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HomeMy WebLinkAboutRFP - P810 TRAFFIC CAMERA SYSTEMCity of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS TRAFFIC CAMERA SYSTEM Proposal Number P-810 The City of Fort Collins is seeking proposals from . The City of Fort Collins is requesting proposals from firms for a traffic camera system, including a vehicle -mounted radar/camera unit, camera systems located in conjunction with traffic lights, and a citation processing system. The successful bidder must supply all needed equipment and operate the citation system in cooperation with the City. Four (4) written proposals will be received at the City of Fort Collins' Purchasing Division, 215 N. Mason Street, 2nd floor Fort Collins, Colorado 80524. Proposals must be received before 2:00 p.m. (our clock), November 1, 2001. Proposal No. P-810. Questions concerning the scope of the project should be directed to the Project Manager, Lt. Gary Perman, (970) 221-6555. Questions regarding proposal submittals or process should be directed to Keith I. Ashby, CPPO, Buyer, (970) 416-2191. A copy of the Proposal may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30810. (The proposal number must be preceded by a 30 when using the Fax -line.) 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcgov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. 215 North Mason Street - 2nd Floor - PO. Box 580 - Fort Collins, CO 80522-0580 - (970) 221-6775 - FAX (970) 221-6707 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". W ITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of _ (_) page[s], and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of _ (_) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed -upon in a writing signed by the parties. 4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. 4. Contract Period. [Option 2] This Agreement shall commence 2000, and shall continue in full force and effect until , 2000, unless sooner terminated as herein SA 10/97 provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed (_) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. [Early Termination clause here as an option. 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Service Provider: In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. SA 10/97 2 7. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Dollars ($ ) [Option Cost Breakdown is attached Exhibit "C"] 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 12. Warranty. (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all SA 10/97 3 workmanship shall be acceptable to City (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non - defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death SA 10/97 4 ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management [Insert Corporation's name] or [Insert Partnership name] or [Insert individual's name] Doing business as _[insert name of business] By: PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: (Corporate Seal) CORPORATE SECRETARY SA 10/97 EXHIBIT B INSURANCE REQUIREMENTS The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement" "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. SA 10/97 The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, Jame B. O'Neill II, CPPO, FNIGP Dire or of Purchasing &Risk Management GENERAL DESCRIPTION The City of Fort Collins is soliciting proposals for a traffic camera system, including a vehicle - mounted radar/camera unit, camera systems located in conjunction with traffic lights, and a citation processing system. The successful bidder must supply all needed equipment and operate the citation system in cooperation with the City. BACKGROUND In 1997 the General Assembly enacted S1397-36, which restricted the use of camera radar in several respects. The most important of these restrictions were, setting the maximum fine to $40.00 and limiting how cities can compensate vendors providing such services. Currently the fines are assessed as follows: Camera Radar Violation: MPH Over Limit 1-24 $40.00 no points 25-39 $100.00 points involved 40-plus $500.00 points involved Camera Radar Violation: Construction or School Zone MPH Over Limit 1-24 $80.00 points involved 25-39 $200.00 points involved 40-plus $1,000.00 points involved Red Light Camera Violation: $75.00 no points 3 PROPOSAL SUBMITTAL The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. Firms submitting proposals shall submit four (4) copies of the proposal with the following information: 1) Vendor information, to include years in business, and the number of traffic camera systems placed in the last five years. 2) The names and locations of representatives who shall be responsible for assisting the City of Fort Collins. 3) Complete technical specifications. 4) Description of how company is to be paid for traffic camera services and equipment. Proposed equipment replacement schedule, including vehicles, cameras, and radar. 5) Five public entities, which are currently using your traffic camera system, as references. The proposal must be signed by a duly authorized representative of the firm submitting the proposal. The signature shall include the title of the individual signing the proposal. 6) A current "company reviewed" Financial Statement. DEMONSTRATIONS Demonstration of the system being proposed may be required. SPECIFICATIONS Equipment: 1. One (1) speed camera unit. Additional units shall be provided to the City upon request, provided the existing units are meeting the 130 hour per month minimum usage requirements. A unit is to include a new model year sports utility vehicle (every other year during the life of the contract) and all camera/radar/video equipment needed to photograph front and rear views of speed law violators. The vendor shall be responsible for all repairs to the vehicle and other equipment furnished by the vendor, except that which the City shall provide gasoline, oil changes, and regular maintenance. 2. Two (2) red light camera systems for each actively deployed speed camera system. A red light camera system shall include all labor and materials for installation and connection with the City's traffic signals. 3. All supplies required by camera radar systems. 