2026-25 Speed Camera Solicitation Final Version.docx

City of West Haven Request for Proposal # 2026-25 Automated Speed Enforcement System (ASE) Supply, Installation, Operation & Maintenance

PROJECT SUMMARY

The City of West Haven (“City”) is soliciting sealed proposals from qualified vendors to provide a turnkey Automated Speed Enforcement (ASE) camera system for deployment in designated areas throughout the city. The system will support the City’s efforts to reduce speeding-related crashes, enhance pedestrian safety, and comply with all applicable Connecticut laws and regulations governing the use of automated traffic enforcement devices. The system shall further be in accordance with: Pursuant to the authority granted by Connecticut General Statutes Section 14-307c, Chapter 206 of the Code of the City of West Haven herby amended to add Article VIII – Automated Traffic Enforcement Safety Devices.

The selected respondents shall provide equipment, installation, calibration, software, data management, citation processing support, training, and ongoing maintenance.

PROJECT BACKGROUND

The City of West Haven, Connecticut (the “City”) is committed to improving traffic safety and reducing speeding on local roadways, particularly in areas with high pedestrian activity, schools, parks, and residential neighborhoods. Speeding continues to be a significant contributing factor to motor vehicle crashes, injuries, and fatalities, posing an ongoing public safety concern for residents, visitors, and commuters traveling through the city.

The City intends to issue this Request for Proposals (RFP) to solicit qualified and experienced vendors capable of providing a complete, turnkey automated speed enforcement solution. This includes the installation, operation, maintenance, and support of speed camera systems, as well as assistance with program administration, data security, public education, and compliance with all applicable state and local laws and regulations.

Through this RFP, the city seeks a partner that can deliver a reliable, legally compliant, and transparent speed safety camera program that prioritizes public safety, protects individual privacy, and supports the City’s broader traffic calming and safety objectives.

PROJECT TIMELINE

The anticipated start date of this project is February or March 2026, but subject to change.

SUBMISSION INSTRUCTIONS

Pre-Bid Meeting Location

Pre-Bid Meeting Date & Time

Site Location

Site Location Date & Time

Respondents are required to submit One (1) original and three (3) copies in a sealed envelope. Proposals received after this time and date specified above will be rejected. No oral, telephonic, emailed, or faxed corrections, deletions, or additions to any response shall be accepted. The City reserves the right to reject any or all responses, and to waive any or all formalities in connection with this request. Proposals which do not incorporate our requested format, including quoting items as described, will not be considered. Unless otherwise stated in the solicitation. No alternate responses will be considered unless alternate responses are specifically requested by the City. The City reserves the right to award multiple vendors under this solicitation.

A response to this solicitation does not permit the City to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure the city contract for services, supplies or equipment. The City will not award to any contractor who is not qualified under applicable Federal, State and local laws and regulations.

Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov).

An Affirmative Action/Equal Opportunity Employer, Minority/Women's Business Enterprises are encouraged to apply. This contract is subject to state set-aside and contract compliance requirements. If the Affirmative Action Plan or Set Aside plan is not approved prior to the award of a construction contract, the City of West Haven will then need to retain 2% per month of the total contract value until the contractor has submitted an approved affirmative action plan to CHRO and CHRO has granted approval.

INQUIRIES FOR CLARIFICATION

The city will not respond to the Respondents request(s) for oral interpretation and/or clarification of the Solicitation Specifications for any reason. The city will respond to a Respondents written request(s) for interpretation and/or clarification of the Solicitation Specifications. Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov). The email should include in the subject line RFP/RFQ/ITB (i.e. 2025-00). The body of the email should contain the question or clarification. Every interpretation made to a Respondent will be in the form of an Addendum or Question & Answer to the Solicitation Documents.

ADDENDUMS TO THIS SOLICITAION

Any Addendum(s) to this solicitation document shall become part of the solicitation. Respondents are required to check the city website for addendum(s). Each respondent shall be bound by such addenda whether received/viewed by the respondent.

SOLICITATION PROTEST

Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the Solicitation results with the City's Purchasing Department. Protest must be submitted via email, kchambers@westhaven-ct.gov.

The City will acknowledge receipt of a written protest. If the Purchasing Department representative has not acknowledged receipt of the protest by the close of business on the following days, please contact Kathy at the above phone number listed.

SCOPE OF SERVICES

Through this RFP, the city seeks to partner with a vendor that can deliver a reliable, legally compliant, and transparent speed safety camera program that prioritizes public safety, protects individual privacy, and supports the City’s broader traffic calming and safety objectives.

The scope of services for this project will include the following system requirements.

