2024-0904-Q&A-2.docx

Question & Answer # 02 Highway Speed Camera Pilot Program – 2024-0904

This document is posted to capture the questions received during the question & answer period for 2024-0904 Highway Speed Camera Pilot Program This document is the official response to the questions received.

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Tariq Ohab 360-705-7547 acoacquisitionsubmittal@wsdot.wa.gov

Which one would DOT have preference for?

In reviewing the proposals, both the technical capabilities and cost aspects of the proposal will be considered in proportional consideration as stated in the RFQQ to determine the proposed system for the pilot. At this time, WSDOT is only authorized to complete the pilot program.

NO

Eastern Washington

Western Washington

Preferred locations from this list will be discussed with the selected vendor, with selection of the final locations based on anticipated operating costs and the locations most conducive to for the selected solution to achieve the programs goals.

Please note that these locations may be subject to change.

-Distance between detection cameras -Detection Technology -Automated License Plate Reading (ALPR) Methodology and Equipment, including software and hardware capabilities and use of items such as machine learning and artificial intelligence -Resolution/Occlusion Issues in Image Capture Could the authority please advise on the minimum required distance between the two cameras/points?

Could the authority please advise on the required number of systems/points in each enforcement zone?

Minimum distance should be set in accordance with the speed limit of the section, as well as the WSDOT-specified speed threshold.

A minimum of 2 enforcement points (1 at entry, 1 at exit) is required. Additional points may be provided within the enforcement zone if required to provide a functional enforcement system.

Could the authority please advise whether a combination of color and IR images is acceptable?

IR images, if providing adequate resolution for license place recognition and vehicle type confirmation, are permitted.

Question – does the ASV need to identify out of state drivers and renter information for rental vehicles for the pilot?

The ASV will need to process each speeding event to the point where the determination is made that the vehicle is out-of-state or a rental vehicle. If found to be a rental or out-of-state vehicle, a notice will not be sent to the registered owner. However, the ASV must specify the number of speeding events for both out-of-state and rental vehicles in the final report of the trial period.

Are any of the corridors two-lanes? If not, how many lanes will be required to be covered?

A list of potential locations has been posted for proposer reference.

Yes, a majority of them are two lane corridors in a single direction. For this pilot only, no more than three lanes should suffice.

NO

NO

NO

NO

NO

NO

YES

The introductory paragraph indicates the purpose of the solicitation is the purchase of a Speed Safety Camera Speed System.

It also indicates the solicitation is for the installation of 2 of 2 Average Speed Systems, but emphasizes that the systems are intended to be temporary installations and will be removed by the vendor at the close of the contract.

Section 2.1 indicates the purpose of the procurement is to procure Speed Safety Camera Average Speed specific goods and/or services.

QUESTION/CLARIFICATION

Please clarify whether the provision of the camera systems and mounting infrastructure is to be provided as goods or as a service.

Upon removal by the vendor at the end of the 3 month trial period, will ownership of the camera systems and mounting infrastructure be retained by the vendor or will WSDOT assume ownership of the removed equipment?

The provision of these items is considered as a service.

At the close of the trial period, ownership will be retained by the vendor

QUESTION/CLARIFICATION

The file name for Exhibit C is listed as Cost Proposal, not Bid Price. Please provide the appropriate file name/document name in the RFQQ to submit with our proposal.

Exhibit C does not provide any information on the price evaluation tool the Coordinator will use to evaluate and compare bids.

Please provide information on the price evaluation tool to be used to evaluate and compare bids.

The referenced Exhibit C – Cost Proposal is the Bid Price document. Please submit Exhibit C – Cost proposal as your Bid Price document.

Pursuant to Washington’s Procurement Code for Goods and Services, RCW chap. 39.26, state agency purchases of goods and services must be based on a competitive solicitation process in which the Contract is awarded to the lowest responsive, responsible bidder.

The table in Section 3.1 indicates a scoring formula that includes Non-Cost Factors (80%) as well as Cost Factors (20%)

2Non-Cost Factors Exhibit B – Bidder Qualifications [80%] 3Cost Factors Exhibit C – Bid Price [20%]

SECTION 3.1 states:

CONTRACT NEGOTIATIONS (STEP 5). WSDOT may negotiate with the highest scored responsive, responsible bidder to finalize the Contract and to determine if the bid may be improved. If, after a reasonable period of time, WSDOT, in its sole judgement, cannot reach agreement on acceptable Contract terms with such bidder, WSDOT may suspend negotiations and undertake negotiations with the next highest scored responsive, responsible bidder as determined by the evaluations.

