REQUEST FOR PROPOSAL

2026-RFP-054-PR

AUTOMATED LICENSE PLATE READER (ALPR) SYSTEM WITH

FIXED INFRASTRUCTURE AND CLOUD-BASED EVIDENCE

MANAGEMENT

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: July 23, 2026

DEADLINE FOR QUESTIONS: August 20, 2026

RESPONSE DEADLINE: September 3, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Automated License Plate Reader (ALPR) System With Fixed

Infrastructure and Cloud-Based Evidence Management

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. Standard Terms and Conditions

Attachments:

A - Dane_County_IT_Infrastructure

Request For Proposal #2026-RFP-054-PR Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence Management

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated: Automated License Plate Reader (ALPR) System With Fixed

Infrastructure and Cloud-Based Evidence Management.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

1.2. Contact Information

Megan Rogan

Purchasing Officer

Email: rogan.megan@countyofdane.com

Phone: (608) 283-1487

Department:

Sheriff

1.3. Timeline

Release Project Date July 23, 2026

Question Submission Deadline August 20, 2026, 4:00pm

Question Response Deadline August 27, 2026, 4:00pm

Proposal Submission Deadline September 3, 2026, 2:00pm mailto:rogan.megan@countyofdane.com tel:(608)283-1487

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 4:00 pm on Thursday, August 20, 2026.

1. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Megan Rogan. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Thursday, September 3, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

3. Once registered, click on the "draft" button to draft your proposal.

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

7. The file upload status can be seen for each document uploaded.

8. Confirm all files have been uploaded

9. Review your work and click on "submit" proposal

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

1. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. RFP responses are public records under Wisconsin Law. Dane County may be required to release your RFP response if someone makes a public records request. There are few exceptions to disclosure under Wisconsin’s Open Records Law.

2. All proposed restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the

“Designation of Confidential and Proprietary Information” section.

3. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s) to determine whether such information must be disclosed. Dane County shall not provide advance notice prior to release of any requested record.

4. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential. Designating the RFP response or proposal in its entirety as confidential is never warranted and will result in its release.

5. One exception under the Wisconsin Open Records Law is if information constitutes a “trade secret.” Trade secret is defined in Sect. 134.90 (1)(c)) of the WisconsinStatutes, as follows:

"Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

County cannot guarantee that such information will be treated as a trade secret or confidential.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

6. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

7. In the event the Designation of Confidentiality of this information is challenged, undersigned agrees to provide legal counsel or other necessary assistance to defend the Designation of

Confidentiality and to hold Dane County harmless for any costs or damages arising out of Dane

County withholding the materials. .

8. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

mailto:risk.management@danecounty.gov

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Anticipated Terms (Calendar Dates)

Term 1: November 1, 2026 - October 31, 2027

Term 2: November 1, 2027 - October 31, 2028

Term 3: November 1, 2028 - October 31, 2029

Term 4: November 1, 2029 - October 31, 2030

Term 5: November 1, 2030 - October 31, 2031

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Purpose

1. The Dane County Sheriff’s Office (DCSO) is soliciting proposals from qualified vendors to provide a comprehensive Automated License Plate Reader (ALPR) system including fixed infrastructure cameras, cloud-based data management, and integration with existing agency cloud software platforms. The system must satisfy DCSO’s privacy, civil liberties, data governance, and public accountability requirements.

2. This RFP is intended to identify a vendor capable of delivering a modern, scalable, and fully integrated ALPR solution that advances DCSO's public safety mission.

4.2. Background

1. DCSO currently operates a suite of public safety technologies. The agency seeks an ALPR solution that complements its existing investments and operates within a unified, cloud-based evidence and data ecosystem.

2. The selected vendor must demonstrate the ability to integrate natively and securely with the agency’s existing platforms without requiring duplicate infrastructure, separate portals or redundant data stores.

3. The County Board has authorized funding of up to $80,000 annually for this program. Proposers shall clearly identify all one-time and recurring fees.

4. Requirements throughout this RFP reflect those conditions. Vendors must be prepared to address these requirements in full.

4.3. Community & Board Priorities

The following priorities are foundational to this procurement and are reflected in the mandatory requirements of this RFP:

1. Vendor shall provide proof of independent third-party auditing of their system’s privacy and security protections with public disclosure of findings.