Respondents must propose a system that meets or exceeds the following:

1. Technology Capabilities

a. Ability to detect and record vehicles exceeding posted school-zone speed limits.

b. Multi-lane and bi-directional coverage.

c. High-resolution images and video of violation events, including:

i. Vehicle speed at time of capture

ii. Date and timestamp

iii. GPS/location metadata

iv. License plate clearly visible under day/night conditions

d. Automatic license plate recognition (ALPR).

i. Environmental durability (rain, snow, cold, heat).

ii. 24/7 remote monitoring and system health diagnostics.

2. Placement Options

a. Vendor must support fixed pole-mounted units, with optional portable trailer-mounted units, or both.

b. Equipment must not interfere with ADA access or public right-of-way use.

3. Connectivity and Data Handling

a. Secure data transfer using encrypted communication.

b. Data stored on secure servers that comply with best-practice cybersecurity standards.

c. Configurable data retention periods consistent with Connecticut requirements.

4. Calibration & Accuracy

a. Independent calibration by a certified technician before deployment and periodically thereafter.

b. Vendor must supply calibration documentation suitable for court presentation.

VIOLATION PROCESSING & CITATION SUPPORT

The City of West Haven workflow process for Violation Processing & Citation Support services includes but is not limited:

1. Evidence Review Workflow

a. Respondent shall supply software that allows authorized West Haven Police Department personnel to review and approve all events before a citation is issued.

b. System must maintain an audit trail for every action taken.

2. Citation Issuance & Mailing

a. Vendor must take charge of generating and mailing citations, consistent with Connecticut requirements for notice format, timelines, and public disclosure.

b. All notices must be ADA-compatible and available in multiple languages (English & Spanish minimum).

3. Court Support

a. Vendor must provide court-admissible evidence packets, including:

i. Certificate of calibration

ii. Operator logs

iii. Violation images and metadata

iv. Vendor must provide remote or in-person expert testimony when requested.

IMPLEMENTATION SERVICES

The City of West Haven implementation services include but are not limited:

1. Site Assessment

a. Vendor shall conduct a complete assessment of all proposed school-zone locations including:

i. Speed study analysis

ii. Sightline evaluation

iii. Utility and power availability

iv. ADA and right-of-way compliance

2. Installation

a. Vendor must:

i. Install poles, cabinets, power connections, and communication hardware

ii. Coordinate with West Haven Public Works, UI (United Illuminating), Frontier Communications, and police as needed

iii. Restore any disturbed surfaces

3. Public Education & Outreach

a. Vendor shall assist with developing a public-awareness campaign including:

i. Press materials

ii. Website content

iii. Sample warning-period notifications

iv. Community-facing FAQ

TRAINING

The City of West Haven is requesting training services which include but are not limited:

1. Providing comprehensive on-site training to City personnel in:

a. System operation

b. Evidence reviews and export

c. Back-office citation workflows

d. Maintenance troubleshooting

e. Reporting and analytics Training materials must be provided in both digital and hard-copy formats.

ONGOING MAINTENANCE AND SUPPORT

The selected respondent should provide a full-service maintenance model including:

1. 24/7 remote monitoring

2. On-site repair within a defined response time (e.g., 24–48 hours)

3. Replacement of defective parts

4. Software updates and security patches

5. Annual calibration certification

DATA PRIVACY AND SECURITY REQUIREMENTS

The selected respondent must comply with:

1. Connecticut cybersecurity standards

2. CJIS requirements for any law-enforcement data access

3. Industry security practices including encryption in transit and at rest

4. Prohibition on selling or reusing data for non-City purposes

5. At expiration of contract, or should contract be terminated for any reason, all data collected is the sole property of the City of West Haven.

A full data management plan must be submitted as part of a response.

REPORTING & ANALYTICS

The selected respondent must supply dashboards and downloadable reports detailing:

1. Violations by date/time/location

2. Average and 85th-percentile speeds

3. System uptime

4. Citation processing milestones

5. Warning-period metrics Reports should be exportable (XLS, CSV, PDF).

CONTRACT TERM

The term of the contract will be for a period of three years. At the sole discretion of the City, within the same terms and conditions, the City of West Haven may extend the contract for an additional two-year period.

CERTIFICATIONS AND LICENSES

Respondents must have a valid Connecticut business license throughout the solicitation process. The awarded Respondent must maintain an active Connecticut business license. Failure to reinstate an expired license within 14 days of notice may result in contract.

If the service(s) that the respondent is providing requires a license, certification, or other form of qualification, documentation must be provided at the time of submission. It is the responsibility of the respondent to maintain a license through the entirety of the project. Failure to maintain a required license, certification, or other form of qualification will result in an automatic void of the contract.

