4922_RFP_Photo_Enforcement_FINAL.pdf

CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL PD5-918-4922

SOLICITATION TITLE: PHOTO ENFORCEMENT

SOLICITATION NO.: PD5-918-4922

PROPOSAL DUE DATE: October 10, 2025

PROPOSAL DUE TIME: 4:00 pm local Arizona time

SUBMIT TO: Via email to:

Christian.jonson@chandleraz.gov

Email and attachments may not exceed 50 MB

PRE-PROPOSAL CONFERENCE: September 16, 2025

9:00 am local Arizona time

CONFERENCE ATTENDANCE: Virtual Via Web-Ex: Link to meeting

Or you can use https://signin.webex.com/join

Meeting number (access code): 2664 558 0249

Meeting password: pdY8iF36adC

CONTACT: Christian Jonson, CPPB

Procurement Officer

Phone: (480) 782-2405

Email: christian.jonson@chandleraz.gov

ISSUE DATE: September 11, 2025

Proposals for the commodity or service specified will be received by the Purchasing Division, City of

Chandler, via email to Christian.jonson@chandleraz.gov , until the time and date cited above. The City does not accept proposals submitted through the Arizona Procurement Portal. Proposals must be submitted via email to the Procurement Officer.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with photo enforcement services pursuant to the attached agreement.

mailto:Christian.jonson@chandleraz.gov https://chandleraz.webex.com/wbxmjs/joinservice/sites/chandleraz/meeting/download/50b3dbc2e30642329bd185f64aed4be6?MTID=m226166c5c242c9afb7c1657f0bdcd1dd https://signin.webex.com/join mailto:christian.jonson@chandleraz.gov mailto:Christian.jonson@chandleraz.gov

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the

Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

https://www.chandleraz.gov/business/vendor-services/purchasing https://www.chandleraz.gov/business/vendor-services/purchasing

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the

Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

12. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for

Proposal; and will be the sole judge of the merits of the proposals received.

13. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each

Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

14. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the

City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

15. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

16. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the

City may retain any security (as applicable) as liquidated damages.

17. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time;

agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

18. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

19. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

20. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this

RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net

30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

21. Local Business Consideration. Where the Chandler Administrative Regulation MS-16

Local Business Consideration is applicable, any applicable Chandler Transaction Privilege

Tax will be deducted from the net cost for the purpose of evaluation.

22. Protests. A protest must be in writing and be filed with the Purchasing Division. Filed means delivery to the Procurement Officer or Procurement and Supply Senior Manager, whichever is applicable. A time and date of receipt will be documented in a verifiable manner for purposes of filing.

A protest must include:

a. The name, address, telephone number and email address of the protester;

b. The signature of the protester or its representative;

c. Identification of the solicitation or contract number;

d. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

e. The form of relief requested.

A protest based upon alleged improprieties in a solicitation that are apparent before the solicitation due date must be filed not less than five calendar days before the solicitation due date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation on the Purchasing Division website or the City Clerk’s website, whichever occurs first. If the deadline for filing a protest occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval must be filed within ten days after the protester knows or should have known the basis of the protest.

23. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the City.

24. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

25. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement

Officer. Requests must be made as early as possible to allow time to arrange the accommodation.

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement

Officer. The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in .pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer

Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and

Offer Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the

Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the

Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the

Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the

Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT)

No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card

(MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse

(ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1

Acknowledged/Received

Date Addendum #2

Acknowledged/Received

Date Addendum #3

Acknowledged/Received

EXHIBIT A

SCOPE OF WORK

Photo Enforcement (Red Light and Speed Enforcement)

1 Background

1.1 The City of Chandler intends to utilize up to 12 photo enforcement intersections for a total of up to 48 approaches. The location of which to be selected by the City. The City anticipates an average of two approaches per intersection. Additional locations and approaches may be added at time of contract extension. Each approach may have speed enforcement, red light enforcement or both. The long-term goal of the program is to reduce the number of traffic accidents in Chandler.

