Kent County Circuit Court Fleet Dash Cams and GPS Tracking System

PURCHASING DIVISION
Joni Laming, Manager
(616) 632-7720
purchasing@kentcountymi.gov
SOLICITATION
Solicitation Type Request for Proposal (RFP)
Solicitation Number 6497
Description Kent County Circuit Court Fleet Camera Recording and GPS
Tracking System
Date of Issuance 4/8/2026
Inquiries Deadline Date & Time (local) 4/20/2026, 2 PM
Due Date & Time (local) 4/22/2026, 2 PM
Pre-Submission Conference Yes: Non-Mandatory Teleconference (attendance
recommended & pre-registration required)
Conference Date & Time (local) 4/15/2026 8:30 AM
Buyer Name LaBudde
INTRODUCTION
The Kent County Purchasing Division is soliciting proposals for an in-car video recording system (dash
cam) and GPS tracking system. These systems will be used in a minimum of ten (10) Kent County Circuit
Court Fleet vehicles.
The addition of the cameras and tracking system will enhance documentation accuracy for Child Care
Fund (CCF) reimbursement, enable automated vehicle mileage tracking and diagnostics, ensure
consistent documentation across probation and youth services, support liability management, HR
inquiries, and incident investigations, along with improving youth transportation safety.
SCOPE
The scope of this document is limited to the minimum specifications required for implementing an in-car
camera system that will be used for recording events occurring in and around the vehicle.
General Mobile Video System Specifications
* GPS tracking with real-time and historical route logs.
* Dash cams with forward-facing and rear-facing video coverage.
* Driver identification via fobs or system user login.
* Alert features including but not limited to speeding, geofencing, hard braking, and distracted
driving.
* Cloud or SD card video storage; minimum 30-day video retention.
Page 1 of 6

* The camera recording system shall operate within a range of temperatures, applicable to the
climate in West Michigan.
* The camera recording system shall be equipped with auto focus, automatic exposure, and
automatic white balance.
* The camera recording system shall have a backlight compensation setting.
* The camera system shall provide an acceptable field of view, pertaining to width and distance
appropriate to capture an event in close proximity to the vehicle.
* The system shall be able to record without the image being displayed.
Reporting and Documentation Features
* Automated monthly mileage reports by vehicle, driver, and date.
* Exportable reports acceptable for CCF-207 documentation.
o CCF-207 is the State of Michigan Child Care Fund reporting form used by counties to
document and seek reimbursement for eligible direct care costs, including mileage
incurred to support transportation of youth for approved services.
* Compatible with Outlook calendar usage and YouthCenter case notes.
* Integration options with Fleet Management, HR, and case documentation systems.
* Ability to extract videos and tracking data for HR or legal purposes.
Installation, Power, and Equipment
* Installation by Kent County Fleet Department preferred.
o Provide instructions for installation for Fleet Services Staff (Include pricing for installer
training for Fleet Services Staff).
* Systems are powered directly by vehicle; no charging required.
* System must not drain vehicle battery when parked (preferred - system activates when vehicle
moves regardless of login status and shuts off when parked).
* SD card storage removable using vendor provided tool.
* Equipment installed includes forward-facing, rear-facing cameras, and trackers.
Camera recording system shall provide the following controls:
* Power on and off (preferred system activates when vehicle moves and shuts off when parked
regardless of login status)
* Play
* Record start
* Fast forward
* Rewind
* Stop
* Pause
* Zoom in/out
* Auto focus on/off
* Backlight compensation
* Manual focus
Camera recording system shall provide the following indicators:
Page 2 of 6

* System power
* Media inserted and operational with remaining capacity/time available
* Recording
* Fast forward
* Rewind
* Stop
* Time counter
Vehicle system electric conditions:
* The camera recording system shall be protected from damage due to input voltage, reverse
polarity, and electrical transients that may be encountered.
* Loss of operating power or disconnecting from the vehicle battery shall not result in a system
requiring reprogramming.
* Sudden loss of power shall not cause loss of any digital media evidence previously recorded and
written to storage.
* System shall continue to record using its own battery for up to 30 minutes without input voltage
from the vehicle.
Security Features:
* The camera recording system shall have the capability to restrict access to the programming
functions including but not limited to time/date features.
* The camera recording system shall have the capability of preventing the user from erasing,
altering, and/or recording over previously recorded information from either inside the vehicle or
at the recording device controls.
* Time stamping of digital multimedia evidence elements shall be consistent with all system
components. The system must be capable of interfacing with a time synchronized server.
* The digital multimedia evidence (DME) or removable media containing the Digital multimedia
evidence, shall indicate either the ID numbers of the operator assigned when the video was
captured, or the vehicle ID in which the video was recorded.
Storage and transfer of DME:
The system must have a storage solution that facilitates the removal of DME from the vehicle. The types
of storage solutions that will be considered are:
* Hard Drive
* Flash Media
* SD Card
Additional Requirements
* All mobile video systems should be of industrial/commercial grade and in full production. No
prototype models will be considered for testing.
* The vendor must have experience in manufacturing and supporting such systems to include
provisions for parts and service needed.
Page 3 of 6