4. All necessary hardware which will include but is not limited to stand alone computer system including a laser printer and software needed by the Municipal Court to process and 0 track citations in a reasonable manner, including a means to import and export citation information to and from the vendor. The stand-alone computer system shall also be networked with at least six (6) other personal computers. This will include any costs incurred through the vendors new computers or computer upgrade necessary to process the citations or citation information. This equipment will be connected to the city's network, which is Novell. All vendor furnished equipment must meet city specifications. Please contact Paul Batchelder, Information Technology, at (970) 416-6850 regarding details about the city's network. 5. Maintain and staff an office in the City of Fort Collins where citations would be processed 6. Speed camera vehicles will be equipped with standard police emergency and safety equipment including red and blue lights and siren. Such lights and siren will be mounted internally in the vehicle. 7. It is intended that each mobile unit be operated for a minimum of one hundred thirty (130) hours per calendar month averaged over three (3) months. 8. Stationary cameras will operate on a 24-hour basis Citation System: 1. An automated citation processing program including mailing of citations, delinquency notices, printing and mailing costs, and other associated costs and expenses; the program shall be conducted in a timely manner to comply with any applicable court rules or laws for filing of citations. 2. One (1) image with related documentation for each citation issued. Passengers in the imaged vehicle shall be obscured; only the driver shall be recognizable. The image must clearly show the: a. Motor vehicle during the violation b. Driver's face c. Front license plate on the vehicle d. Scene of the location where violation occurred 3. Imprinted on the image must be a data line capable of displaying the following: a. Day, month, and year of violation b. Time of the violation (hh.mm.ss) c. Speed of the vehicle in miles per hour d. Posted speed e. Direction of violating vehicle f. Officer identification code g. Location code h. Frame sequence number 4. Vehicle registration information necessary to issue citations. Company must demonstrate ability to access State computer system to provide this information. Reporting: 1. The vendor must submit to the City a monthly report of camera radar results within fifteen (15) business days of the end of the calendar month. This report shall be sent to: Lt. Gary J. Ferman, Fort Collins Police Services 300 LaPorte Ave., P.O. Box 580 Fort Collins, Colorado 80522-0580 This report will include: a. Total number of violation images b. Total number of actionable violation images c. Total number of citations sent d. Deployment statistics by location e. Deployment statistics by officer 2. Provide conviction information (for certain types of citations), in an acceptable format, to Colorado State Department of Motor Vehicles (DMV). The types of citations would be for speeds in excess of 25 mph over the posted speed limit. 3. Any such other reports and documents as are mutually agreed upon. Training: 1. Reasonable and necessary training for persons who will be involved in operation of the units or any other person designated by the City. Support: 1. Expert witnesses as necessary to establish judicial notice, i.e. the accuracy, technical operations, and effectiveness of camera radar for contested citations and as required to establish judicial notice by subsequently appointed court judges involved in the adjudication of photo enforcement citations. 2. The City will make reasonable efforts to prosecute each actionable citation and to defend any challenge to the use of camera radar in any court of competent jurisdiction. 3. The City shall provide customary court facilities for disputed citations. 4. City employees shall use vehicles provided by the vendor. l:9 AWARD Award will be based on the following evaluation criteria. The City of Fort Collins will determine the eventual number of speed camera units and red light camera units based on volume, and in the case of red light camera units on the number of intersections determined to need the equipment. Unit location will depend on need. Units will be operated as set forth in the RFP. The City of Fort Collins has not established the criteria for volume violations. At the option of the city, the Agreement may be extended for additional one year periods not to exceed three (3) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Service Provider and mailed no later than 90 days prior to contract's end. 7 EVALUATION AND ASSESSMENT OF PROPOSAL An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below. Firms shall be evaluated on the following criteria. These criteria shall be the basis for review of the written proposals and any required oral interviews. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the qualification. EVALUATION CRITERIA WEIGHT QUALIFICATIONS STANDARD FACTOR 2.0 Scope & Completeness Does the proposal show an understanding of the City's purchasing objectives? Is the proposal complete, with all requested information? 4.0 Cost of System How does the cost compare to other respondents? Is the cost reasonable? 3.0 Equipment Is the equipment of high quality and suitable for the intended use? 4.0 Citation System Does the proposed system process citations as requested? 3.0 Reporting & Support Is the reporting system as requested? Does the company offer the equipment and procedural support needed? 2.0 Motivation Is the firm interested in the order and are they sufficiently motivated? 2.0 Financial Status Is the firm financially solvent? H The project manager will check the references of the firms to be interviewed using the following criteria. The evaluation ranking will be Satisfactory or Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you contract with the firm again? Quality Do the systems perform as expected? The City reserves the right to negotiate with any vendor as meets the needs of the City. The City reserves the right to reject any or all proposals, and to waive any irregularities. PROPOSAL ACCEPTANCE All proposals shall remain subject to initial acceptance 90 days after the day of submittal. The City shall issue a letter notifying the successful firm of the acceptance of their proposal.