1.2 The Contractor shall provide a “turn-key” operation with all equipment, training, and all related services.

2 Enforcement Camera Systems

2.1 The Contractor shall provide all necessary material and equipment, i.e. poles, loops, cameras, and data recording systems needed to identify and photograph vehicles violating Arizona Red

Signal Light and speed statutes at up to twelve (12) intersections designated by the City. The

Contractor shall provide and install poles and secure enclosures for photo enforcement cameras. Installation shall be subject to the approval of the City of Chandler Traffic

Engineering Department in accordance with all current professional standards as set forth by

Traffic Engineering. The Contractor shall make efforts to install and locate poles and enclosures to minimize the visual impacts to the adjacent properties.

2.2 The Contractor shall provide cameras in the enclosures capable of photographing violator vehicles from both the front and rear.

2.3 Contractor shall supply a system and equipment that meets the following criteria:

2.3.1 The ability to operate during both daylight and nighttime.

2.3.2 The ability to provide photographs which clearly identify the driver, vehicle and license plate.

2.3.3 Capable of setting different tolerances for speed and redlight violations which will ensure that the system does not activate on violations below the tolerances set by the City. The Contractor shall adjust tolerances during the term of the contract as directed by City.

2.3.4 Capable of providing digital images in both still and video.

2.3.5 Capable of electronically transferring information between the Police Department, Municipal Court, and Contractor to allow for timely issuance of initial complaints, second copies of the summons and complaint and a copy of the summons and complaint to be delivered to the process server.

2.4 Each camera shall have sufficient computer and associated equipment to record, document and track data for record keeping and court purposes.

2.5 The Contractor shall coordinate all system installations with the City of Chandler Traffic

Engineering Department. Prior to installation, the Contractor shall submit engineering drawings to the City. Installations must conform to all local, state, and federal guidelines. The

City will incur the cost of electricity required to run the system. All of the photo enforcement equipment must be wholly separate from the traffic signal system, with the exception of two wires leading out from the City's traffic controller indicating the onset of the red light. The photo enforcement system cannot use existing conduits utilized by the traffic signal nor use any of the detection equipment used to operate the traffic signal.

2.6 Contractor shall insure that malfunctions in the enforcement camera system do not interfere with the continued operation of any traffic control systems.

2.7 Contractor may make installations, loop placements, and timing sequences only after prior approval of the Traffic Engineering Division, and with input from the Police Department.

2.8 The Contractor shall maintain, repair and service all of the enforcement camera system and related components. Contractor shall notify the City of all malfunctions in any system immediately upon their discovery at contractor’s expense.

2.9 The Contractor, at their expense, shall relocate equipment as necessary and as directed by City due to roadway construction.

2.10 When the contract term ends, the Contractor, at their own expense, shall remove all equipment and return intersections, sidewalks, etc. to their original condition.

3 Complaint and Warning Processing

3.1 The Contractor shall issue warnings based on criteria established by the Police Department.

When issuing warnings, the Contractor shall follow the same procedures for mailing as for a first notification of a complaint.

3.2 The Contractor shall be available for contact from a representative of the Chandler Police

Department, a representative of Traffic Engineering, or a representative from Municipal Court during the City’s normal business hours. The Contractor shall provide toll free telephone customer service for City staff and the public calling from within the 602, 623 and 480 area codes.

3.3 The Contractor shall maintain all records and images in accordance with established law, and make them available as requested for court purposes.

3.4 City will send the Contractor a copy of the notice of hearing. Upon receipt of the notice of hearing, the Contractor shall prepare a court packet and send it either electronically or in hard copy to the Chandler Police Department within 10 days of receipt of the notice of hearing but no later than 12 hours prior to the court hearing date. The Contractor shall include in the court packet the following:

3.4.1 All images of the violator vehicle.

3.4.2 All violation data.

3.4.3 Certification that the system was operating properly prior to and after the violation.

3.5 Contractor shall issue all complaints and warnings within the time frames established by City.

4 Issuing of Complaints

4.1 The Contractor shall process all images and record all data related to individual violations.

4.2 The Contractor shall obtain registration information on violator vehicles from both in-state and out-of-state sources and driver’s license information for the registered owner. The Contractor shall provide this information to the Police Department and the Municipal Court in a format compatible with the City’s system. The Contractor shall match driver’s license information to registered owner information.

