material, Workmanship, and Title
Forensic Technology warrants to the Customer that all products delivered by Forensic
Technology shall be new and free from defects in material, workmanship, and title.
Forensic Technology expressly warrants the products manufactured by it, as meeting the
applicable Forensic Technology specifications.
Forensic Technology makes no other warranties either expressed or implied (including without
limitation warranties as to merchantability or fitness for a particular purpose). The Customer
retains responsibility for the application and functional adequacy of the purchased system.
The Customer or any other third party must not alter the system's configuration, either by
installing hardware/software or modifying system parameters. Should any modifications be
performed by any party other than Forensic Technology, Forensic Technology reserves the right
to void the balance of the system's warranty.
4.3.8 Property Title and Risk of Loss
Title and risk of loss of the equipment shall pass to the Customer when the equipment arrives at
the point of delivery, regardless of completion of on -site Test Procedure and other services
required under the contract.
4.3.9 Connection to NIBIN
This proposal assumes that the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) will
grant the Customer access to the National Integrated Ballistic Information Network (NIBIN), a
NIBIN-IBIS Data Concentrator and a NIBIN-IBIS Correlation Server. A Memorandum of
Agreement (MOA) between the two (2) agencies must be in place.
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
5 Training Program
The proposed solution includes a comprehensive multi -step training program to be delivered in
English online and at the Customer site. If the trainees are not already ATF-certified NIBIN
users, they will have to pass an ATF competency test in order to be granted access to NIBIN
by ATF.
5.1 Online Introductory Training
Upon confirmation from the Customer of the names and titles of trainees, Forensic Technology
will provide online training credentials. These credentials will allow the trainees to access two
(2) introductory online courses: Firearms 101 and Cartridge Case Triage.
These courses are introductory level, and designed for trainees who are not yet familiar with the
design/function of firearms, distinguishing features of bullets and cartridge cases, screening of
evidence collected at crime scenes, or evidence handling protocol when using an IBIS TRAX
acquisition station.
Based on their prior knowledge levels, trainees may be asked to complete one (1) or both of
these courses prior to the start of Basic User Training.
5.1.1 Firearms 101: Firearms Knowledge for the IBIS TRAX User
The purpose of this course is to give an IBIS TRAX trainee with no prior firearms knowledge a
foundation of the core terminology needed to properly classify fired cartridge case and bullet
exhibits in their IBIS database. The video presentation will cover the basics of firearm
identification in regards to firearm and ammunition function along with what markings are
transferred from the firearm to the fired cartridge case and bullet. Upon completing the tutorial
the trainee should be comfortable in recognizing exhibit features including Breech Face, Firing
Pin, Ejector, Extractor and Drag Marks on cartridge cases as well as LEAs, GEAs, Rifling Types
and Direction of Twist on bullets.
Duration: Approximately ninety (90) minutes.
5.1.2 Cartridge Case Triage
The purpose of this course is to provide trainees with basic instruction in how to sample
multiple cartridge cases submitted from a single scene to avoid replicate entries from the same
firearm. Trainees will learn to identify and understand the significance of various firearm
produced markings to help them sort through multiple fired cartridge cases such that at least
one representative cartridge case from each gun can be sampled and acquired without the need
to perform an exhaustive comparison. This training will include a lecture portion addressing
the class characteristics that are used to triage cartridge cases and discuss other firearm
produced markings that may be found on cartridge cases. It will also include practical exercises
in which the trainees will have high quality digital images of ten different cartridge cases in
each exercise and be asked to determine which cartridge cases should be grouped together.
Duration: Lecture — two (2) hours, Practical Exercises — four (4) hours.
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NOTES:
I.. The Cartridge Case Triage Course does not qualify anyone to make definitive common
source conclusions and is not designed to be performed with a comparison microscope. It
is a sampling strategy only, helping promote timely and comprehensive data collection.
If the Customer prefers to receive the Cartridge Case Triage Course onsite, a proposal can
be provided. Please contact your Forensic Technology representative for more
information.
5.2 Onsite Training
5.2.1 IBIS TRAX Basic User Training
Option
Description
Duration
1
The BRASSTRAX training will be facilitated by one (1) certified
instructor for a maximum of two (2) trainees.
Four (4)
consecutive working
days
2.
PAG800 Stereo Zoom Microscope for forensic applications
Not required due to
its ease of use
The Basic User Training is adapted to reflect the products procured by the Customer, and may
include the following topics:
• System components • Image management and analysis
• Navigation of Graphical User • Hit management
Interface (GUI) • Reports
• Case management • Data backup
• Acquisition protocols • Numerous practical exercises
• Interpretation of correlation results
Following the completion of all training, system operators are welcome to contact Forensic
Technology for post training support including access to a certified instructor (see section 7.1 for
contact information). This service is available via telephone or e-mail and for the time that the
equipment is under warranty or covered by the SafeGuard Extended Warranty and Protection
Plan.
After the Basic User Training, all users will also receive an email with the website address and
their credentials to access the e-Learning platform.
NOTE: The Customer is entitled to additional training services during the first year of the
IBIS system warranty, please refer to Section 7.7 for further details.
5.3 Post -Training Support
Once all training has been completed, trainees can continue contacting Forensic Technology's
support center which, if needed, will put them in contact with an instructor for post -training
support. This service is available via telephone or e-mail and as long as the equipment is under
warranty or covered by the SafeGuard Extended Warranty and Protection Plan.
