20252010_A1_Automated Enforcement Pilot Program_RFP.pdf

Request for Proposals

Automated Enforcement Pilot Program

Solicitation No. RFP 20252010 Due Date and Time:

Wednesday, September 4, 2024 at 3:00 PM

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

Eugene.Purchasing@ci.eugene.or.us The Purchasing Office is closed to the public.

mailto:Eugene.Purchasing@ci.eugene.or.us

RFP 20252010 Automated Enforcement Pilot Program 1

I. REQUEST FOR PROPOSALS

CITY OF EUGENE

REQUEST FOR PROPOSALS

Solicitation No. RFP 20252010

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-23-01-F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Automated Enforcement Pilot Program for the City of Eugene will be accepted by the Purchasing Office until Wednesday, September 4, 2024 at 3:00 PM. Proposals will be opened immediately thereafter in a Microsoft Teams meeting and a record of proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description The City of Eugene is seeking a turnkey automated enforcement vendor to provide the hardware, software, and ongoing operations/maintenance needed for a pilot automated enforcement program of 3 intersections.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046. Contact the Purchasing Analyst below if a proposal cannot be submitted via OregonBuys.

Single Point of Contact

City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: August 7, 2024

Noel Dietz, NIGP-CPP, CPPB Purchasing Analyst ndietz@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ2NzI0OTUtNTFmYy00NzY3LWE4NWEtZjk4M2FlYzMwMzUw%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22c6038ee0-bce1-46f5-a70d-ad19d798dd2d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ2NzI0OTUtNTFmYy00NzY3LWE4NWEtZjk4M2FlYzMwMzUw%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22c6038ee0-bce1-46f5-a70d-ad19d798dd2d%22%7d https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov mailto:ndietz@eugene-or.gov

RFP 20252010 Automated Enforcement Pilot Program 2

II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046, or contact the Purchasing Analyst prior to closing.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date. Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered. Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-047- 0440(1).

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

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3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under 137-047-0730. Pursuant to 137-047-0730, before seeking judicial review, a prospective proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the Purchasing Analyst their intent to offer an approved equal no later than ten (10) days prior to the Proposal closing. Include detailed specifications, cut-sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

Approval of alternate materials and equipment shall rest solely with the City and all proposers shall be notified of such approval by addenda prior to the Request for Proposal closing.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda, but will publish any addenda on OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the proposer.

mailto:Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

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7.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

The City grants to any Oregon public governmental agencies authorization to establish contracts or price agreements under the terms, conditions and prices of any contract between the awardee and the City resulting from this RFP.

12.0 RESERVED RIGHTS

The City reserves the right:

12.1 To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

12.2 To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

12.3 To reject any and all proposals not meeting or differing from the specifications set forth herein.

12.4 To waive any or all informalities in the proposals submitted.

12.5 To consider the competency and responsibility of proposers in making any awards.

12.6 In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

12.7 In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

12.8 To extend the deadline for submitting proposals, in accordance with City Rule 137- 048-0250.

12.9 To negotiate additions or deletions to goods and services requested.

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13.0 CONSIDERATION OF PROPOSALS

13.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a

Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum. Proposers and other interested parties are invited to attend the opening; however, the identity of the successful proposer will not be determined at the opening time.

13.2 The City intends to award a contract to the responsible proposer submitting the most advantageous proposal, based on evaluation factors contained in the proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

13.3 The City shall provide written notice by email of the City’s intent to award the contract. Award shall not be final until the later of the following:

13.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

13.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

13.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-047-0740.

14.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules 137-047-0262 regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

15.0 PUBLIC RECORDS

15.1 This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

15.2 The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination, and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=23 15&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be done by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued .................................................................... August 7, 2024

Last date to request solicitation clarification or change……..August 23, 2024 by 4:00 PM

Last date to protest solicitation…………………...……...……August 28, 2024 by 4:00 PM

Proposals due no later than………...……....….....…….September 4, 2024 at 3:00 PM

Notice of Intent to Award…………………………………no later than September 27, 2024

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

1. Background and General Overview of the Project

In the last 10 years of available data (2011-2021), ODOT has recorded over 1,300 crashes in Eugene that are attributed to community members disregarding traffic signals. Signal disregard resulted in nearly 60 fatal and serious injury crashes during this time period, and an additional 730 lower-level injury crashes.

