Automated_Red_Light_Enforcement_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

2025-RFP-020

AUTOMATED RED LIGHT ENFORCEMENT

City of Pittsburgh

City-County Building

Pittsburgh, PA 15219

RELEASE DATE: February 17, 2025

DEADLINE FOR QUESTIONS: March 10, 2025

RESPONSE DEADLINE: April 7, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/pittsburghpa https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Pittsburgh

REQUEST FOR PROPOSAL

Automated Red Light Enforcement

I. Introduction II. Instructions to Bidders

III. Scope of Work IV. Proposal Format Requirements V. Evaluation Phases

VI. Equal Opportunity Review Commission Terms VII. Award and Contract

VIII. General Terms & Conditions IX. Miscellaneous Requirements X. Vendor Questionnaire

Attachments:

A - Technical_Requirements_2023-2024 (1)

B - Cost_Proposal_Template (1)

C - Potential ARLE Locations 2025-City of Pittsburgh

Request for Proposal #2025-RFP-020 Title: Automated Red Light Enforcement

1. Introduction

1.1. Summary

The City of Pittsburgh seeks to develop an Automated Red Light Enforcement (ARLE) Program to improve roadway safety for all modes and efficiency of the transportation network, consistent with

Pennsylvania State Code Title 75 3117.

This Request for Proposals (“RFP”) is being issued by the Department of Mobility and Infrastructure

(“DOMI”) in collaboration with the City’s Office of Management and Budget and Department of Public

Safety (subsequently referred to as “the City”), as well as the Pittsburgh Parking Authority (subsequently referred to as “the Authority”), which is a separate authority from the City and will be the ARLE system administrator.

The City seeks a qualified vendor to install red light traffic signal enforcement equipment at approved intersections and provide professional services necessary to develop and operate an automated red-light enforcement (ARLE) program (subsequently referred to as “the program”).

1.2. Background

In March of 2024, Mayor Ed Gainey and City Council committed to “Vision Zero,” the goal of eliminating traffic deaths and serious injuries on Pittsburgh’s roadways. As part of the initiative, a working group was established to focus on a variety of areas including enforcement. In particular, automated red light enforcement was established as a priority project for the working group in an effort to enhance safety for all modes through improved technology and operations.

Pittsburgh City Council voted to approve the local authorization of this legislation on September 10, 2024. The resolution can be found here and is enactment number nineteen (19).

According to the Insurance Institute for Highway Safety (IIHS), in 2022, 1,149 people were killed in crashes that involved Red Light Running (RLR) nationwide. Half of those killed were pedestrians, bicyclists, and people in other vehicles who were hit by the red light runners. In the same year, more than 107,000 people were injured due to RLR. In the Commonwealth of Pennsylvania and in the City of

Pittsburgh, RLR crashes are increasing. Between 2019 and 2023, the Commonwealth has observed a 4% increase in RLR crashes, while the City has experienced a 12% increase. In the last 5 years, the City has experienced 759 reported RLR crashes, of which seven (7) were fatal.

According to the IIHS, ARLE may be able to reduce the fatal crash rate in Pittsburgh by 21%.

Intersections are a major hotspot for crashes in Pittsburgh and ARLE has proven to be an effective countermeasure to reduce intersection related angle crashes. We also expect ARLE to improve the https://pittsburgh.legistar.com/LegislationDetail.aspx?ID=6805924&GUID=E0F7D21C-8AC6-4EAF-AE95-D2A831929C6E&Options=ID%7CText%7CAttachments%7C&Search=red+light&FullText=1 safety of vulnerable road users, specially at intersections. The City is committed to achieving its goal of zero fatalities on local roadways and wants to include ARLE as one of the tools in its safety improvement toolbox.

The City of Pittsburgh would like to achieve the following objectives:

• Reduce the number of RLR crashes on City streets

• Reduce the number of fatal crashes and serious injuries

• Cultivate a culture of safety among residents through education and outreach

1.3. Contact Information

Jessie Nusser

Sourcing Specialist

414 Grant St

Suite 502

Pittsburgh, PA 15219

Email: jessica.nusser@pittsburghpa.gov

Phone: (412) 255-2458

Department:

Mobility & Infrastructure

1.4. Timeline

The following represents the tentative schedule for this project. Any change in the scheduled dates for the Pre Proposal Conference (if applicable), Deadline for Submission of Written Questions, or Proposal

Submission Deadline will be advertised in the form of an addendum to this RFP. The schedule for the evaluation process and other future dates may be adjusted without notice.

RFP Released February 17, 2025

Pre-Proposal Meeting (Non-Mandatory) March 3, 2025, 1:00pm

This meeting will be held via Microsoft Teams.

Please use the RSVP Manager to sign up for the meeting- you will be sent the Teams Link the morning of the meeting.

Question Submission Deadline March 10, 2025, 3:00pm

Proposal Submission Deadline April 7, 2025, 3:00pm mailto:jessica.nusser@pittsburghpa.gov tel:(412)255-2458

Proposal Review and Supplier Scoring April 2025

Contract Award May 2025

2. Instructions to Bidders

2.1. Submittal Requirements

All proposals must be submitted electronically. No proposal shall be accepted in person, by U.S. Mail, by private courier service, via oral or email communication, telephone or fax transmission.

Respondents are required to provide one (1) electronic copy of their proposal in either MS Word or PDF by the submission deadline.

If additional hard copies are requested, the proposal should be bound or contained in a loose leaf binder. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size. Use section dividers, tabbed in accordance with this Section as specified below. All proposals will need to be provided electronically so the following format will apply for the electronic submittal through the

Beacon website.