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5.4 Equipment and Trainee Availability
During the on -site training, the equipment and the trainees must be made available to the
instructor for the required number of working days.
NOTE: If equipment and/or trainee availability is restricted for any reason and results in
the requirement for the instructor to extend his stay and/or return on -site at a later
date to complete the training, all additional expenses for the instructor pertaining to
such event(s) will be for the Customer's account.
5.5 Training Procedure
In order to maximize the training experience, the following procedure must be followed:
• The trainees must commit to attend each of the number of days of their training.
• It is expected that trainees possess basic knowledge of computers.
• At the end of the Basic User Training, the trainees' abilities will be assessed by the
instructor.
• Following the Basic User Training, trainees should begin acquiring specimens in the
workplace almost immediately in order to refine their newly learned skills and obtain high -
quality acquisitions.
5.6 User Documentation
Trainees will be given English language user documentation.
5.7 Training Policy
It is Forensic Technology's policy that all system operators be trained by a Forensic Technology
certified instructor. Failure by the Customer to adhere to this policy may void all warranties
and service agreements.
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
6 System Deployment
6.1 Pre -Routing Information
At contract award or shortly thereafter, the Customer will be asked for information in order to
accelerate and optimize the deployment process, as follows:
• Detailed consignee information (contact names, addresses and coordinates)
• Documentation requirements
• Any other pertinent information
6,2 Site Survey
The purpose of a site survey is to verify that the site(s) selected by the Customer for the
installation of the system comply with the facility requirements described in section 6.5.
Ahead of equipment shipment, Forensic Technology requires that the Customer conduct a site
survey and provide supporting documentation, including but not limited to:
• Photographs and floor plan with dimensions of the proposed location
• Confirmation of network and electrical systems
• Description of environmental factors, for example: temperature, humidity, dust free
environment, and exposure to direct sunlight
Further guidance on the site survey and supporting documentation will be provided by
Forensic Technology at contract award or shortly thereafter.
In the event the Customer does not complete the site survey and Forensic Technology needs to
send a field technician.on-site to complete the review, a fee of US$2,200 will be for the
Customer's account.
Upon completion of the site survey, Forensic Technology will either provide confirmation of
site acceptance, or will outline instructions and recommendations that the Customer needs to
carry out to ensure the site is ready to receive the system.
NOTE: If, at installation time, one or more sites do not fully meet our facility requirements,
and our technician has to return on -site or extend his visit to complete the
installation, all additional expenses (labor, travel, living, etc.) incurred by Forensic
Technology will be charged to the Customer.
6.3 Equipment Transport and Delivery
After successful factory tests, the system will be disassembled, packed and delivered to the
Customer for installation by Forensic Technology qualified personnel.
The Customer will be responsible for the following:
• Supplying suitable off-loading facilities, forklift, dolly, and other moving equipment
• Preparing the room where the equipment will be located, including the provision of
suitable electrical power and communication lines (refer to section 6.5 below)
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
• Insuring the room where the equipment will be located is air-conditioned, has a room
temperature between 15 and 30 degrees Celsius (59 to 86 degrees Fahrenheit) with a
relative humidity between 40 and 70%
• Providing access to the installation site, including access during off -hours if so required
6.4 Storage Requirements
In the event that the delivered system(s) will be kept in storage prior to installation, the storage
facility will need to meet the requirements described below.
6.4.1 Storage Facility
While in storage, Forensic Technology products must remain crated in their shipping crates.
These crates must be stored in a storage facility that is well protected against extreme weather
conditions and that has a clean and controlled environment. Extreme cold, high temperatures,
high humidity, and the presence of dust and corrosive elements in the air all affect the life
expectancy of our products.
6.4.2 Temperature
The temperature of the storage facility must be maintained between 0 and 50 degrees Celsius
(32 to 122 degrees Fahrenheit) with humidity from 30% - 60%.Temperatures that are too low
should also be avoided; temperatures lower than 0 degrees Celsius (32 degrees Fahrenheit) may
actually harm the material and shorten, rather than extend, life expectancies. Rapid temperature
changes are also undesirable as they introduce stresses.
6.4.3 Vibration
The storage facility cannot be subject to vibrations. Any vibration near our products can cause
potential damage to the mechanical and computerized systems.
6.4.4 Battery Storage
Batteries should be kept at 20°C (68°F) for optimum battery storage and at 0 to 95% non -
condensing relative humidity. It is very important to note that these batteries need to be
recharged after 4 to 6 months of storage in order to keep their life expectancy and functionality.
Batteries that fail to comply with these requirements will not be efficient when connected to the
UPS and will require replacement.
NOTE: Batteries contain heavy metals such as mercury, lead, cadmium, aiid nickel, wl;ich
•
can contaminate the environment when batteries are improperly disposed of. Please
refer' to the country regulations regarding battery disposal..
6.5 Guidelines for Installation Site
Forensic Technology will provide the Customer with the formal facility requirements document
at the start of the project.
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
6.5.1 Footprint
The Customer will need to provide a room with sufficient space to house the system
components.
The footprint required for each component is detailed below:
• BRASSTRAX Acquisition Station
The BRASSTRAX Acquisition Station can be installed on a sturdy table or desktop,
which is to be supplied by the Customer. Both the table and work desk need to be next
to each other and when combined with the operator's chair and access space require a
footprint of W91" (231 cm) x D97" (247 cm) x standard room height.
