2023_19 School zone speed devices.pdf

Request for Proposals

RFP # 2023-19

Automated Speed Detection Devices for School Zone Safety Enforcement

Due Date: Tuesday, January 2, 2024 at 3:00 PM

CITY OF SANDERSVILLE

REQUEST FOR PROPOSALS

AUTOMATED SPEED DETECTION DEVICES FOR

SCHOOL ZONE SAFETY ENFORCEMENT

GENERAL

The Sandersville Police Department of the City of Sandersville, Georgia is soliciting proposals from qualified service providers to provide Automated Speed Detection School Zone Safety Enforcement, specifically LIDAR (Light Detection and Ranging) with ALPR (Automated License Plate Readers) in four school zones within the City Limits of Sandersville, Georgia.

The purpose of this program is to significantly increase safety through awareness and enforcement of speed limits within our school zones through automated speed enforcement of those limits through the use of LIDAR and ALPR technology. In accordance with Georgia State law, the system will monitor, detect, and record speed violations within designated school zones, thereby increasing vehicle and or pedestrian safety, while providing greater situational awareness and investigative capability through accessible ALPR data.

After initial locations for the program are deployed, additional locations may be determined by the Sandersville Police Department during the term of the contract. The aforementioned system, including any preliminary and or future traffic/location studies, certificate approvals, system training, camera and ALPR equipment and installation, proper signage and installation, back-office processing of citations, and any maintenance of the system, will be provided at no cost to the City of Sandersville with revenue sharing of collections.

All equipment and the materials for citation processing shall be obtained, installed and maintained according to Federal, State, and Local Laws, Ordinances, and/or Statutes. The contracted service provider shall include all hardware, software, installation, maintenance, operation, and all back-office processing of violations as specified herein.

The City of Sandersville reserves the right to accept or reject any and all bids and act in the best interest of the City of Sandersville.

SPECIFICATIONS

The Qualified Service Provider is to submit written proposals that present the provider’s qualifications and understanding of the services to be provided. The proposal should provide all of the information which it considers pertinent to its qualifications and which respond to the specifications and evaluation criteria listed herein.

It is the intent of this Request for Proposal (RFP) to select a solution provider that delivers the best overall value to the Sandersville Police Department and the City of Sandersville, considering the evaluation factors in this RFP.

The following information should be provided as part of the proposal:

• Installation of Speed Cameras and Signage in four school zones in compliance with O.C.G.A. 40-14-18 and O.C.G.A. 40-14-6 with no upfront costs to the City of Sandersville/Sandersville Police Department; 100% violator funded.

• The service provider must provide all equipment. All equipment used to be installed shall be at no cost to the City of Sandersville/Sandersville Police Department. The City of Sandersville/Sandersville Police Department shall have no liability for repairs, maintenance or damage for equipment installed or used.

• Obtain any and all permits required through the Georgia Department of Transportation.

• Assistance with producing the initial public notice/documentation for the purpose of education and in compliance with O.C.G.A. 40-14-18.

• Explain the web-based or other system where authorized users of the system can conduct audits of payments received, disbursements and or other information related to the financial aspect of the contract/agreement.

• Explain in detail the proper permitting, installation, initial testing, and ongoing maintenance of systems and components thereof including warning signs, signals, speed measurement and LIDAR devices. Prior to installation, the system components shall be approved and permitted/authorized by local Department of Transportation, Washington County School District representative, Brentwood Board of Director representative, and Georgia Department of Transportation (GDOT).

• The Service Provider will solicit input from the Washington County School District and Brentwood Board of Directors for each installation location to verify the calendar for enforcement times. The service provider shall describe the responsibility for this business process on an ongoing basis after installation.

• Prior to installation of any equipment or infrastructure within the public right(s)-of-way, sealed and certified plans for the placement of infrastructure and equipment must be submitted to the Sandersville Police Department and local Department of Transportation for review and approval. The City of Sandersville reserves the right to disapprove any plans it deems unacceptable due to equipment or safety concerns.

• Installation of the equipment must commence within fifteen days from the issuance of the GDOT and any other required permit approvals and must be operational and fully functional within thirty days.

• Service Provider assumes all risks for direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission or operation under the contracted work, until acceptance of the work by the City of Sandersville.

1. The Qualified Service Provider is to provide in detail the processing of the automated school zone speed citations, to include;

o Review process and transmission of violations to the agency.

o Mailing of duly authorized citations to the registered vehicle owner for payment.

o The process of any pre-trial access of evidence provided to violators, if applicable.

o The service provider’s available online case management system.

o The process for receiving payments from violators.

o The process of accepting individuals who wish to have a court hearing regarding the citation.

o A description of evidence materials and method provided to court for hearings.

o The process and responsibility of submission of delinquent violations to the

Georgia Department of Revenue for action in accordance with law and the time frame in which these notifications are made.

2. The Qualified Service Provider is to provide operational training on the system/components for the Sandersville Police Department’s personnel involved in the administration and/or operation of the system, to include Police personnel and Court Officials. The training should include at the minimum;

o Detection and camera systems familiarization.

o System training in a classroom or work environment setting.

o Hardware and or software familiarization training. (if applicable) o Courtroom testimony and evidence presentation strategies for presenting School

Zone Speed citations in court.

3. The Qualified Service Provider must recommend the hardware and software, if applicable, required to run the administrative components of the proposed solution, including, but not limited to, report writing, user account management, citation viewing, speed enforcement video review, video camera live feed viewing, etc.