In November 2015, the Eugene City Council adopted a Vision Zero Resolution that set as official policy the vision zero goal that no loss of life or serious injury on Eugene’s transportation system is acceptable. Between September 2016 and September 2017, the Eugene Vision Zero Task Force developed an Action Plan. In March 2019, Administrative Order No. 58-18-04 was signed into effect by the City Manager, formally adopting the Vision Zero Action Plan.

The City of Eugene’s Vision Zero Action Plan identifies pursuing automated enforcement as an action item to improve traffic safety and reduce fatal and severe injury crashes at high crash intersections.

The City of Eugene is seeking a turnkey automated enforcement vendor to provide the hardware, software, and ongoing operations/maintenance needed for a pilot automated enforcement program at three intersections. More intersections may be added to the program at a later date pending system performance, funding availability, and staff availability.

The City of Eugene is seeking the assistance of a qualified turnkey automated enforcement vendor in planning, installing, operating, and maintaining a red-light camera program designed to mitigate signal disregard crashes and reduce the occurrence of fatal and life changing injuries on Eugene’s streets.

2. Scope of Work

Proposers shall provide services for implementing and operating a financially viable automated enforcement program. Proposers shall have a demonstrated history in the implementation of red-light camera programs in the United States. Launch of the red-light camera system should occur in 2025. The following items are the key services a successful vendor shall provide or address.

3. Planning Services

Proposer(s) shall provide data collection and analysis support to aid the City of Eugene in planning the automated enforcement system. These planning services shall include video data collection at prospective installation sites, red-light running offense counts based on this video data, and data on the direction of travel of these offenses. The intent of this data analysis is to verify the extent of red-light running taking place at prospective installation locations, project whether each prospective location will be financially sustainable to operate and determine the best leg(s) of intersections for red-light camera units. The City of Eugene considers a financially sustainable red-light camera system to be one in which the cost of revenue from citations pays for the cost of operations, including monthly payment to the vendor and any additional staff/court costs incurred by the City that are related to the program.

https://www.eugene-or.gov/DocumentCenter/View/27858 https://www.eugene-or.gov/DocumentCenter/View/52323/Vision-Zero-Action-Plan

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4. Equipment and Maintenance

Proposer(s) shall provide, install, and maintain the hardware associated with the red-light camera program. The proposer will maintain ownership of these cameras throughout the duration of the program. These cameras must be able to produce front and rear images of vehicles committing a red-light running offense. Color images are preferred. Proposal should also indicate whether the offered red-light camera units can collect video footage of violations. Cameras with a higher resolution will be given preference. These images and videos should be timestamped with the month, day, and year, as well as time of day. Proposals shall submit at least six sample images taken by the offered red-light camera units, including images in clear daylight, nighttime conditions, and overcast/rain conditions. Preference will be given to systems that demonstrate higher image resolution, greater legibility of the license plate, and clear view of the driver.

Hardware offered by the proposer must be programable in a manner that allows the City to choose a custom time allowance after the light turns red before an image is taken.

The proposers’ red-light camera units must have integrated speed detection capabilities. In the State of Oregon, municipalities are allowed to conduct automated speed enforcement via red-light cameras under certain conditions. The City of Eugene may have an interest in including speed enforcement in the program either at the time of initial launch or enabling the feature at a later interval.

Hardware offered by the proposer must be programable in a manner that allows the City to choose a speed threshold that must be met before an image is taken in circumstances where speed enforcement is allowed by State law.

Preference will be given to proposals that offer minimally invasive hardware and/or hardware that is able to be relocated with a greater degree of ease. It is possible that, over time, the City of Eugene will require temporary or permanent relocation of red-light camera units to meet changing needs within the community. Proposals shall include a description of the installation process and relocation process, including a description of whether relocation would come at any cost to the City.

The successful proposer will be responsible for maintaining the cameras and any associated hardware. This includes repairing damaged units, as well as performing any needed preventative maintenance. Damaged or defective units should be repaired or replaced within 72 hours.

Proposals should include a description of how the system will be monitored for service outages.

Outages shall be reported to the City.

Preference will be given to proposals that demonstrate responsiveness to maintenance issues and adequate preventative maintenance practices. Proposals must include specification sheets for hardware associated with the proposal.

5. Processing, Storing, and Transmitting Images

Proposers must be able to provide violation event processing software that enables the vendor and the City of Eugene to access the photo/video data, process the data, review violations, and approve citations.

Once images are taken, the data should be transmitted back to the vendor in a secure manner.