• Printer
The printer rests on a table that is to be supplied by the Customer. The table needs to be
installed next to either the BRASSTRAX Acquisition Station or the MATCHPOINT
Analysis Station. The footprint for this table would be approximately W23" (58 cm) x
D30" (76 cm) x standard room height.
• PAG800 Stereo -Zoom Microscope
The PAG800 can be installed on a table, desk or working bench supplied by the
Customer. Its footprint is approximately W12" (30 cm) x D12" (30 cm) x H18" (45 cm)
without camera.
6.5.2 Power Source Requirements
Equipment
Power Source Requirement
Circuit Breaker
RatingDissipation
Approx. Heat
(BTU Per Hour)
BRASSTRAX Acquisition Station with
computer and monitor
100 — 120 VAC 60 Hz single phase; or
220 — 240 VAC 50 Hz single phase
2000 VA
4700
Printer
100 — 120 VAC 60 Hz single phase; or
220 — 240 VAC 50 Hz single phase
1000 VA
3500
PAG800 Stereo Zoom Microscope
100 — 240 VAC 60/50 Hz single phase
Power consumption 30W maximum
n/a
6.5.3 Environment
Air conditioning is mandatory. The Customer must maintain the temperature of the room(s)
housing the system between 15 to 30 degrees Celsius (59 to 86 degrees Fahrenheit) with a
relative humidity between 40 and 70% at all times.
Forensic Technology recommends that the system be installed in a climate -controlled location
with a relatively dust -free operating environment. Carpeting is not recommended.
6.5.4 Communications Lines for Providing Remote Technical Support and
Networking IBIS Systems
The Customer will have to furnish the communications lines needed for Forensic Technology to
provide remote technical support and, if necessary, for networking with other IBIS Systems.
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
For remote technical support, the Customer must provide and maintain one dedicated
telephone line and one high-speed Internet line (see specifications below). It is also
recommended that the Customer have available one dial -up modem line to be used as a backup
link when the high-speed Internet line is non-functional. Dedicated communications lines are
required to satisfy security and bandwidth concerns.
For networking with other IBIS Systems, the same high-speed Internet line as used for remote
technical support can be employed assuming the bandwidth requirements listed below are met.
Specifications for High -Speed Internet Line
Type
(in order of
preference)
1. Direct uncontended Internet connections (e.g., El or T1 leased line to the
Internet)
2. Long range (or Metro) Ethernet
3. A spare public IP address from the customer's own corporate network
4. Business Grade SDSL (i.e., preferably with a high quality Internet service
provider (ISP) service level agreement (SLA) and not more than 10:1
contention ratio)
5. Cable
6. Satellite
7. ADSL: This is the least preferred choice that should be selected only if no
other options are available.
Service Level
Agreement
95% availability recommended to ensure optimal network performance and
high -quality service
Line Speed for
Standalone System
Minimum of 512 kbps download and upload, with contention ratio of not more
than 20:1
Line Speed for
Network of Systems
Minimum of 1 Mbps download and upload, with contention ratio of not more
than 10:1
IP Address
Fixed Public Ethernet IP address
(PPPoA can be supported if only an ATM circuit is available)
IP Address
Assignment
Statically configured or dynamically assigned (but IP address must not
change)
Grade
Business grade with support for IPsec VPN protocol
Physical Connection
Ethernet RJ-45
Other Requirements
• Provide Forensic Technology with Fixed Public IP address, Subnet Mask
value, Gateway value, and DNS address.
• The service provider equipment (e.g., modem) must not be configured
with any security (i.e., no firewall) or NAT (Network Address Translation).
• The provision of an analog, dial -up modem line is recommended. It will
be used as a backup to the high-speed internet line in case the latter
becomes non-functional.
■ Grant Forensic Technology authorization to contact the service provider
directly to resolve any technical issues that may arise with the high-
speed Internet line.
NOTE: .A.'TF will be fully responsible for procuring, furnishing and financing all
communications lines. Forensic Technology will not be liable for the lack of
technical support to the Customer due to unsuitable communications lines.
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IBIS TRAX-HD3D Budgetary Proposal for the Mianii Police Department
6.5.5 Local Area Network (LAN)
The various components of the proposed system are interconnected via a Fast Ethernet
(100Base-T) LAN. Following are the connectivity requirements:
• The maximum distance between system components on the LAN is 100 meters when
CAT 5E or CAT 6 cabling terminated with RJ-45 connectors is being used. For longer
distances, repeaters must be installed.
• If all the system components are to be installed in the same room and the length of the
LAN cable run does not exceed 30m / 100', Forensic Technology will be able to provide
the hardware, and the labor needed to set up the LAN. This labor will be limited to
performing work on Forensic Technology components.
• If there is one or more system components to be installed in the same building but at
different locations (i.e. not in the same room, floor), then Forensic Technology will
require collaboration from the Customer's local IT and building maintenance staff to
facilitate the installation. The network infrastructure should be Category 5 or 6
compliant and terminated with an RJ-45 connector. Any network point provided should
be within 2m / 79" of the component.
6.6 Installation
The installation of the system at the Customer -prepared site will be concluded within one (1)
consecutive working day.
NOTE: If Option 2 is purchased in addition with a TRAX product, our field technician will
unpack and install the PAG800 at the same time as the TRAX equipment. If Option
2 is purchased standalone, the Customer will be responsible for unpacking and
installation.