4.3 The Contractor shall provide complaints to the Chandler Police Department within seven (7) calendar days of violation for in-state registrations. The Contractor shall provide out of state registration complaints to the Chandler Police Department within 14 calendar days of violation.

4.4 The Contractor shall issue complaints only in cases where the photographs of the violator vehicle are clearly visible and identifiable, the vehicle plate is legible, and the driver is clearly depicted and registration information matches the vehicles depicted.

4.5 The Contractor shall forward the electronic file to the Chandler Police Department for review.

The Chandler Police Department will then forward acceptable complaints to the Municipal

Court and notify the Contractor of accepted complaints. The Contractor shall mail accepted complaints on the same day notification is received from the Chandler Police Department.

4.6 The Contractor shall match the gender and age of the driver of an imaged vehicle with that of the registered owner of that vehicle. The Contractor shall not issue a notice of violation when the gender or apparent age of the depicted driver and that of the registered owner conflict. In such cases, the Contractor shall mail a notice of violation to the registered owner, which contains violation date, time, location and a request for driver identification. The Contractor shall work with the Chandler Police Department to draft the notice of violation.

4.6.1 In cases where the vehicle is not registered to an individual, the Contractor shall mail a notice of violation to the registered owner. The notice of violation shall contain violation date, time, location and a request for driver identification. The

Contractor shall work with the Chandler Police Department to draft the notice of violation.

4.6.2 In cases where the named defendant is found not to be the driver depicted in the photograph, the City shall develop a nomination process. Once an individual is identified as the driver and that information is transmitted to the Contractor, the

Contractor shall issue a new complaint to the identified driver.

4.7 Mailing of accepted complaints.

4.7.1 The Contractor shall send a copy of the summons, complaint and images of the violation by first class mail, postage pre-paid to the person to be served, together with two copies of a notice and acknowledgment of receipt of summons and complaint, and return envelope, postage prepaid, addressed to the Municipal

Court. The Contractor shall include the fine amount designated by the Court in the mailed materials.

4.7.2 The Contractor shall schedule the initial appearance date and time as required by law, currently 30 days from date complaint is mailed and as directed by the

Municipal Court.

4.7.3 If the named defendant fails to respond to the complaint by the court date, the City will advise the Contractor. The Contractor shall mail a second copy of the summons and complaint to the listed defendant on the same day notification is received from the City.

4.7.4 If the named defendant fails to comply within the time frame listed in the second copy of the summons and complaint, the City will advise the Contractor. The

Contractor shall issue a third copy of the summons and complaint and shall contract with a process server to serve complaints as directed by the City.

Additional service, including process service, shall be provided by the Contractor in accordance with procedures established by the City.

4.7.5 The City shall reimburse Contractor monthly for the process server fees in the amount of the actual process service fee collected the previous month by the

Chandler Municipal Court, whether in the form of whole or partial payments, pertaining to the city’s Photo Enforcement Program.

4.7.6 The Chandler Police Department shall manage and reconcile the process server fee reimbursement. Chandler Municipal Court will provide a digital list of cases that the affidavit of service was filed to the Chandler Police Department. The affidavit of service will be used to calculate the fees paid to the process server. The list shall be on a monthly basis and payment will be verified no later than the 15th of each month.

5 Records Retention/Photo Images

5.1 The Contractor shall maintain a proper chain of evidence in accordance with established law, as well as the policy of the Chandler Police Department.

5.2 The Contractor shall retain all records and images associated with photo enforcement violations issued in a fireproof location.

5.3 Contractor shall retain all images and records for a period of time that meets both legal requirements and those of the City (a minimum of three (3) years). All images and records are the property of the City of Chandler.