The successful proposer shall then conduct an initial review of the images to identify and remove any images that were falsely triggered by something other than a driver committing a violation

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(such as any rare instances where an animal, cyclist, or other figure prompts the camera to capture an image).

Images depicting red-light running must be made available to the City of Eugene in a secure platform where an officer or authorized agent can review the evidence and electronically approve or dismiss citations. The successful proposer must provide training to City staff on the violation event processing software.

The successful proposer shall be responsible for conducting these processes in a manner that establishes a secure chain of evidence for all photo and video data. Proposals should include a description of the methodology the proposer uses for transmitting and storing photo and video data and explain why it constitutes a secure chain of evidence. Preference may be given to proposals that demonstrate a higher degree of transfer security and more detailed chain of custody documentation.

The successful proposer must retain data from the cameras and records related to citations in accordance with State of Oregon law. The successful proposer must assist the City of Eugene in responding to public records requests in an appropriate and timely manner. The successful proposer must also provide information and data to assist with the City of Eugene’s business needs, including: providing the Municipal Court with needed information for appeals processes, providing EPD with needed information to support investigation activities, as well as providing Public Works with data to help monitor the success of the program.

6. Customer Service

6.1. Call Center: Proposers shall provide call center services throughout operations of the automated enforcement program. Firm representatives staffing the call center shall be available to answer customer questions about the operations of the program, any citation(s) or notice(s) the customer received in the mail, payment options available, and the appeals process. These call center services should be available, at minimum, during normal City office hours. The phone number for reaching call center representatives should be listed on every printed citation and on the secure customer portal.

6.2. Issuing Citations: The successful proposer shall be responsible for printing and mailing citations after a citation has been approved. Citations should be mailed within 7 business days of the citation being approved by EPD. Preference may be given to proposals that indicate more prompt mailing of citations. Printed citations should include a web address or QR code connecting customers to a secure portal where they can review all photo and video evidence of the violation. In instances where a customer has not paid or requested an appeal by the due date, the successful proposer shall be responsible for mailing a secondary notice. If the fine(s) remain unpaid after the expiration of the secondary notice’s due date, the vendor shall be responsible for pursuing collections. All collections activities must be compliant with the Fair Debt Collection Practices Act, 15 U.S.C. 1692, et seq., and any other applicable state or federal law.

6.3. Payment Options: Preference will be given to proposers that are able to directly collect payment of fines generated by the automated enforcement program. Proposals should indicate whether the vendor has experience working with clients who use Tyler Technologies court software. The printed citation and secure customer portal should provide customers with information on payment options. Proposers should have multiple payment options available to customers, potentially including: credit card, debit card, check, and money order. Payment options should include options to pay via the internet, RFP 20252010 Automated Enforcement Pilot Program 12 by telephone, or by mail. The successful proposer must keep financial and payment records in accordance with generally accepted accounting practices and must be considered PCI compliant. A monthly report shall be submitted to the City on revenue generated at each camera location.

6.4. Coordinating Appeals: Proposals shall provide information on whether the vendor has the ability to provide hearing scheduling services for people who dispute citations. For each appeal, the successful proposer should make needed information available to the Municipal Court, including: all photo evidence of the event, a copy of citations and notices related to the appeal, a violation history report for the customer, a copy of any email or mail communications with the customer about the disputed incident, and payment history.

When needed, the vendor shall provide a qualified expert for court testimony on the operation and capabilities of the automated enforcement system.

7. Cost Proposal

The City will consider cost proposals that meet any of the following descriptions:

A. A flat monthly fee per camera location (proposals must state what the monthly fee would be per camera location)

B. A total monthly fee based on citation volumes (proposals must state what volume categories warrant what monthly fees)

C. A percentage of revenues (proposals must state what percentage of revenues would go toward the vendor)

Proposers may choose to include one cost proposal meeting these descriptions or multiple cost proposal options for the City to choose from. Proposals should specify whether there would be any initial installation cost beyond the monthly expenses and whether relocating cameras at a later interval would incur any additional cost to the City. The City of Eugene places high value on revenue from the program paying for the ongoing cost of operations. A strong preference will be given to proposals that demonstrate a higher degree of financial sustainability.