6.7 On -Site Acceptance
Following the installation of the system at the Customer site, Forensic Technology will execute a
Test Procedure. Upon the successful completion of this on -site Test Procedure, the system shall
be deemed accepted and the Customer's authorized personnel shall be required to sign the
Certificate of Conformance and Final Customer Acceptance form. The warranty commences upon the
successful completion of the on -site Test Procedure. Acceptance on -site is not to be construed as
transfer of title of ownership to the Customer, which is addressed under paragraph 4.3.8 herein.
VIM
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
7 SafeGuard Warranty and Protection
Plan
The proposed products includes a one-year, wide -coverage warranty (parts and labor) that
commences upon the successful completion of the on -site Test Procedure (refer to section 6.7),
or three months from the date of shipment, whichever comes first.
Forensic Technology's SafeGuard plan ensures that a Customer's investiiient yields exceptional
results on a consistent basis by maintaining the IBIS TRAX-HD3D system at an optimal
performance standard. The intrinsic value of SafeGuard is its time -resilient protection of the
Customer's technology investment that, in turn, results in the benefits provided by an effective
and sustainable solution.
Following the expiration of the standard warranty, Forensic Technology offers Customers its
SafeGuard Extended Warranty and Protection Plan. Forensic Technology strongly recommends
that Customers invest in SafeGuard to protect their assets in subsequent years. The contract
value of SafeGuard for the first follow-on year represents a percentage per annum of the
purchased equipment list price. Fees for subsequent years will be indexed annually.
Forensic Technology strives to achieve excellence in delivering Customer Services. Our mission
is to provide Customers with first class services that exceed industry standards for quality,
security, and Customer satisfaction. To reach this goal, Forensic Technology has become ISO
certified and models its support services on Information Technology Infrastructure Library
(ITIL) best practices. In addition, the majority of our support employees are ITIL certified.
Services Covered by SafeGuard
Our standard warranty and SafeGuard plan provides Customers with the following services:
7.1 Support Center
Forensic Technology has an international support center to serve Customers that subscribe to
SafeGuard. The support center provides:
• Customer and technical support via telephone and/or e-mail
• 24/7 telephone hot line with call-back within one (1) hour
• Dedicated toll -free telephone number (if available)
• Internet e-mail address: fti.support@ultra-ft.com
• Support resources at Forensic Technology's Web site: www.ultra-forensictechnology.com.
Calls can be placed twenty-four (24) hours a day, seven (7) days a week. If support personnel
cannot answer the call immediately, the Customer can leave a voice message and can expect a
return call within one hour.
Our first line support personnel are an excellent resource for assistance to operators with
system -related questions.
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
7.2 Technical Support
Forensic Technology provides technical support to diagnose and resolve problems.
These support tasks are performed using communication channels provided by both Forensic
Technology and the Customer in the following sequence:
1. Telephone and emails: These communication channels work for simple incidents where
Forensic Technology can guide the user through the solution that does not require a Support
Specialist to connect to the site.
2. Remote support: This method is used in the vast majority of cases to ensure a quick incident
resolution by using a connection to the Customer site using the Customer provided support
communication lines. Remote support has the added benefit that incident resolution can be
pursued 24/7 by Forensic Technology support personnel, assisted by product experts and
developers upon requirement.
3. On -site diagnosis visit: If telephone, email or remote support (please refer to Standard
Terms section 7.14.4) cannot complete the diagnosis and solve the incident, Forensic
Technology may dispatch the appropriate resource to the Customer site.
4. On -site repair visit: If an on -site repair visit is deemed necessary following the diagnosis,
Forensic Technology will send spare parts and dispatch a certified Field Technician to the
Customer site. In certain cases, a follow-up visit with spare parts may be required to
complete full resolution. After the site visit, a Work Order Summary Report, outlining the
activities performed by the Field Technician while on -site, will be sent to the Customer.
NOTE: For the PAG800, no on -site remedial visits are available. Support will be offered
remotely, and the equipment would be returned to Forensic Technology for any
required repair.
The time for service rendered is directly proportional to the existence and quality of the support
communication line installed on -site. Forensic Technology can only provide timely and diligent
service of its products (diagnostics, repairs, software upgrades, software patches, etc.) with the
presence of recommended and functional support communication lines.
For each incident, Forensic Technology will provide the Customer the estimated time to resolve
the incident and keep the Customer apprised of the progress. Whenever possible, a temporary
solution will be provided. Forensic Technology is committed to sending replacement parts
and/or dispatching a Field Technician in a timely manner.
7.2.1 Assistance with Custom Report Templates
The IBIS TRAX system includes a set of standard report templates. It also includes the
functionality for users to generate their own customized report templates based on a variety of
parameters. Should users require guidance beyond their basic training our support specialists
will provide expert technical assistance over the phone to help create customized report
templates.
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
7.3 Proactive Support Services
To maximize system availability, and as part of our process to continually improve services
offered to our Customers, Forensic Technology offers proactive support services for monitoring,
in real-time, system properties and for collecting configuration data using the Host Monitoring
application. Subscribing to these services will enable the system to provide our support
personnel with information about the following system properties and functions:
• Computer:
o CPU usage
o Percentage of free disk space
o Percentage of free memory
o Uptime
• Database uptime
• Backup success
When one or more of the above items deviate from the normal specification, the Host
Monitoring system will automatically send a message to Forensic Technology's Global
Customer Services, who will then begin taking corrective action. Proactive support services give
Forensic Technology the opportunity to identify and address computer issues and sometimes
even before any impact is perceived by the user.
