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HomeMy WebLinkAboutRFP - P810 TRAFFIC CAMERA SYSTEM (2)Citv of Fort Collins Adminis. .dve Services Purchasing Division CITY OF FORT COLLINS ADDENDUM No. 1 October 19, 2001 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Request for Proposal #P-810, Traffic Camera System OPENING DATE: 2:00 p.m. (our clock) November 1, 2001 NEW OPENING DATE: 2:00 p.m. (our clock) November 15, 2001 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. NEW OPENING DATE OF 2:00 P.M. (OUR CLOCK) NOVEMBER 15, 2001 Change Page 3 of RFP under Camera Radar Violation as follows: Camera Radar Violation: Construction or School Zone MPH Over Limit 1-24 $80.00 25-39 $200.00 40-plus $1,000.00 No points involved points involved points involved RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6 007 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. City of Fort Collins Adminis, Ave Services rurcnasing 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.fcoov.com/purchasina. 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. ziD norm mason street • Lnd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 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 2 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 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 Ig 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 5 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. Perman, 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. 0 OW -Mrs, 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. 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 Citys 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?