2. Exclusive ownership, control, and management of all collected data by DCSO

3. Detailed public reporting on data access to ensure no unauthorized third-party rights

4. Strict data retention limits and clearly defined automated deletion policies https://www.danepurchasing.com/

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

5. Restricted, role-based user access controls with comprehensive audit logging.

6. Prohibition on unauthorized data sharing, sale or external access.

7. Strict limitations on collection and retention of non-license plate imagery

8. Full compliance with applicable local, state, and federal laws

9. Public transparency measures, including DCSO’s ability to publish a public-facing data use policy.

10. No facial recognition capabilities of any kind.

11. AI use limited strictly to license plate character recognition and basic vehicle attribute identification.

4.4. Scope of Work/Specifications

The selected vendor shall furnish all labor, equipment, software, subscriptions, implementation services, integrations, documentation, support, and other deliverables necessary to provide a fully functional ALPR solution meeting the requirements of this RFP. At a minimum, the scope shall include:

1. Supply and installation of fixed ALPR camera infrastructure at locations designated by DCSO.

2. Cloud based ALPR data platform with real-time and historical query capabilities.

3. Integration capabilities with DCSO’s existing public safety technologies.

4. Mobile application access for field personnel.

5. System training, ongoing technical support, and warranty coverage.

6. Public facing transparency portal enabling DCSO to publish its data governance and usage policies. Project management, implementation planning, testing, and acceptance support.

7. Transition-out assistance and data return at contract end

4.5. Vendor Qualifications

MANDATORY QUALIFICATIONS:

1. The vendor shall have a minimum of five (5) years of experience providing ALPR solutions to US law enforcement agencies.

2. The vendor shall maintain a US based customer support operation staffed 24/7/365.

3. The vendor shall provide a minimum of three (3) reference agencies with deployments comparable in scale to DCSO that are using both the vendor’s ALPR system and the vendor’s digital evidence management platform simultaneously.

4. The vendor shall maintain a current SOC 2 Type II report, and current ISO/IEC 27001, and

ISO/IEC 27701 certifications, and shall provide documentation at proposal submission.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

5. The vendor shall demonstrate current CJIS compliance via a signed CJIS Security Addendum or equivalent documentation.

4.6. Training & On-Going Support

MANDATORY REQUIREMENTS:

1. The vendor shall provide comprehensive initial training for DCSO administrators, investigators, and patrol personnel. Training shall be role-appropriate and cover both technical operation and

DCSO's policy and governance responsibilities.

2. The vendor shall support a train-the-trainer model enabling DCSO training leads to certify new personnel internally, including new deputies joining patrol.

3. On-demand online training modules shall be available for both patrol and administrative roles, ensuring new personnel can complete required training without waiting for scheduled sessions.

4. The vendor shall provide 24/7/365 technical support staffed by U.S.-based personnel.

5. The vendor shall assign a dedicated customer success representative to DCSO for the duration of the contract.

4.7. Implementation Plan

Vendor shall submit a detailed implementation plan including:

1. Project governance

2. Project schedule

3. Staffing and responsibilities

4. Installation approach

5. Integration steps

6. Training plan

7. Testing plan

8. Go-Live Plan

9. Post Go-Live support approach

4.8. Warranty, Maintenance & Product Support

Vendor shall state the warranty period for camera hardware, accessories, installation workmanship, and software defects.

Vendor shall identify:

1. Replacement process

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

2. Advance replacement options

3. Firmware update practices

4. Security patch practices

5. End-of-life notice period

6. Spare parts/support availability

7. Any exclusions

4.9. Hardware Requirements - Fixed ALPR Camera Infrastructure

MANDATORY REQUIREMENTS:

1. DCSO anticipates an initial deployment of twenty-six (26) fixed ALPR cameras. Final quantities and locations shall be determined by DCSO based on project needs and available funding.

2. Cameras shall be purpose-built for law enforcement ALPR application with all-weather IP66 or higher rated enclosures.

3. Cameras shall capture front and/or rear plates at vehicle speeds of 0-100 mph with no manual focusing required.

4. Cameras shall operate effectively in low-light and nighttime conditions using IR illumination.

5. The system shall provide real-time data transmission to a cloud-based platform with latency under three (3) seconds from capture to alert.

6. The hardware shall be manufactured and assembled by the vendor to ensure clear and transparent customer support; third party rebranded hardware is not acceptable.

7. The vendor shall offer flexible mounting options including dedicated fixed pole, or mounting to existing county-owned infrastructure.