5.4 The Contractor shall provide an audit trail.

5.5 The Contractor shall produce an audit trail of all unusable and unactionable images which shall include, but not be limited to:

5.5.1 The total number of unusable/unactionable images.

5.5.2 Location code.

5.5.3 Date of the image.

5.6 Images of violators shall include at a minimum, the following information:

5.6.1 Time of violation in hours, minutes, seconds.

5.6.2 Day, month, year of the violation.

5.6.3 Speed of the vehicle depicted.

5.6.4 Location coding.

5.6.5 Direction of travel (if non-stationary cameras).

5.6.6 Signal Phase (picture of signal). The color of the traffic signals should be visible in the image.

5.7 The Contractor shall make all files available for the Chandler Police Department for inspection on-line.

6 Information Management Systems

6.1 The Contractor shall input data and provide data in a format compatible with the Chandler

Police Department and the Municipal Court computer systems to allow for the transfer of electronic information between the Contractor and Chandler Police Department, the

Contractor and the Municipal Court, and the Chandler Police Department and Municipal Court.

Contractor shall pay fees associated with the electronic data transfer.

6.2 The Contractor must obtain the prior approval of the information management representatives of the Chandler Police Department, the Municipal Court, Traffic Engineering

Division and Information Technology Division for all software applications.

7 Reporting Requirements

7.1 The Contractor shall provide a system, which allows the Chandler Police Department to run reports on the data listed below for the time period (e.g. month, quarter, year) specified by the

Chandler Police Department.

7.1.1 Total number of photographs taken.

7.1.2 Total number of usable images.

7.1.3 Total number of unusable images.

7.1.4 Total number of warnings issued.

7.1.5 The number of complaints filed with the Municipal Court.

7.1.6 The number of second notices issued.

7.1.7 The number complaints pending service by personal service.

8 Support

8.1 The Contractor shall provide continuous technical and operational support and training to the

City for the Contractor’s system and equipment. The Contractor shall provide all training to enforcement operators, Traffic Engineering personnel and other City personnel as specified by the Chandler Police Department.

8.2 The Contractor shall provide an action plan for requested services within 24 hours of request.

8.3 Expert witnesses will be provided by Contractor as reasonably necessary to establish the accuracy, calibration, maintenance, repair records, technical operations, and effectiveness of the Contractor’s equipment and systems for contested citations. After presentation of such testimony, the City may request additional testimony from a Contractor expert witness for challenges beyond standard violation complaint appearances. Testimony by all Contractor witnesses will be provided at no additional cost to the City.

9 Training

9.1 The Contractor shall provide training including, but not limited to, providing appropriate City staff with an understanding of how the equipment works and the system operates. Training shall be sufficient to enable City staff to testify in court as to the technical aspects of the system. The Contractor shall provide expert witnesses for court purposes as requested by the

Chandler Police Department.

9.2 The City will provide adequate training facilities and scheduling for City employees.

9.3 The Contractor shall provide appropriate training records and forward them to the Chandler

Police Department in a timely manner.

9.4 The Contractor shall provide training on systems operations, as well as the procedures that occur once a photograph is taken and a summons is issued.

9.5 Training outlines shall be prepared by the Contractor and submitted to the Chandler Police

Department for review and approval.

10 Community Awareness

10.1 The Contractor shall assist the City in community awareness efforts in cooperation with the

Chandler Police Department. The Contractor shall provide professional quality public relations assistance and materials.

10.2 The Contractor shall provide and install mandatory warning signs required by state law.

10.3 The Contractor shall assist with a media relations campaign at the time of initial deployment of photo enforcement systems. All public awareness activities shall be coordinated through the

City’s public information office and the Chandler Police Department.

EVALUATION CRITERIA

The evaluation criteria are listed below in their relative order of importance. The offer should contain responses to all of the specific information requested below. The Offeror’s submittal should be organized by section based on the listed criteria.

Qualifications and Experience 35%

1. Provide a brief history of the company including number of years in business, primary business focus and number of years providing the services described in the Scope of Work.

2. Provide the qualifications of the company and its leadership relative to the services described in the Scope of Work. Provide resumes or statements of qualifications for company leadership.

3. Provide resumes or statements of qualifications for all proposed key personnel. Identify the role of each individual and describe the reporting structure for oversight ensuring quality services.

Provide a list of all customers that you have or are currently providing photo enforcement service.