4. The Service Provider must conform to Georgia Law and where requested shall provide customized forms and documents, if applicable, including, but not limited to electronic citations, court dockets, and an integrated system to archive violations in accordance with Georgia Law on records retention.

5. Ability to prepare materials for court including but not limited to legal proceedings both civil and/or criminal related to school zone speed enforcement, and providing expert witness testimony in all legal proceedings confirming the functionality and accuracy of the system.

INDEMNIFICATION AND INSURANCE

The Provider agrees that he shall and will indemnify, hold harmless and defend the Owner, his agents, servants and employees from and against any and all losses, damages (by judgment or settlement), charges and expenses (including reasonable attorney’s fees) which they or any one or more of them may incur or sustain by reason of any claims or causes of action for personal injury or injuries, including death, to any person or persons whosoever (including the officers, agents, servants or employees of the Contractor or of any subcontractor) including but not limited to such claims or causes of action arising out of, or in any way connected with, or occasioned by the work performed by the Contractor of subcontractors, their respective agents, servants or employees under or pursuant to this contract.

Without limiting his liability under this contract, the Contractor shall procure and maintain at his expense during the life of this contract insurance of the types and in the minimum amounts stated below:

1. Workmen’s Compensation Insurance in full compliance with the Workmen’s Compensation laws of the State of Georgia.

2. Comprehensive General Liability Bodily injury, including death $1,000,000 per person $1,000,000 each occurrence Property Damage $1,000,000 each occurrence $2,000,000 aggregate

3. Comprehensive Automobile Liability Bodily injury, including death $1,000,000 per person $1,000,000 each occurrence Property Damage $1,000,000 each occurrence

Said insurance shall be written by a company or companies licensed to do business in the State of Georgia and satisfactory to the Owner. Before commencing any work hereunder, certificates evidencing the maintenance of such insurance shall be furnished to the Owner and shall contain the following statement:

Insurance evidenced by this certificate will not be canceled or altered except 10 days after receipt by the City of Sandersville, Georgia of written notice thereof.

Contractors shall not subcontract the performance of any part of the work without requiring the subcontractor to procure and maintain insurance in the forms and amounts approved by the Owner, and likewise said subcontractors shall pay wages specified by the Georgia Department of Labor.

PROPOSAL REQUIREMENTS

1. The proposal must be submitted prior to the proposal deadline of Tuesday, January 2, 2024 at 3:00pm which time a bid opening will take place at the Sandersville City Hall, 141 West Haynes Street, Sandersville, Georgia 31082. Any bids received after the deadline shall be null and void.

2. Three (3) copies of the proposal shall be delivered in a sealed envelope clearly marked “Speed Detection Devices- School Zones”. Additionally, all shipping materials must be clearly marked with the project name.

3. Proposals with required information must be submitted and received no later than above date to: City of Sandersville

Attention: Brianna Wiley, Finance Director 141 West Haynes Street P.O. Box 71 Sandersville, Georgia 31082

4. All proposals must be accompanied by:

• W-9 Form – Please complete attached form, check appropriate box, fill in Social Security Number or Employer Identification Number, Sign and Date.

• Notarized E-Verify Contractor Affidavit – Please complete attached form. (To enroll in e-verify, you may visit the website www.uscis.gov/everify.)

• Notarized SAVE Affidavit – Please complete attached form.

• Occupational Tax Certificate

• General Public Liability and Property Damage Insurance Certificate with a limit of liability of not less than $1,000,000.

• Worker’s Compensation Proof of Insurance – For more than three employees.

• Client Reference Form

• Proposal Fee Schedule Form

QUESTIONS/ADDENDUM

Questions will be answered and responded to until 4:30pm on Wednesday, December 27, 2023.

You may submit any questions to bwiley@sandersvillega.org . Questions will be answered and posted on our website at www.sandersvillega.org under City Online, Bid Opportunities tabs.

http://www.uscis.gov/everify mailto:bwiley@sandersvillega.org http://www.sandersvillega.org/

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Sandersville has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Contractor Name of Project City of Sandersville Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20___ in _______________________(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ____ DAY OF ______________,20____.

NOTARY PUBLIC

My Commission Expires:

CLIENT REFERENCE FORM

Client Name: ____________________________________ Contact Name:____________________________

Revenue Share:______________ Contract Begin Date:________________ Contract End Date:_____________

Address: ____________________________________

Telephone Number: ___________________________

Email Address:________________________________

Description of Services Provided:

PROPOSAL FEE SCHEDULE

ITEM DESCRIPTION Revenue Share Proposal

A.

Automated School Zone Safety Speed Enforcement System(s) w/ALPR:

Revenue share/total cost for the lease of system(s) including all site selection testing/traffic studies, equipment, installation, maintenance and support, public information program, training, system upgrades and enhancements, and support upgrades for future installations, per specifications.

_________% City/County

_________% Vendor

Fee per location

B.

Relocation of Systems:

Cost (if any) during a contract period for system(s) relocation at the request of the agency.

Additional Pricing Fee per location

C.

Additional stand-alone ALPR Installation:

Total cost for the lease of additional ALPR camera system(s) including all equipment, installation, maintenance, integration/data push, and system upgrades and support upgrades for future installations based on a per location basis.

D.

Provide descriptions and unit prices below for any additional services that have not been listed above. If needed, additional pricing sheets may be attached to this Proposal Schedule explaining such costs.

E.

Provide descriptions and unit prices below for possible, additional equipment that may be required at some locations depending upon their configuration. If needed, additional pricing sheets may be attached to this Proposal Schedule explaining such costs