PROPOSAL REQUIREMENTS

Respondents must include at a minimum within their proposals:

1. Executive summary

2. Technical specifications of equipment

3. Project approach and implementation timeline

4. Staffing plan & resumes of key personnel

5. Data security and retention plan

6. Evidence of compliance with Connecticut ASE requirements

7. Three references from similar municipal deployments

8. Detailed pricing proposal

9. Proof of insurance

10. Sample contract – usage of vendor contracts will be authorized or denied by Corporation Counsel for the City of West Haven.

PRICING

Respondents’ proposals should be submitted under the following permitted models:

1. Turnkey / Flat Fee Model

a. Lump sum cost for equipment, installation, software, maintenance.

2. Per-Citation Processing Fee Model

a. Vendor compensated only for processed and approved violations (must comply with CT law and City purchasing rules).

3. Hybrid Model

a. Combination of fixed fees and per-citation fees.

Respondents must provide clear line-item costs for:

1. Equipment (fixed / mobile)

2. Installation

3. Disconnect fee

4. Back-office services

5. Support & maintenance

6. Optional enhancements

7. Pricing should be based on a minimum 3-year contract, with the possibility of an extension to 5 years.

The pricing for this application shall include all applicable costs as outlined in the pricing bid sheet or bid pricing document. Quantities or hours listed on the bid sheet are estimated and may be revised at the time of the award. In the event it is necessary to revise the quantities/hours, an increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis pricing. The estimation(s) noted in this solicitation are approximate (estimated only for use in comparing responses); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the respondent. The actual contract will be paid for the actual quantities ordered only.

Pricing should not include federal excise or state sales taxes. State Sales Tax is exempt under Connecticut General State Statute Sec. 12-412. The city is also exempt from transportation taxes when goods are consigned to the city. Tax Exemption certificates will be furnished by the Finance Department upon satisfactory proof of delivery to the City.

METHOD OF SELECTION

The respondents’ proposals will be evaluated based on the following criteria:

Ability to meet CT ASE legal requirements; accuracy; equipment performance; day/night capture; ALPR effectiveness.

Municipal ASE experience; references; record of success; staff expertise.

Site assessment approach; installation plan; project management; training quality.

Cybersecurity protocols; encryption; CJIS alignment; data retention compliance.

Evidence workflow; citation mailing; audit trails; court support.

Uptime guarantees; response time; calibration; local service capacity.

Transparency of pricing; total program cost; sustainability; cost-effectiveness.

Outreach materials; transparency initiatives; multilingual support.

COMMENCMENT OF WORK-NO PURCHASE ORDER NO PAY

The City will not be responsible for payment of any work services performed or material(s) supplied by the successful respondent; before the Contractor receives a fully executed agreement and purchase order. Unless an emergency has been declared by the Mayor or Finance Director, who is duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency.

The respondents awarded shall not begin any work until:

1. An executed contract is signed by the City and the awarded respondents

a. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its solicitation submission.

b. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of solicitation bond. The City may either award the Contract to the next responsible respondent or re-advertise the solicitation.

c. Once a contract is executed the City department responsible for requesting the work will issue Notice to Proceed.

2. A Purchase order is issued for the work

a. The PO Number must be listed on all invoices associated with the project.

BID PREFERENCE FOR LOCAL VENDORS

For this section, "city-based business" shall mean a business with a principal place of business located within the City of West Haven. A business shall not be considered a "city-based business" unless evidence satisfactory with the purchasing agent has been submitted with each bid submitted by said business to establish that said business has a bona fide principal place of business in West Haven.

Such evidence may include evidence of ownership of or a long-term lease of the real estate from which the principal place of business is operated or payment of property taxes on the personal property of the business to be used in the performance of the solicitation.

To be considered a City Based Business you must submit satisfactory proof to the Purchasing Agent of your current City of West Haven address. Some examples of proof include are, but not limited to:

1. Proof of payment of City of West Haven Real Estate tax bill(s)

2. A current, long-term lease in the City of West Haven

3. Proof of payment of City of West Haven Personal Property tax bill(s)

The Local Preference ordinance can be found in Section 42-8 [Award of Contract], B2 “ Bid preference for local vendors.”. Please review for further details.

INSURANCE REQUIREMENTS

Prior to the commencement of the work, and as a condition of site access, the Respondent (referred to hereinafter as the “Contractor”) shall deliver to the City of West Haven (referred to hereinafter as the “Owner”) a valid and currently dated Certificate of Insurance (COI).