Specify type of enforcement provided and when provided.

4. Provide process service process and success rate.

5. Provide a list of all current photo enforcement customers. Include customer name, contact name, e-mail phone number, and number and type of photo enforcement provided.

Method of Approach 35%

1. Provide Location of Main Office and hours of operation.

2. Provide plan to integrate proposed system and process into Chandler’s existing process for issuing citations.

3. Describe any technology improvements such as loop less approaches and electronic citations.

4. List turnaround time for retrieval of both in state and out of state vehicle registration and driver’s license. Describe your process.

5. How many states can vehicle registration and driver’s license information be retrieved from?

6. Describe Quality control program, information security procedures and information pack up procedures.

7. Describe reporting available to the City and how it is obtained.

8. Describe information available to violators

9. Briefly describe method of operation to include camera monitoring, image processing, and steps involved in issuing a complaint.

10. List manufacturer, model and type of system offered.

11. List completion time and provide schedule for installation of systems per intersection.

12. State percentage of photos, which will be clear and distinguishable.

13. List all subcontractors, which will be used to perform the contract including but not limited to process servers and installation contractors.

14. Provide an example of a citation.

15. Provide an example of a photo (front and rear) taken by proposed system.

16. Provide examples of public relations information.

Price Proposal 30%

Complete and submit Exhibit B, Price Proposal Page.

EXHIBIT B

PRICE PROPOSAL PAGE

Offerors shall complete and submit the Price Proposal in the format requested below.

Payment Billing

Payment to the Contractor for service provided shall be made for all actionable activations occurring the previous 30 days. An actionable activation is an activation where the images of the driver and license plate are identifiable for court purposes and the driver's gender/age matches the registered owner's or the nomination protocol for rental or business owned vehicles has produced a person who's gender/age matches the image. All instances where the gender/age of the registered owner and the driver appear to match will be considered actionable even if this is later shown to be false.

The City will not be responsible for payment to the Contractor for any image, which is determined by the Chandler Police Department to not be an actionable activation.

Price per Actionable Activation $__________________

City Clerk Document No.

City Council Meeting Date:

CITY OF CHANDLER SERVICES AGREEMENT

PHOTO ENFORCEMENT

CITY OF CHANDLER AGREEMENT NO. PD5-918-4922

THIS AGREEMENT (Agreement) is made and entered into by and between the City of Chandler, an

Arizona municipal corporation (City), and [INSERT NAME OF SERVICE PROVIDER], [INSERT

JURISDICTION AND BUSINESS ORGANIZATION] (Contractor), (City and Contractor may individually be referred to as Party and collectively referred to as Parties) and made

, 2025 (Effective Date).

RECITALS

A. City proposes to [INSERT BRIEF DESCRIPTION OF SERVICES OR PROJECT] as more fully described in Exhibit A, which is attached to and made a part of this Agreement by this reference.

B. Contractor is ready, willing, and able to provide the services described in Exhibit A for the compensation and fees set forth and as described in Exhibit B, which is attached to and made a part of this Agreement by this reference.

C. City desires to contract with the Contractor to provide these services under the terms and conditions set forth in this Agreement.

AGREEMENT

NOW, THEREFORE, in consideration of the premises and the mutual promises contained in this

Agreement, City and Contractor agree as follows:

SECTION I: DEFINITIONS

For purposes of this Agreement, the following definitions apply:

Agreement means the legal agreement executed between the City and the Contractor

City means the City of Chandler, Arizona

Contractor means the individual, partnership, or corporation named in the Agreement

Days means calendar days

May, Should means something that is not mandatory but permissible

Shall, Will, Must means a mandatory requirement

SECTION II: CONTRACTOR’S SERVICES

Contractor must perform the services described in Exhibit A to the City’s satisfaction within the terms and conditions of this Agreement and within the care and skill that a person who provides similar services in Chandler, Arizona exercises under similar conditions. All work or services furnished by Contractor under this Agreement must be performed in a skilled and workmanlike manner. Unless authorized by the City in writing, all fixtures, furnishings, and equipment furnished by Contractor as part of the work or services under this Agreement must be new, or the latest model, and of the most suitable grade and quality for the intended purpose of the work or service.