QUESTION/CLARIFICATION

Section 2.1 suggests the award basis will be solely on the lowest (we assume lowest costs) responsive, responsible bidder.

Section 3.1 suggest the basis for award is the highest scored proposal.

Please clarify whether the basis for award will be lowest costs proposal or highest scored proposal including both Non-Cost Factors and Cost Factors.

An official amendment will be issued to address section 2.1 of the RFQQ as “ 2.1 Purpose of the Procurement – Award a Contract. The purpose of this Competitive Solicitation is to receive competitive bids to evaluate and, as appropriate, award a Contract for WSDOT to procure Speed Safety Camera Average Speed specific goods and/or services as set forth herein. State agency purchases of goods and services must be based on a competitive solicitation process in which this Contract will be awarded to the highest scoring responsive, responsible bidder.

QUESTION/CLARIFICATION

Please confirm that the bidders’ cost proposal should only provide pricing data for the first three months of the contract term, not pricing for the 6 month contract term.

This is correct. A lump sum cost for total project cost should also be provided for ranking consideration.

The Acronym ASV is used both in the RFQQ and extensively in the Performance Requirements Exhibit, but is not defined anywhere in the solicitation documents.

QUESTION/CLARIFICATION

Please clarify if the designation of ASV is synonymous with ASB, or if it’s a separate designation.

The award process draws heavily on the ASB designation, including announcements, opportunities to protest, and negotiations.

Please clarify these terms.

Yes, ASV and ASB are synonymous. ASV = Apparent Successful Vendor – ASB= Apparent Successful Bidder.

QUESTION/CLARIFICATION

If the email file size for the entire proposal exceeds 30MB including the multiple files to be submitted, will WSDOT permit submitting the proposal in multiple emails each below the 30MB restriction?

Bidder emails (including attachments) CANNOT exceed 30MB in size (emails that exceed 30 MB in size will not be delivered).

Will WSDOT please provide further details regarding this audit, e.g. scope, timing, etc?

WSDOT reserves the right to perform a CJIS audit at any point during the duration of the program. Should WSDOT elect to perform a CJIS audit during program operations, this audit will be scheduled and coordinated with the selected vendor on the nature and depth of the audit.

The selected vendor will be responsible for addressing any deficiencies/gaps in meeting the CJIS requirements.

Will WSDOT please provide further details regarding this Security Design Review, e.g. scope, timing, etc.?

WSDOT reserves the right to perform a Security Design Review at any point prior to beginning program operations. This review will be scheduled and coordinated with the selected vendor on the nature and depth of the review.

The selected vendor will be responsible for addressing any deficiencies/gaps in meeting the WaTech requirements.

Under normal circumstances, a SOC 2 Type 2 audit would be appropriate for this work. However, with a Contract Award date of 12/30/2024, a possible 12 week development schedule, and a contract completion date of 6/30/2025, there does not appear to be enough operational period to actually perform an audit - typically 3 months of operations is the minimum required to begin this type of audit. In this case, the audit would begin at completion of the Contract scope in the best case scenario.

Will WSDOT please remove the SOC 2 Type 2 requirement and consider other options?

NOTE: As an alternative, WSDOT could require an agreed upon procedures (AUP) engagement to be defined with the ASV after award which is a custom assessment that only evaluates security controls that are relevant. Because AUP reports are less time-consuming and more cost-effective (due to their focused nature), sometimes they're requested in place of SOC Report.

WSDOT will request that vendors provide the date of their last Type 2 SOC 2 audit within the last 12-18 months, as well as submission of the final report from that audit.

The vendor will also be required to specify the hosting environment for the relevant data for WSDOT review.

After the end of the Pilot (expected in June 2025), is it sufficient to provide all Images captured during the capture period, Speed Event Data with the DMV Info, Speed Enforcement Notices, Incident Data, etc. on removable media (USB Drive) to WSDOT so that the Infrastructure can be decommissioned? Will the State need access to the application after the end of the Pilot so that the data can be viewed through the applications? Please clarify if the storage and applications have to be maintained for WSDOT access beyond the June 30, 2025 date.

Given that the vendor will be expected to have completed their work by June 30th, 2025, it is not anticipated that any applications for the viewing of data be maintained beyond that date.

It is expected that the vendor will keep a copy of all data from the program stored offline for the 10-year data specified.

Access to WSDOT DOL for access to Registered Owner Information for WA State Plates requires the Contractor to be an Agent for WSDOT. Please confirm that WSDOT will facilitate and help the Contractor set up the connection/account with WSDOT DOL for ROV Lookup for this Pilot Project?