8. Cameras should support solar/battery power options for off-grid deployment locations.

9. The legal title of LPR camera hardware shall be granted to DCSO upon contract start date.

10. Vendor shall provide a minimum three-year warranty on camera hardware and installation workmanship, including advance replacement of failed hardware when feasible-and/or coverage for vandalism and accidents, as well as no-cost firmware/security updates for the supported life of the product.

4.10. Software Platform & Cloud Architecture

MANDATORY REQUIREMENTS:

1. The data platform shall be entirely cloud-hosted with no requirement for on-premises servers at

DCSO facilities.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

2. The platform shall provide a web-based investigative portal accessible without installing client-side software.

3. The system shall support real-time hot list alerts delivered to in-car and mobile devices within three (3) seconds of a plate read matching alert criteria.

4. The platform shall support historical plate queries with date/time, location, and vehicle attribute filters.

5. The platform shall support targeted, location-based alerting capabilities that allow authorized personnel to define specific geographic zones and receive notifications regarding specific vehicles of interest entering or exiting those zones. All searches are subject to existing policies, legal requirements, audit logging, data retention and oversight controls.

6. All LPR data shall be stored within a CJIS authorized cloud infrastructure with data residency within the United States.

7. The platform shall maintain a complete, immutable audit log of all user queries, exports, and data access events. Audit logs shall have an infinite retention period and shall not be able to be deleted by any user, including agency administrators.

8. The vendor’s platform shall comply with FBI CJIS Security Policy requirements. The vendor shall provide a current CJIS compliance attestation and evidence of CJIS security training for all personnel with access to agency data.

9. The platform shall hold a valid SOC 2 report. Documentation shall be provided at proposal submission.

10. The vendor shall hold current ISO/IEC 27001:2022 & ISO/IEC 27701:2019 certifications.

Documentation shall be provided at proposal submission.

11. The vendor shall publish a publicly accessible trust and compliance portal documenting all current security and privacy certifications.

12. The proposed solution shall support authentication and identity management through Microsoft

Entra ID using industry-standard protocols (e.g., SAML 2.0 and/or OpenID Connect), enabling centralized user provisioning, authentication, and role-based access control.

4.11. Data Security & Incident Response

MANDATORY REQUIREMENTS:

1. Vendor shall notify DCSO of any actual or suspected security incident involving DCSO data immediately, and in no event later than twenty-four (24) hours after discovery.

2. Vendor shall provide ongoing incident updates, root cause analysis, corrective actions, and full cooperation with DCSO’s incident response, legal, audit, and public communication obligations.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

4.12. Platform Integration with Existing Agency Public Safety Technology Platforms

MANDATORY REQUIREMENTS:

1. The ALPR platform shall natively integrate with DCSO’s existing digital evidence management system (DEMS), enabling LPR reads and associated images to be directly linked to DEMS cases without manual export/import.

2. Officers shall be able to access ALPR search results and receive real-time alerts through the same mobile applications used for existing body-worn camera and in-car video review.

3. The ALPR platform shall support evidence sharing and collaboration features consistent with the agency’s existing DEMS, including chain of custody tracking for LPR exports.

4. The vendor shall demonstrate a documented integration with the agency’s existing platforms at the time of proposal submission, including reference agencies using both systems simultaneously.

5. The ALPR data shall be accessible within the same investigative timeline view used for body-worn camera footage, in-car video, and other digital evidence.

6. The vendor should support integration with certified third-party cameras, including commercial cameras voluntarily shared with DCSO, through a managed partner program. All such integrations shall be agency-controlled and auditable.

4.13. Mobile & Field Access

MANDATORY REQUIREMENTS:

1. The vendor shall provide a native iOS mobile application for field access to ALPR data, real-time alerts and manual plate queries.

2. The mobile application shall function as part of the vendor’s unified public safety platform, not as a stand-along ALPR-only application.

3. Real-time hot-list alerts shall be delivered as push notifications to officer mobile devices with plate image, vehicle description, and alert reason.

4. Officers shall be able to conduct manual plate queries from the mobile applications while offline in degraded network conditions, with results syncing upon reconnection.

4.14. Privacy, Data Governance & Community Accountability

MANDATORY REQUIREMENTS:

1. The DCSO shall retain full, exclusive ownership of all ALPR data collected through the system.

The vendor shall not pool, aggregate, resell, or repurpose agency data for any commercial, Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence analytical, or law enforcement purpose outside of delivering the contracted service to DCO. This shall be a contractual commitment, not solely a policy statement.