Another advantage of proactive support services is it allows Forensic Technology to keep
system configuration data up-to-date, meaning it can deploy software upgrades to the
Customer faster and speed up hardware and software repairs work.
The use of proactive support services has no impact on the normal operation of IBIS TRAX
systems.
In all cases, whether to perform software upgrades, troubleshooting, system configuration
and/or proactive support services, Forensic Technology will always first communicate with the
Customer to request permission prior to performing any actions on the IBIS TRAX system.
Customers already subscribing to this service will continue to receive the benefits and, for those
who do not wish to participate, this service will not be enabled on their IBIS TRAX system(s).
NOTE: Proactive support services are not yet available on NNIIBIN. Once approved by ATF,
these services will be enabled on all IBIS TRAX systems connected to NIBIN.
7.3.1 NIBIN Maintenance Window for Proactive Support Services
A maintenance window is a period prearranged between Forensic Technology and the
Customer whereby Forensic Technology can perform maintenance on the IBIS TRAX system. A
maintenance window is outside the Customer's working hours, thus permitting Forensic
Technology to deliver its services without the Customer experiencing system downtime.
Customers can establish, suspend or revoke a maintenance window at any time by simply
contacting Support.
Our Reference #: S-05961, Rev. 03 September 28, 2018 21
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
7.4 Replacement of Defective Hardware
Forensic Technology will be responsible for the replacement of defective hardware and any
shipping costs. This replacement will be .installed by a certified Field Technician. Shipping
charges for the replacement hardware will be paid for by Forensic Technology. Any products or
components replaced or repaired will be warranted by Forensic Technology for the balance of
the Warranty or SafeGuard period.
NOTE:Any and all such replacements or repairs necessitated by the fault of the use of
power sources supplied by others, or by attack and deterioration under unsuitable
environmental conditions, or Customer inappropriate use or negligence, shall be for
the account of the Customer. Forensic Technology shall not be obliged to pay any
costs or charges including "back charges" incurred by the Customer or any other
party except as may be agreed upon in writing in advance by Forensic Technology.
The cost of demonstrating the need to diagnose such defects at the Customer site, if
required, shall be for the account of the Customer.
7.5 Preventive Maintenance Visit
Forensic Technology will perform a preventive maintenance visit every twenty-four (24)
months to ensure the system continues to rum at optimal performance. During this visit, the
Field Technician will inspect, clean, lubricate, and adjust the system, and will perform visual
and functional verifications. The Field Technician will also take note of any worn parts that
require replacement, either immediately or during a subsequent site visit.
7.6 e-Learning
A web -based e-Learning platform is now available to all our users. This platfount includes step-
by-step training modules, user documentation, training presentations, videos and quick
reference guides. Prior to the Basic User Training, all trainees will receive an email with the
website address and their credentials to access the e-Learning platform.
7.7 Coaching
Forensic Technology strives to offer its Customers the best possible ballistics identification
solution along with ongoing support and maintenance services. Experience has shown that
maintaining and refining Customer skills and abilities with the operation of IBIS TRAX systems
such as receiving updates on new functions and features, or learning about new acquisition and
analysis techniques ultimately results in the Customer reaping the most from their investment.
With this objective in mind, Forensic Technology offers its Customers coaching sessions that can
be delivered remotely or on site, depending on the availability of both the Customer and
training resources. Forensic Technology's senior certified instructors will establish the coaching
requirements with each Customer and deliver the coaching sessions.
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IBIS TRAX-HD3D Budgetanj Proposal for the Miami Police Department
NOTES:
1. One (1) day of coaching is included for each type of IBIS TRAX acquisition and analysis
equipment, regardless of how many units are in operation at the site.
2. Unused coaching sessions cannot be cumulated or transferred.
Coaching sessions are designed for users having previously accomplished the Basic User
Training and regularly work with IBIS TRAX system.
Customers are welcome to contact Forensic Technology's support center (see section 7.1 for
contact information) to request and schedule Coaching assistance. This service is available for
the time that the equipment is under warranty or covered by the SafeGuard Extended Warranty
and Protection.
The coaching session will address the following topics:
• Assessment of user's acquisition and analysis techniques
• Assessment of existing data entries
• Review of acquisition protocols
• Coaching on specific tasks and functions
• Introduction of new functionalities
• Review of the training material available to the user both on the IBIS TRAX systems and on
the e-Learning platform
7,8 Correction of IBIS Application Errors (Software Bugs)
If the Customer detects and reports an application error (software bug) to our support center,
an incident will be created with our Software Development department for evaluation and
resolution. The committed turnaround time for a resolution is dependent upon the impact that
the application error has on the Customer's operations. Regardless of the turnaround time, the
Customer will be provided with a temporary workaround solution to return to normal
operation as fast as possible, while a permanent fix is being developed.
For a major problem (one that seriously reduces the performance and normal operation of the
system), a hotfix will be implemented on the system as soon as Forensic Technology engineers
devise a solution to the problem. For a minor problem (one that does not severely affect the
normal operation of the system), the issue will be addressed and a solution will be implemented
in a future software release.