8. Data Sharing

Preference will be given to proposals that demonstrate robust data sharing capabilities and practices. Proposals may be given preference if they include one or more of the following data sharing elements:

A. Ability and willingness to provide monthly reports to the City on the number of red-light running incidents recorded at each camera location

B. Ability and willingness to record and provide reports on traffic volume upon request from City staff

C. Ability and willingness to provide photo and video data to law enforcement to support crash investigations upon request

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Proposals must clearly identify which key service is being focused on and should contain all the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will make the Proposer a ‘Responsive Proposer’ to be further evaluated for possible inclusion in a Competitive Range as described below.

Submittals A. Cover letter: The Proposer’s cover letter should not exceed two pages in length and must be signed by an individual with authority to bind the organization to the terms quoted in the Request for Proposals. The cover letter must contain a general company biography, including a description of the structure and organization of the firm, number of years in business, number of employees, and description of operational geography.

B. Narrative Proposal, which clearly identifies the key services listed below and addresses the requirements in Section V. REQUIREMENTS/ SPECIFICATIONS.

a. Manufacturer spec sheets for proposed standard equipment

b. Planning services

c. Equipment and maintenance

d. Processing, transmitting, and storing images

e. Customer service

f. Cost proposal

g. Data sharing

C. References: Provide 3 references from recent cities or systems for which your firm has provided/is providing similar services and identify when work was performed and the type of work and services performed. These references should be comprised of locations where you provided red light cameras at least three intersections.

As applicable provide a list of cooperative contracts that your firm participates in and/or other public agency contracts that allow cooperative procurement.

D. Standard proposal form: Complete the form, attached to this RFP in Section VIII, FORMS TO SUBMIT WITH PROPOSAL, attesting to adherence with the requirements of this RFP.

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

The written responses may be used to establish a Competitive Range of Proposers for further evaluation. Items will be scored up to the maximum point value listed for each criterion.

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1. Company Profile, Qualifications, and Experience 20 points

Proposers must demonstrate that they have the background, resources, experience and capability required to provide the services identified in the RFP. Proposers may select to submit for any or all tasks identified in the RFP.

A. Provide a general company profile, including description of company size, organizational structure, and operational geography.

B. List the qualifications and years of experience of both the company and key personnel.

Provide Resumes of key personnel who will work on this project.

C. List and describing previous relevant contracts of similar size and scope

2. Planning Services 20 points

The following are planning services features that should be demonstrated by the Proposer:

A. Video data collection to evaluate prospective red-light camera installation locations B. Data sharing with the City on the number of red-light running documented during this video data collection C. Projection on whether each prospective red-light camera location would be financially sustainable in nature, including whether the estimated revenue from a location would offset monthly payment to the vendor, as well as additional staff/court costs incurred by the City.

3. Equipment and Maintenance 50 points

The following are general equipment and maintenance features that Proposers should describe in their proposal:

A. Proposal indicates that vendor will own, install, and maintain program hardware.

B. Proposal includes specifications of all hardware associated with the program. The City will verify compatibility of this hardware with our existing traffic signal system.

C. The red-light camera units can provide multiple high resolution images of red-light running offenses from the front and rear.

D. At least six sample images shall be included in the proposal, including images during clear daytime conditions, overcast/rainy daytime conditions, and nighttime conditions.

E. Proposal includes a description of the red-light camera units’ speed detection and enforcement capabilities F. Proposal indicates whether video data is also collected at the time of a violation.

G. Proposals shall describe the process for installing red-light camera units.

H. Proposals shall describe the process for temporarily or permanently relocating red-light camera units once they have been installed.

I. Proposals shall indicate maximum response time to repair or replace damages or defective units.

J. Proposals shall describe preventative maintenance and cleaning practices that the vendor engages in.

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4. Processing, Transmitting, and Storing Images 25 points

The following are general image processing, transmitting, and storage features that Proposers should describe in their proposal:

A. Once taken, images shall be transmitted back to the vendor in a secure manner. Proposals should describe this process and explain how the vendor creates a secure chain of custody for all photo and video evidence.

B. The vendor will be responsible for conducting an initial review of all captured photo and video data to remove any unusable images or images that depict anything other than a driver running a red light.

C. The vendor must provide violation event processing software that enable City staff to access photo and video evidence.

5. Customer Services 25 points

The following are customer service activities and features that proposers should describe in their proposal:

A. The vendor will be responsible for providing call center services to answer questions, respond to complaints, and provide information related to the automated enforcement program. These call center services should, at minimum, be operational during normal City business hours.