2. The vendor shall not provide any federal agency, including ICE, DHS, or any other entity, with independent access to DCSO data. Any federal access shall require either valid legal process directed to DCSO or an agency-approved sharing relationship explicitly configured and approved by DCSO administrators

3. The vendor shall not sell, resell, or transfer DCSO ALPR data to any third party under any circumstances without explicit written authorization from DCSO.

4. The platform shall include a public-facing ALPR Policy and Transparency Portal that DCSO can use to publish its retention policies, data sharing posture, usage metrics, and program governance details. DCSO shall have full control over what is published and may enable or disable the portal at any time.

5. The platform shall support configurable, automated data retention policies. Non-evidentiary detections shall be automatically purged when the agency-defined retention period is reached, with no manual deletion required. DCSO shall be able to modify retention periods at any time.

6. The system shall support role-based access controls (RBAC) allowing DCSO administrators to define granular permissions by user, group, and data type. All administrative controls shall be fully auditable.

7. Each detection shall capture only: a license plate image, a vehicle context image, basic vehicle attributes (make, model, color), and time/location metadata. The system shall not capture facial imagery, driver identity information, passenger data, or any personal record beyond the plate and vehicle. Context imagery shall be used solely for vehicle identification purposes.

8. The system shall not share DCSO data with any other law enforcement agency, commercial entity, or government body without an explicit sharing relationship configured and approved by

DCSO. All sharing shall use federated access — recipient agencies query authorized data but do not take ownership of it. DCSO retains sole ownership and disclosure authority at all times.

9. The vendor's platform shall comply with all applicable local, state, and federal laws. The vendor shall provide documentation of its compliance framework and shall make available legal and compliance support to assist DCSO in meeting Wisconsin-specific requirements.

10. Reasonable administrative, technical, and physical safeguards must be implemented to protect any personal, confidential, or sensitive data accessed, processed, or stored. At minimum, the following safeguards are required:

1. Breach Notification

1. Dane County must be notified of any known or suspected data breach within seventy-two (72) hours of discovery.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

2. Access Controls

1. Data access must be restricted to authorized personnel only, with mechanisms in place to prevent unauthorized data exposure.

3. Data Use Prohibition

1. No personal, confidential, or sensitive data will be sold, used, or rented without explicit written authorization from the Dane County.

4. Data Disposal or Return

1. Upon completion or termination of the project/contract, all County data must be securely disposed of or returned to Dane County.

5. Compliance with Laws

1. Vendor must comply with all applicable local, state, and federal privacy laws throughout the duration of the project/contract.

11. The Vendor shall provide documentation upon request to demonstrate compliance with these requirements and shall fully cooperate with any audits or assessments conducted by Dane

County to verify adherence to data privacy obligations.

4.15. AI Use, Surveillance Limitations & Civil Liberties Protections

MANDATORY REQUIREMENTS:

1. No component of the proposed ALPR system — including cameras, software, firmware, or any

AI/ML model — shall have facial recognition capabilities. This requirement applies to all hardware and software proposed, including any optional modules or integrations. Vendors shall provide a written attestation confirming the absence of facial recognition in the proposed solution.

2. The system shall not enable continuous, passive surveillance of individuals. Every alert generated by the system shall require human review before any law enforcement action is taken. The system surfaces information for human decision-making — it does not automate enforcement outcomes.

3. The system shall not enable tracking of individuals based on protected characteristics including race, religion, national origin, political affiliation, or participation in lawful protest or assembly.

4. All system activity shall be tied to an authenticated user identity and logged with a timestamp. It shall be technically impossible for any user to conduct ALPR queries or access system data anonymously or without a reviewable audit record.

Title: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence

5. RFP Response Requirements & Evaluation Criteria

1. RFP Response - Proposers shall upload and submit their proposal response document(s) to Section 1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

o If applicable, the Local Vendor Preference section is answered within the Vendor

Questionnaire and doesn't need to be included in the RFP Response document.

• Cover Letter / Cover Page o Provide a Cover Letter or Cover page and at minimum should include:

▪ Contact Person for the RFP process

▪ RFP Title

▪ RFP #

▪ Name of Proposer

• Table of Contents may be included but is not required.

• Graphics may be included but are not required.

2. Cost Proposal Response

• Complete the Pricing…