7.9 Software Upgrades
By participating in our SafeGuard plan, the Customer's initial software investment is
guaranteed to evolve over time. With SafeGuard, the IBIS application software will be
upgraded to reflect the new features and functionalities that have been researched and
developed by our dedicated team of scientists, product developers, and law enforcement
experts. Software upgrades also address the life cycle management of third -party software
including operating systems, database management, and backup software. However, Forensic
Technology will upgrade the third -party software supplied with the system only if it deemed
absolutely necessary to maintain the system current within a licensed version.
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IBIS TRAX-IID3D Budgetary Proposal for the Miami Police Department
7.9.1 Deployment of Software Upgrades
Software upgrades may be released as a service pack update or as part of a major software
version release. After receiving approval from the Customer, Forensic Technology will deploy
the software upgrade either using the traditional manual remote method or using the new
Automated Software Deployment System. The latter will accelerate deployments and reduce
system downtime by:
• Verifying computer hardware requirements
• Uploading software packages in the background and off hours
• Performing automated software upgrades on multiple IBIS workstations simultaneously
• Performing automated software upgrades during off -work hours
Regardless of the deployment method used, software upgrades are deployed using the system's
support communication line. Only sites with the recommended support communication lines
and required quality of service can have their software upgraded.
NOTE: For IBIS Systems connected to NIBIN, all software upgrades, service packs and
patches must be approved by ATF prior to their deployment and will be deployed
according to the NIBIN approved schedule.
7.9.2 Minor Hardware Upgrades
Prior to the deployment of a software upgrade, Forensic Technology will evaluate the capacity
of each system computer and, if necessary, will upgrade the random-access memory (RAM)
and/or hard disk drive. These upgrades will ensure that the new IBIS application software
continues to run optimally on the computer. The decision to perform a minor hardware
upgrade on a given computer is at the sole discretion of Forensic Technology.
NOTE: For IBIS Systems connected to NIBIN, all hardware upgrades required as a resul
a mandatory software upgrade by ATF will be for the Customer's account.
7.9.3 Backward Compatibility with existing data
Software upgrades and corrections will provide for backward compatibility with existing data
acquired with previous TRAX software versions. Backward compatibility does not apply to the
introduction of new products, significantly different technology or between systems operating
with different software versions.
7.9.4 User Documentation
Should a software upgrade require modifications to the documentation, Forensic Technology
will amend the user documentation at no extra cost. The documentation is available both on the
IBIS TRAX systems and on the e-Learning platform. Additional copies can be made available in
PDF format at no extra cost or in printed format at a nominal cost.
7.10 Customer Care Program
Forensic Technology cares about the impact its products and services have on the mission -
critical work of its Customers. Forensic Technology has therefore instituted the Customer Care
Program to foster the work relationship between professionals through timely, proactive
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
communications. Forensic Technology wishes to understand the Customer's environment and
constraints to enable swift actions to optimize the Customer's usage of IBIS TRAX products.
During a site visit or telephone call, a senior Forensic Technology representative will speak with
user(s) about their experience with the system, support activities, workflow processes, existing
and upcoming features, and other topics of interest.
In addition, Forensic Technology will send a Customer Satisfaction survey to users that
contacted the Support Center. This survey is an important tool for Forensic Technology to
measure customer satisfaction and establish priorities in our continuous improvement process.
7.11 Annual Status Report
During the year, Forensic Technology carries out many activities with users and on their
system. Forensic Technology tracks all of these activities with its incident management
database, which enables Forensic Technology to generate and submit the Annual Status Report
to the Customer.
This report documents all activities within the last twelve (12) months and is made available to
the Customer in PDF format. The report documents activities related to the Customer IBIS
TRAX systems: incident management, replacements parts, on -site visits, remote (Host
Monitoring) and on -site preventive maintenance activities, software upgrades, coaching and
new user training, Customer Care activities, and other events.
7.12 Travel and Living Expenses
Travel and living expenses of Forensic Technology personnel are for the account of Forensic
Technology when they are related to the delivery of services included with the SafeGuard plan.
7.13 Advanced Security
When a system or network of systems is equipped with the IBIS Advanced Security Option,
Forensic Technology performs a series of regularly scheduled services to ensure the system or
systems are fully compliant and up-to-date with the security requirements. Package may
include:
• Centralized User management (IBIS Domain)
• Domain controller security policies
• User account management as users are added and/or removed
• Update of OS security patches
• Centralized antivirus management
• Vulnerability management, including running scans, reviewing results and writing reports
• Collection and archive of security audit logs
NOTE: For IBIS Systems connected to NIBIN, account management is centralized and
controlled by A'TF. All requests for account charges must be approved by ATF prior:
to Anmplementatiorm.
Our Reference #: S-05961, Rev. 03
September 28, 2018
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
7.14 SafeGuard Specific Terms
7.14.1 Exclusions
The Customer is responsible for the cost of any repairs required due to the abuse or misuse of
the system's software and/or hardware by the Customer. This includes:
• Any damage caused by failure of the Customer to reasonably maintain the hardware and
software, including but not limited to, insufficient cooling, and loss of documentation or of
supplied media.
• Any damage caused by the addition of unauthorized hardware components and/or software
applications to the system.
In such cases, Forensic Technology reserves the right to void any outstanding warranty or
SafeGuard agreement. Furthermore, Forensic Technology does not guarantee that any
corrective action taken following system abuse or misuse will assure the integrity of the user
data.
7.14.2 Discontinuation of SafeGuard
In the event that the Customer opts out of SafeGuard by early termination or at the end of the
term and if, in the future, the Customer then wishes to reinstate SafeGuard, a reactivation fee
will apply and the Customer will be responsible for any costs required to upgrade the installed
technology to the current supported baseline.