WSDOT will facilitate the appropriate connection and coordination with DOL. ASV will be required to meet all DOL requirements.

Will WSDOT please describe the process contemplated in this procurement for invoicing of Contractor's cost, i.e. upfront mobilization payment, milestone deliverable payment, monthly recurring administrative and management payment, etc.?

This requirement allows for a full 30 days to provide final reporting as specified within the RFQQ

Is there an associated cost to the ASV for this WSDOT provided training?

WSDOT will provide the training at no cost.

In consideration of the fact that this is a program

1) that is a pilot with a very short term of service,

2) where fines are not assessed to violators, and

3) where notices are not mailed to violators that are out of state, will WSDOT please consider disregarding rental car vehicles in their entirety for the purpose of this pilot phase of the program?

NOTE: Many car rental customers will be from out of state.

The selected vendor will be expected to track the number of violations committed by rental cars, as this is one of the metrics being tracked by the program

Will WSDOT please confirm that this means one event per vehicle trip through the capture zone, but that a specific vehicle could have multiple images captured and processed for multiple events?

NOTE: The reason for the question is simply to confirm that WSDOT does not intend to only send one notice per vehicle owner during the trial period.

This is correct, one event per vehicle trip. Multiple violations per vehicle are possible over the trial period.

A minimum understanding of the potential locations will help bidders estimate cost more accurately. It was stated during the prebid meeting that six potential locations would be posted to WEBS.

Will WSDOT please provide the potential locations?

A list of potential locations has been provided.

Are there any specific WSDOT requirements regarding ASV vehicles that will be used for deployment and/or maintenance of the enforcement equipment, e.g. safety lights, removal of decals/signage, etc?

Amber bar or dome lights as required in WAC 204-21-130 shall be mounted on the top or inside of each vehicle. Installation of the lights shall provide 360-degree visibility. Lights shall be operational during entry and exit from the work zone. Lights shall be operational during deployment.

Each vehicle shall have removable magnetic program markings approved by the State that will only be displayed while the vehicle is deployed. The marking shall be provided at no additional cost to the State.

Will WSDOT please share its long-term goals for this trial program, i.e. goals, future plans, timeframe, etc.?

This trial will last 2-4 months (depending on pace of installation/implementation), with requirements to spend all program funding for the proviso by June 30th, 2025.

Could the authority please advise on the number of potential locations, the selection process for these locations, and the required lane coverage?

It is anticipated there will be 2 sites selected for implementation. A short list of 6 potential locations was shared as a response to a separate question. These locations were selected based on past crash record and geometrics.

It is expected that all lanes in one direction will be covered. The listed locations all have 2-3 lanes in a single direction.

Could the authority please clarify the type of speeding offense notice that will be sent to the vehicle owner? Additionally, will payment collection, call centre, and court support be required?

Speeding offense notices will be mailed to the vehicle owner. The selected vendor will be responsible for providing a PDF to the third-party mailing vendor for distribution.

Could the authority confirm if mains power can be provided at each deployment?

Power availability is subject to site selection. The vendor may be responsible for providing power, pending the sites selected.

It is the responsibility of the ASV to ensure adherence and to remain abreast of new or revised laws, regulations, policies, standards and guidelines affecting project execution. These include, but are not limited to:

17.1 The ASV must meet the policies, guidelines, and methodologies governed by the IT Project Management outline by the OCIO.

In column 4, Priority, this item is annotated S. Could the authority please advise if this should be M, MS, or DS?

This is a “M”. This reference will be updated in Exhibit B, Section 17. A REVISED – 2- Exhibit B will be uploaded to include in your Bid Submittal package

Could the authority please advise whether a combination of color and IR images is acceptable?

IR images, if providing adequate resolution for license place recognition and vehicle type confirmation, are permitted.

-Distance between detection cameras -Detection Technology -Automated License Plate Reading (ALPR) Methodology and Equipment, including software and hardware capabilities and use of items such as machine learning and artificial intelligence -Resolution/Occlusion Issues in Image Capture Could the authority please advise on the minimum required distance between the two cameras/points?

Could the authority please advise on the required number of systems/points in each enforcement zone?

Minimum distance should be set in accordance with the speed limit of the section, as well as the WSDOT-specified speed threshold.

A minimum of 2 enforcement points (1 at entry, 1 at exit) is required. Additional points may be provided within the enforcement zone if required to provide a functional enforcement system.

(Rev5/8/2023)

(Rev5/8/2023) image1.png