The insurance coverage carried by the Contractor must be placed with and written by an insurance company admitted doing business in the State of Connecticut, and with a rating of A- or better by A.M. Best.

The insurance coverage’s carried by the Contractor (shown below) shall apply regardless of whether the operations, actions, derelictions or failures to act, from which any claim arises, are attributable to the Contractor, a subcontractor, a sub-subcontractor, or any consultant, officer, agent, employee or anyone directly or indirectly employed by any of them, including anyone for whose acts any of the aforementioned may be liable by operation of statute, government regulation or applicable state law. Failure of Contractor to provide a Certificate of Insurance shall in no way limit or relieve Contractor of its duties and responsibilities in this Agreement.

At a minimum, the COI shall indicate that the following coverages and limits are in place:

1. Commercial General Liability: Minimum Limits Required

a. The Owner (The City of West Haven and all its elected or appointed directors, officers, officials, agents, employees and members of all its boards and commissions) and the State of CT, will be included as an Additional Insured onto the CGL policy carried by the Contractor. The Additional Insured coverage afforded to the Owner shall apply on a primary and non-contributory basis and include completed operations coverage.

b. The CGL policy carried by the Contractor shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive the Contractor’s right of recovery against the Owner (the City of West Haven (and all its elected or appointed directors, officers, officials, agents, employees and members of all its boards and commissions).

2. Business Auto / Commercial Auto Insurance – Minimum Limits required

a. $1,000,000 Liability

b. The Owner (The City of West Haven and all its elected or appointed directors, officers, officials, agents, employees and members of all its boards and commissions) will be included as an Additional Insured onto the Commercial Auto/ Business Auto policy carried by the Contractor.

c. The Business Auto / Commercial Auto policy carried by the Contractor shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive the Contractor’s right of recovery against the Owner (the City of West Haven, and all its elected or appointed directors, officials, employees and members of all its boards and commissions).

3. Workers Compensation/Employers Liability Insurance

a. Coverages and limits as required by law Connecticut State law

b. Employers Liability Limits:

c. 500,000 each accident

d. 500,000 aggregates for injury by disease

e. 500,000 each employee for injury by disease

f. The Workers Compensation/Employers Liability policy carried by the Contractor shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive the Contractor’s right of recovery against the Owner (the City of West Haven and all its elected or appointed directors, officers, officials, agents, employees and members of all its boards and commissions).

4. Umbrella Liability/Excess Liability: Minimum Limits required:

a. 5,000,000 Each Occurrence

b. 5,000,000 General Aggregate

c. Policy will provide excess coverage over the Commercial General Liability, Business Auto and Workers Compensation/Employer Liability policies carried by the organization

d. The Umbrella / Excess Liability policy carried by the Contractor shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive the Contractor’s right of recovery against the Owner (the City of West Haven and all its elected or appointed directors, officers, officials, agents, employees and members of all its boards and commissions).

5. It is the responsibility of the respondent awarded, to maintain insurance during the duration of the project. The vendor must submit the renewed insurance on a yearly basis (prior to expiration date)

GUARANTEE & WARRANTY

All parts and labor related to contracts must be guaranteed and include a 12-month warranty from the date of acceptance by the City. If any work is unable to be guaranteed, the contractor must inform the City, in writing, prior to the delivery of an item or any work being performed. Non-guaranteed work must be offered at a discount rate on the proposal prices. Inspection, testing and final determination of non-warranty work shall be performed at no cost to the City.

NO LIMITATION ON LIABILITY

With regard to any/all claims made against the Additional Insured by any employee of the Contractor, any subcontractor or anyone directly or indirectly employed by the Contractor or any subcontractor, or anyone for whose acts the Contractor or any subcontractor might be liable, the indemnification obligation shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any subcontractor under Workers Compensation acts, disability benefits acts or other employee benefit acts.

INDEMNIFICATION

To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold harmless the Owner, and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions, as well as the State of Connecticut, from and against any/all claims, actions, damages, losses and expenses, including but not limited to attorney’s fees, for any actual or alleged injury to any person or persons, including death, or any damage to or destruction of property, arising out of or in connection with the project.

OTHER TERMS AND CONDITIONS

The City reserves the rights too, which may also be mentioned in sections listed above:

1. Reject any or all proposals

2. Waive minor irregularities as deemed by the city

3. Request additional information or presentation from respondents

4. Negotiate contract terms based on the submission of the proposal

5. Cancel the RFP at any time

ATTACHMENTS TO THIS SOLICITATION

1. City Disclosure form

2. W-9 Form

3. City Vendor Application Form