* The proposed recording system must support video recording or export to formats
compatible with standard media players. Recorded video must include court-acceptable
digital time/date stamps and forensic-level watermarks to prove the video was not altered.
Kent County will award and contract for the goods and services in this Solicitation in an efficient and
timely manner. In no event will notification of award be more than 45 days from the date of submission.
The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County
Purchasing Division website are incorporated by reference and shall be deemed to have the same force
and effect as if fully set forth herein.
INQUIRIES
Any and all communication regarding this Solicitation shall be on the Kent County Purchasing Division
Inquiry Blog via the Bid Opportunities page or during pre-proposal meetings. Kent County reserves the
right to determine the response format or not respond, at its sole discretion.
DELIVERY DATE WARRANTY
Respondent, at time of submission, shall in good faith quote a delivery date after full and careful
consideration of materials, production schedules, labor availability and other relevant factors.
Respondent shall notify Kent County Purchasing in writing within (10) business days of purchase order
receipt if the confirmed delivery date is later than the quoted delivery date. The County reserves the
right to either accept the confirmed delivery or cancel the purchase order. Respondent acknowledges
that any agreement pursuant to this solicitation is in reliance upon Respondent's confirmation of
delivery. Respondent may incur liquidated damages if delivery is more than (15) business days from the
confirmed delivery date.
PRE-SUBMISSION TELECONFERENCE
A pre-submission conference is scheduled for this Solicitation. Conference registration is located here .
Registration closes 12 hour before the conference scheduled date and time. Attendee should join the
conference a minimum of 5 minutes before the conference is scheduled to commence. Late attendees
may not be admitted.
The conference provides attendees equal opportunity to seek clarifications regarding this Solicitation.
Failure to attend the pre-submission conference may result in rejection of non-attendee inquiries. Each
Respondent will be given the opportunity to ask questions and is responsible for taking meeting notes.
One person from the Respondent should be designated to ask questions when prompted by the
meeting host for teleconference meetings. All additional attendees should remain muted. Attendees
must fully review all Solicitation documents and correspondence prior to the conference. Attendee shall
be an employee or authorized reseller of the Respondent with requisite knowledge, skills, and abilities to
participate.
Page 4 of 6

Attendee assumes all risks, costs, and expenses, including technological difficulties, associated with
meeting attendance. Attendee may not screenshot or record any part of the meeting including the
audio. An attendee requiring special services is asked to provide requirements to the Kent County
Purchasing Division at least 48 hours in advance to allow for accommodations.
WARRANTY
All goods shall consist of the original manufacturer warranty in addition to any other warranties specified
in this Solicitation. Respondent shall execute all documents necessary to transfer applicable express
warranties to Kent County. The Respondent shall not disclaim any warranty recognized by Michigan law
including the Warranty of Merchantability or the warranty of Fitness for a Particular Purpose.
REQUEST FOR PROPOSAL SUBMISSION
Complete submissions must be received in the Kent County Purchasing Division on or before the due
date/time specified by the designated clock (local time). Late, faxed, or emailed submissions will NOT be
considered.
Submissions may be submitted electronically on the Bid Opportunities page of the Kent County
Purchasing Division's website. Respondent must include a complete proposal as 1 non-password
protected PDF document.
The time required to upload a submission may vary. Respondent assumes all risks associated with
electronic submission, including technological difficulties, and deems the County and its service provider
harmless and without fault. Successful electronic submissions are confirmed via Respondent's email.
Respondent shall view the link in the confirmation email to determine accuracy prior to due date/time.
Submissions must be in the format outlined below:
Executive Summary - One (1) page maximum
Summarize the Respondent's strong points and how experience, particularly with similar responsibilities,
will benefit the stakeholders.
Business Organization - One (1) page maximum
State the full names, addresses, phone numbers, emails, and websites of any parties and their
prospective roles.
Recommendation - Ten (10) pages maximum
Provide a recommendation focusing on the technical specification. Emphasize clarity and detail. Sales
and Marketing material will not be used to determine the award.
Timeline & Expectations - Two (2) pages maximum
Page 5 of 6

Provide a timeline to implement the recommendation efficiently and effectively with emphasis on key
deliverables and milestones. Disclose necessary County resources, staffing and/or other requirements to
implement each phase of the recommendation.
Pricing Methodology - Two (2) pages maximum
Provide a detailed pricing methodology for an all-inclusive, implemented recommendation including
payment terms, unit costs, billable costs, and all other expenses.
Project Staffing - One (1) page maximum plus resumes
Provide a chart with the staff committed to the recommendation. Show lines of authority and provide a
brief role description with responsibilities as they relate to the recommendation. Include only relevant
resumes.
References - One (1) page maximum
Provide 3 relevant references, preferably for projects of similar scope and complexity. Include the
organization, contact person, current telephone number, email address, description, and dates of service
and total cost. Do not include any current/past Kent County employees as a reference.
Contract - Unlimited
Provide any contract and/or applicable agreements Kent County may be asked to sign. Kent County
reserves the right to present its own contract.
Page number maximums are strongly recommended but not compulsorily disqualifying. Kent County is
not liable for costs incurred prior to award. A submission constitutes an irrevocable offer for a period of
45 days from the due date/time. In the event the notification of award is not made within 45 days from
the due date/time, the Respondent may withdraw or provide a written extension of their submission.
Submissions may only be withdrawn by written request if the request is received before the due
date/time. Withdrawals after opening shall be subject to Kent County Fiscal Policy - Centralized
Purchasing 5(i)(2).
NO BID
Please provide feedback if you are electing not to participate in this Solicitation.
Page 6 of 6