7.14.3 Availability Commitment
Forensic Technology commits to the supply of spare parts for a period of seven (7) years from
installation of the equipment. If a defective component cannot be replaced due to
discontinuation by its manufacturer, Forensic Technology will make the utmost effort to
propose an alternate solution.
7.14.4 Customer -Supplied Communication Lines
The maintenance and furnishing of necessary communication lines, whether within varied
network topologies (inter -site communication lines) or other, will be the responsibility and duty
of the ATF in the case of IBIS systems connected to NIBIN.
The time for service rendered is directly proportional to the existence and quality of the service
communication line installed on -site. Forensic Technology can only provide timely and diligent
service (diagnostics, repairs, software upgrades, software patches, etc.) with the presence of
recommended and functional service communication lines. Without an optimal service
communication line, Forensic Technology will not be able to deliver services effectively.
Forensic Technology is not responsible for non-functional communication lines due to any
reason other than a system -related problem. Forensic Technology may have to charge the
Customer for any service calls caused by non -compliant communication lines.
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Department
7.15 Optional Services
A quotation can be provided for the following, which are not included in the standard services
offered with SafeGuard:
• Creation of IBIS TRAX Custom Report Templates
• Change to Customer -Supplied Communication Lines
• Customer Requested Data Transfer
• System Relocation
• Replenishment of Consumables
• Hardware Upgrades
• Project management activities
Please contact your Sales Representative for additional information.
Our Reference #: S-05961, Rev. 03
September 28, 2018 27
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IBIS TRAX-HD3D Budgetary Proposal for the Minini Police Department
8 Other Terms of Business
8.1 Arbitration
In the event of any dispute, claim, question, or disagreement arising from or relating to the
contract resulting from this proposal or the breach thereof, the parties hereto shall use their best
efforts to settle the dispute, claim, question, or disagreement. To this effect, they shall consult
and negotiate with each other in good faith and, recognizing their mutual interests, attempt to
reach a just and equitable solution satisfactory to both parties. If they do not reach such solution
within a period of 60 days, then, upon notice by either party to the other, all disputes, claims,
questions, or differences shall be finally settled by arbitration under UNCITRAL rules, at a
neutral venue and under applicable law to both parties.
8.2 Limitation of Liability
Except as may be prohibited by applicable local law, in no event shall Forensic Technology be
liable for any special, incidental, indirect, or consequential damages whatsoever (including,
without limitation, damages for loss of business profits, business interruption, loss of business
information, or any other pecuniary loss) arising out of the use of or inability to use the software
or the delivery or failure to deliver support services, even if Forensic Technology has been
advised of the possibility of such damages and the Customer agrees to indemnify and hold
Forensic Technology harmless in such events.
8.3 Termination for Convenience
Upon written notice to that effect from the Customer, should any contract resulting from this
proposal be terminated for the convenience of the Customer, Forensic Technology shall be
entitled to compensation from the Customer, as follows:
• If the termination notice is received prior to the equipment being packed at the factory, the
Customer shall pay Forensic Technology 35% of the total value of the contract, as well as
any costs incurred to put in place and cancel any bonds or other sureties required by the
Customer.
• If the termination notice is received after the equipment is packed and/or shipped, but
prior to installation at the Customer's site, the Customer shall pay Forensic Technology
75% of the value of the contract. In addition, the customer will also reimburse Forensic
Technology for the costs of crating and shipping the equipment to the Customer's site and
back to Forensic Technology, as well as any costs incurred to put in place and cancel any
bonds or other sureties required by the Customer.
The contract cannot be terminated once the equipment is installed at the Customer's site.
8.4 Force Majeure
Forensic Technology shall not be liable for any delay or failure to perform any of its obligations
hereunder due to causes beyond its control and without its fault or negligence. Such causes
shall be deemed to include, but not be limited to: acts of God or the public enemy; national
emergencies, war, civil disturbances, insurrection or riot; strikes, lockouts, or any other
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IBIS TRAX-HD3D Budgetary Proposal for the Miami Police Departnient
industrial disputes; fire, explosion, flood, earthquake or other catastrophes; energy shortages;
serious accident, epidemic or quarantine restriction; embargoes, allocations necessitated by
material shortages, delays in deliveries by Forensic Technology's suppliers or subcontractors, or
failure of transportation; or any law, order, regulation, direction or request of any government
which have effect on this contract.
8.5 Software License Agreement
Use of the IBIS equipment is subject to a software license agreement, which resides on the
machine, and that the users are required to accept prior to having access to the system. License
fees for all software provided with the system are included in the initial purchase price, and are
included in any subsequent SafeGuard charges.
Our Reference #: S-05961, Rev. 03 September 28, 2018 29
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FORENSIC
TECHNOLOGY
December 27, 2018
Richard D. McLaren
Senior Procurement Contracting Officer
City of Miami Procurement Department
444 SW 2nd Ave, 6th Floor
Miami, FL 33130
Subject: Sole Source Letter
Dear Mr. McLaren:
Ultra Electronics
Forensic Technology, Inc.