SECTION III: PERIOD OF SERVICE

Contractor must perform the services described in Exhibit A for the term of this Agreement.

The term of the Agreement is five (5) year (s), and begins on _________ and ends on _________ unless sooner terminated in accordance with the provisions of this Agreement. The City and the

Contractor may mutually agree to extend the Agreement for up to one additional term of five (5) year (s) each, or portions thereof. The City reserves the right, at its sole discretion, to extend the

Agreement for up to 60 days beyond the expiration of any extension term.

SECTION lV: PAYMENT OF COMPENSATION AND FEES

4.1 Unless amended in writing by the Parties, Contractor's compensation and fees as more fully described in Exhibit B for performance of the services approved and accepted by the City under this Agreement must not exceed [ tbd ]. Contractor must submit requests for payment for services approved and accepted during the previous billing period and must include, as applicable, detailed invoices and receipts, a narrative description of the tasks accomplished during the billing period, a list of any deliverables submitted, and any subcontractor’s or supplier’s actual requests for payment plus similar narrative and listing of their work. Payment for those services negotiated as a lump sum will be made in accordance with the percentage of the work completed during the preceding billing period. Services negotiated as a not-to-exceed fee will be paid in accordance with the work completed on the service during the preceding month. All requests for payment must be submitted to the City for review and approval. The City will make payment for approved and accepted services within 30 days of the City’s receipt of the request for payment.

4.2 Applicable Taxes. The Contractor will pay all applicable taxes. The City is subject to all applicable state and local transaction privilege taxes. To the extent any state and local transaction privilege taxes apply to sales made under the terms of this Agreement, it is the responsibility of the Contractor to collect and remit all applicable taxes to the proper taxing jurisdiction of authority.

4.3 Tax Indemnification. The Contractor and all subcontractors will pay all Federal, state, and local taxes applicable to its operation and any persons employed by the Contractor. The Contractor will and require all subcontractors to hold the City harmless from any responsibility for taxes, damages, and interest, if applicable, contributions required under Federal, state, and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security, and Worker’s Compensation.

4.4 All prices offered herein shall be firm against any increase for the initial term of the

Agreement. Prior to commencement of subsequent renewal terms, the City may approve a fully documented request for a price adjustment. The City shall determine whether any requested price increases for extension terms is acceptable to the City. If the City approves the price increase, the price shall remain firm for the renewal term for which it was requested. If a price increase is agreed upon by the Parties a written Agreement Amendment shall be approved and executed by the Parties.

SECTION V: GENERAL CONDITIONS

5.1 Records/Audit. Records of the Contractor's direct personnel payroll, reimbursable expenses pertaining to this Agreement and records of accounts between the City and Contractor must be kept on the basis of generally accepted accounting principles and must be made available to the

City and its auditors for up to three years following the City’s final acceptance of the services under this Agreement. The City, its authorized representative, or any federal agency, reserves the right to audit Contractor's records to verify the accuracy and appropriateness of all cost and pricing data, including data used to negotiate this Agreement and any amendments. The City reserves the right to decrease the total amount of Agreement price or payments made under this

Agreement or request reimbursement from the Contractor following final contract payment on this Agreement if, upon audit of the Contractor's records, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data. The Contractor will include a similar provision in all of its contracts with subcontractors providing services under the Agreement

Documents to ensure that the City, its authorized representative, or the appropriate federal agency, has access to the subcontractors’ records to verify the accuracy of all cost and pricing data. The City reserves the right to decrease Contract price or payments made on this Agreement or request reimbursement from the Contractor following final payment on this Agreement if the above provision is not included in subcontractor agreements, and one or more subcontractors refuse to allow the City to audit their records to verify the accuracy and appropriateness of all cost and pricing data. If, following an audit of this Agreement, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data, and the cost discrepancies exceed

1% of the total Agreement billings, the Contractor will be liable for reimbursement of the reasonable, actual cost of the audit.