B. The vendor will be responsible for printing and mailing citations once they have been electronically approved by a sworn officer or other authorized agent. Citations should be mailed within 7 days of EPD approving the citation.

C. Printed citations must include a URL or QR code directing community members to a secure online portal where drivers have the ability to review all photo and video evidence related to the citation they received. This online portal should include information on payment options and provide clear instructions on how to appeal the citation.

D. The vendor shall be responsible for collecting payment related to citations. The vendor should provide multiple payment options for customers. Payment options should include options to pay online, by mail, and by phone.

E. The proposal shall describe how the proposer coordinates appeals scheduling with courts in other jurisdictions where they operate automated enforcement programs.

6. Cost Proposal 50 points

The City of Eugene will evaluate cost proposals on their ability to provide a financially sustainable automated enforcement program to the City of Eugene. Proposals shall address what monthly fee(s) will be associated with the ongoing operation of the automated enforcement program in Eugene. Proposals shall also clarify whether the City would incur any upfront costs for the launch of the program and whether any costs would be incurred if cameras were relocated to different intersections at a future date. Preference will be given to proposals that do not include upfront costs associated with program launch. Strong preference will be given to proposals that demonstrate a high degree of financial sustainability.

7. Data Sharing 10 points

The proposal will include a description of the proposer’s data sharing practices with clients that contract automated enforcement programs. Proposals shall indicate whether the proposer is able and willing to engage in the following data sharing practices:

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A. Provide monthly reports to the City on the number of red-light running incidents recorded at each camera location

B. Record and provide reports on traffic volume upon request from City staff C. Provide photo and video data to law enforcement to support crash investigations upon request

8. References 10 points

Provide 3 references from recent cities or systems for which your firm has provided/is providing similar services and identify when work was performed and the type of work and services performed. These references should be comprised of locations where your firm provided at least 3 cameras to a system, including any that are no longer operational.

The City may contact references and may use information obtained from reference checks to support the above criteria.

Proposals should include information any cooperative contracts that your firm currently is party to that may be applicable to the City of Eugene. The City of Eugene may choose to contract work via a cooperative contract.

9. Proposer’s Efforts toward Sustainability 10 points

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose.

a. Report on your performance in any areas that are relevant to your firm’s operations and services. Proposers may include existing reports or other company materials which demonstrate sustainability efforts. Suggested categories include:

• Energy efficiencies and other green building practices

• Green office practices

• Community engagement and support for underserved populations

• Sustainable material sourcing

• Waste reduction and prevention (including waste management plans and reduce, reuse, and recycle tactics)

• Water conservation measures

• Alternative transportation practices

• Provision of Life Cycle Analysis or total cost of ownership

• Reporting on and communication about sustainability performance

• Mission-related sustainability practices/ Sustainable business policy

b. Discuss how your firm’s efforts might be incorporated into or benefit the work performed or product supplied to the City. Provide details of efforts, practices, and/or processes that will be utilized.

For more information regarding sustainability in procurement, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch.

http://www.eugene-or.gov/sustainpurch

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Criterion Points Available 1 Company Profile, Qualifications, and Experience: 20 points 2 Planning Services 20 points 3 Equipment and Maintenance 50 points 4 Processing, Transmitting, and Storing Images 25 points 5 Customer Service 25 points 6 Cost Proposal 50 points 7 Data Sharing 10 Points 8 References 10 points 9 Proposer’s Efforts toward Sustainability 20 points Written Proposal Total Possible Points 230 points

The Purchasing Agent responsible for the solicitation may contact proposers for clarification of Proposals; however, no additions, deletions, or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the solicitation documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each responsive proposal according to the criteria described in this RFP on a point system.

Evaluation of all written proposals may result in the establishment of a competitive range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS

Pursuant to 137-047-0262, the City may establish a competitive range after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the proposers in the competitive range.

After determination of the competitive range the City may either: Provide written notice to all proposers of its intent to award the contract to the highest-ranked proposer in the competitive range; or engage in discussions with proposers in the competitive range and accept revised proposals from them and following such discussions and receipt and evaluation of revised proposals, conduct negotiations with the proposers in the competitive range.

Notice of Competitive Range. The City shall provide written notice to all proposers identifying proposers in the competitive range. The City provides an opportunity for proposers excluded from the competitive range to protest the City’s evaluation and determination of the competitive range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with proposers in the competitive range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD

Notice of the intent to award will only be given to the competitive range proposers.