7975, 114th Avenue, North
Largo, FL
33773-5028
USA
Tel +1 727 826 7235
Fax +1 727 826 7254
Support +1 866 384 4247
www.ultra-forensictechnologv.com
The IBISTRAX-HD3D products use the IBISTRAX-HD3D technology, encompassing a number
of patents protected in the United States and throughout the world. As such, manufacturing and
servicing these products require access to proprietary, commercially -sensitive information that is
only usable by those employees of Ultra Electronics Forensic Technology Inc. (hereinafter
referred to as Forensic Technology), who have been duly authorized and trained to do so.
Consequently, Forensic Technology is the only company that can provide their proprietary
products, IBIS, IBISTRAX-HD3D (BRASSTRAX-3D Acquisition Station and BULLETTRAX-3D
Acquisition Station), MATCHPOINT, MATCHPOINT+ and Data Concentrator hardware and
software, as well as maintenance, upgrades and service, including data migration, moving and
training services pertaining thereto. Furthermore, IBISTRAX-3D and IBISTRAX-HD3D, currently
in use in the United States under the ATF NIBIN program, is the only technology that will work
on the NIBIN Network, as other technologies are not compatible with the NIBIN Network.
Sincerely,
James Needles
Manager, Forensic Intelligence Strategy - North America
02018 Ultra Electronics Forensic Technology Inc.
All rights reserved.
MARKET RESEARCH
Contract No.: 17-18-059
Current Term: N/A
Expiration Date: N/A
Title: Integrated Ballistics Identification System
Recommendation:
I Sole Source Contract
n Solicit Competition
❑ Access Contract
❑ Other
Procurement Contracting Officer:
Richard McLaren
Background:
The City of Miami's Department of Procurement ("Procurement") has been asked to provide Market Research
for Integrated Ballistics Identification System ("IBIS"). The IBIS provides a single system capable of
comparing both types of ballistic evidence found at crime scenes. This integrated and automated imaging
system permits a technician to enter and review large numbers of fired bullets and expended cartridge cases
and cross-reference hits made from each system for examination by a firearms examiner. Statistics collected
by Bureau of Alcohol, Tobacco, Firearms and Explosives ("ATF")'s National Tracing Center ("NTC") indicate
that revolvers and semiautomatic firearms are traced with nearly equal frequency by law enforcement
agencies.
The IBIS consists of two separate workstations (Data Acquisition Station and an Image Analysis Station).
These stations operate independently. The system is designed to be operated by a technician with no
previous computer experience. The firearms examiner's only contact with the system can be after all the data
has been entered and correlated.
Research Conducted:
Market research was conducted by Procurement, and it was determined Forensic Technology Inc.("FTI"),
located in Largo, Florida is the only manufacturer for this device. Utilizing IBIS technology, BrassTRAX is a
highly -automated desktop acquisition station that collects images of fired cartridge cases and forwards them
to be searched against the National Integrated Ballistics Information (NIBIN) database. FTI is the developer
of the algorithm used by the NIBIN system and the only vendor who can provide the essential equipment
maintenance under FTI's warranty plan to keep all items in the highest operating condition and to ensure all
current upgrades are processed. These systems are proprietary, and FTI owns all rights.
Procurement conducted market research of several municipalities to see if they were utilizing the IBIS, and
if so, how did they acquire and maintain them. Results are as follows:
Florida Department of Law Enforcement ("FDLE"): The FDLE's crime laboratories purchased the IBIS
BRASSTRAX, MATCHPOINT, and Data Concentrator in June 2011. FDLE into a Single Source Contract
with FTI in 2016, for the provision of annual maintenance, warranty protection and upgrades for IBIS
BRASSTRAX Acquisition Stations, MATCHPOINT and Data Concentrator Systems
Jacksonville Sheriff's Office ("JSO"): JSO acquired IBIS TRAX-HD3D in 2017, through Single Source
Contract with FTI. The IBIS TRAX-HD3D includes Brasstrax acquisition Station, Matchpoint Analysis Station,
and PAG800 Stereo Zoom Microscope. The initial cost was approximately $231,863.00 and include site
survey, installation and commissioning, on -site training for 2 students, one-year warranty, shipping and
installer and instructor's travel expenses. Plus 24-hour technical support.
City of Jacksonville FL ("Jacksonville"): Jacksonville into in a Sole Source agreement with FTI for the
purchase of IBIS TRAX-HD3D with include Brasstrax acquisition Station, Matchpoint Analysis Station and
Stereo Zoom Microscope. Jacksonville spent $225,832.00 with the purchase of IBIS TRAX-HD3D that
includes one-year warranty covering parts, labor and software upgrades, on -site installation and start-up by
the technicians and on -site training of system users, technical hotline, 24 hours a day, 7 days a week, travel
and living expenses for the installer and instructor and shipping charges DDP Customer Premises.
Comparable Contracts:
As noted above, all are Sole Sources.
Recommendation:
The municipalities mentioned above purchased the Integrated Ballistics Identification System ("IBIS") as a
Sole Source and did not procure the services through a competitive solicitation process. Award of this Sole
Source contract will ensure purchase IBIS TRAX-HD3D System which enables the sharing and comparison
of significant quantities of types of ballistic evidence found at crime scenes and contributes to the
investigation process by helping experts solve more firearm -related crimes. It is recommended that the City
enter into a sole source agreement with Ultra Electronics Forensic Technology, Inc. to allow for the purchase
of IBIS TRAX-HD3D System, on an as -needed basis.
Procurement Contracting 0 c
Procurement Manager:
Director/Asst. Director:
Date: Jeff
Date: /2 2O/t
Date: ! I I G ( �``