5.2 Alteration in Character of Work. Whenever an alteration in the character of work results in a substantial change in this Agreement, thereby materially increasing or decreasing the scope of services, cost of performance, or Project schedule, the work will be performed as directed by the

City. However, before any modified work is started, a written amendment must be approved and executed by the City and the Contractor. Such amendment must not be effective until approved by the City. Additions to, modifications, or deletions from this Agreement as provided herein may be made, and the compensation to be paid to the Contractor may accordingly be adjusted by mutual agreement of the Parties. It is distinctly understood and agreed that no claim for extra work done or materials furnished by the Contractor will be allowed by the City except as provided herein, nor must the Contractor do any work or furnish any materials not covered by this

Agreement unless such work is first authorized in writing. Any such work or materials furnished by the Contractor without prior written authorization will be at Contractor's own risk, cost, and expense, and Contractor hereby agrees that without written authorization Contractor will make no claim for compensation for such work or materials furnished.

5.3 Termination for Convenience. The City and the Contractor hereby agree to the full performance of the covenants contained herein, except that the City reserves the right, at its discretion and without cause, to terminate or abandon any service provided for in this

Agreement, or abandon any portion of the Project for which services have been performed by the Contractor. In the event the City abandons or suspends the services, or any part of the services as provided in this Agreement, the City will notify the Contractor in writing and immediately after receiving such notice, the Contractor must discontinue advancing the work specified under this Agreement. Upon such termination, abandonment, or suspension, the

Contractor must deliver to the City all drawings, plans, specifications, special provisions, estimates and other work entirely or partially completed, together with all unused materials supplied by the City. The Contractor must appraise the work Contractor has completed and submit Contractor's appraisal to the City for evaluation. The City may inspect the Contractor's work to appraise the work completed. The Contractor will receive compensation in full for services performed to the date of such termination. The fee shall be paid in accordance with

Section IV of this Agreement, and as mutually agreed upon by the Contractor and the City. If there is no mutual agreement on payment, the final determination will be made in accordance with the Disputes provision in this Agreement. However, in no event may the payment exceed the payment set forth in this Agreement nor as amended in accordance with

Alteration in Character of Work. The City will make the final payment within 60 days after the

Contractor has delivered the last of the partially completed items and the Parties agree on the final payment. If the City is found to have improperly terminated the Agreement for cause or default, the termination will be converted to a termination for convenience in accordance with the provisions of this Agreement.

5.4 Termination for Cause. The City may terminate this Agreement for Cause upon the occurrence of any one or more of the following events: in the event that (a) the Contractor fails to perform pursuant to the terms of this Agreement, (b) the Contractor is adjudged a bankrupt or insolvent,

(c) the Contractor makes a general assignment for the benefit of creditors, (d) a trustee or receiver is appointed for Contractor or for any of Contractor’s property (e) the Contractor files a petition to take advantage of any debtor's act, or to reorganize under the bankruptcy or similar laws, (f) the

Contractor disregards laws, ordinances, rules, regulations or orders of any public body having jurisdiction, or (g) the Contractor fails to cure default within the time requested. Where Agreement has been so terminated by City, the termination will not affect any rights of City against Contractor then existing or which may thereafter accrue.

5.5 Indemnification. The Contractor (lndemnitor) must indemnify, defend, save and hold harmless the City and its officers, officials, agents and employees (lndemnitee) from any and all claims, actions, liabilities, damages, losses or expenses (including court costs, attorneys' fees and costs of claim processing, investigation and litigation) (Claims) caused or alleged to be caused, in whole or in part, by the wrongful, negligent or willful acts, or errors or omissions of the Contractor or any of its owners, officers, directors, agents, employees, or subcontractors in connection with this Agreement. This indemnity includes any claim or amount arising out of or recovered under workers' compensation law or on account of the failure of the Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. The Contractor must indemnify lndemnitee from and against any and all Claims, except those arising solely from lndemnitee's own negligent or willful acts or omissions. The Contractor is responsible for primary loss investigation, defense and judgment costs where this indemnification applies. In consideration of the award of this

Agreement, the Contractor agrees to waive all rights of subrogation against lndemnitee for losses arising from or related to this Agreement.