2.2. Additional Submission Considerations

Late proposals will not be accepted or considered. Respondents should allow enough time to register company on the City's e-Procurement Portal, search the solicitation they wish to respond to and complete the submission process online before the deadline.

The City of Pittsburgh shall not be responsible for proposals delivered to a person or location other than that specified herein.

All submittals, whether selected or rejected, shall become the property of the City of Pittsburgh and will not be returned.

All costs associated with proposal preparation shall be borne by the applicant.

3. Scope of Work

3.1. Planned Workflow – Roles & Responsibilities

With the establishment of the City’s first ARLE system, the roles of the City and Authority are expected to be as follows:

• The Authority will be the System Administrator. Its current ticket processing vendor, Duncan, will manage the mailing of tickets as well as confirmation of vehicle ownership through the

PennDOT Department of Motor Vehicles. The Contractor should be prepared to provide the

Authority with the equipment and software necessary to process each violation and will send

PBP-certified violations to Duncan for processing and mailing.

• The Authority will also manage the hearing and appeals process. Once tickets are mailed out, the violator will have 30 days to respond and either pay their ticket or appeal through the hearing process. If they appeal, the Authority will designate a Hearing Officer within Pittsburgh

Parking Court to hear and provide judgment regarding the appeal. If Parking Court’s decision is appealed, the claim will then be sent to Magisterial Court. The Contractor should provide any and all relevant evidence as needed to the Authority and its Hearing Officers.

• As the system administrator, the Authority will have the responsibility of tracking operating costs to be reimbursed through violation revenue and for paying the vendor cost of service.

• The Pittsburgh Bureau of Police (PBP) will review and certify violations that are sent to them from the Contractor and return certified violations back to the Contractor for processing.

• DOMI will be responsible for the selection of all ARLE locations, with the help of the Contractor, and will get final location approval from PennDOT. Locations will be chosen based on overall safety, with an emphasis on locations with a high incidence of red light running related issues.

• The City will be responsible for community outreach and education related to all new ARLE locations. The Contractor may be asked to provide content for outreach materials.

Responders are encouraged to provide feedback or recommendations for a revised workflow that improves system efficiency or performance with their proposal and can refer to the Planned Workflow throughout their response.

3.2. Vendor Expectations

The selected vendor is expected to:

• Act as a subject matter expert to assist the City and Authority in standing up the first ARLE program in the City of Pittsburgh

• Assist the city in finalizing prospective locations and preparing any necessary studies or materials necessary to submit to the Pennsylvania Department of Transportation (PennDOT) for location approval

• Install red light cameras at a minimum of four (4) initial intersections with the ability to install cameras at additional locations during future expansion phases, on an annual basis

• Own and maintain all components of the red light traffic signal enforcement equipment

(subsequently referred to as “the system”) through the length of the 5-year service agreement.

At the end of the service agreement poles, junction box & conduit will either be removed by contractor or abandoned in place at the discretion of the City

• Provide a range of associated support services, including, but not limited to equipment installation, relocation, removal, maintenance, repair, customer service, and cloud storage for data.

• Provide necessary training to City and Authority staff on the system

• Integrate with all City and Authority systems necessary to review infractions, issue violations, process payments, and handle correspondence

• Provide for the management of data necessary to fulfill local and state reporting requirements

• Evaluate program performance after year one and make recommendations to expand or modify the program to meet stated goals to improve roadway safety for all modes and efficiency of the transportation network

3.3. Scope of Services

The primary scopes of services that must be addressed in any Proposal are outlined in this section. This

Scope of Work is to be used as a general guide and is not intended to be an all-inclusive list of all work necessary to complete the Project, nor a contractual commitment. All equipment systems, processes and procedures provided under this RFP must comply with:

• 75 Pa.C.S. §3117

• Bulletin 15

• City code

• The City’s Department of Innovation & Performance Standing Technical Requirements

(Attached).

3.4. Operations and Maintenance Requirements

The vendor should submit a proposal for a production-ready ARLE system that meets the following performance criteria:

https://www.dot.state.pa.us/public/pdf/BOCM_MTD_LAB/PUBLICATIONS/PUB_35/Current_Edition/Bulletin15.pdf

• The selected vendor will identify a project manager to finalize the workflow described in Section

2.0 and oversee the installation process, training of staff, and act as a subject matter expert who will assist the City and the Authority in standing up the first ARLE program in the City of

Pittsburgh to meet the specifications outlined in Section 3.2: Program Management &

Customer Service.

• A Red Light Enforcement System is inclusive of all equipment, storage, power, software, personnel and resources required for the photo enforcement of red-light violations and eligible for reimbursement as operating expenses under state code. System components must meet specifications outlined in section 3.3 Technical Requirements.

• The City has completed a data driven process to identify ten (10) locations that meet the equipment and safety need required for ARLE. The selected vendor will assist the city in finalizing prospective locations and prepare any necessary studies or materials to submit to

PennDOT for location approval.

• The Contractor will provide and install all equipment needed to operate the programs at a minimum of four (4) initial intersections with the ability to install additional locations if/when the program expands. Responders are encouraged to demonstrate in their response how they would propose to evaluate new intersections after the first year of the program.

• Any necessary accessories that the City or PennDOT deem necessary to support a fully functional ARLE System will be the responsibility of the Contractor. The Contractor is responsible for working with the electric power company to establish a separate power tap and billing account. The electricity costs must be paid by the Contractor. The contractor is to be also responsible for ensuring the wireless connectivity of the cameras to the required servers for data transmission and relevant expenses.

• All equipment installed must be new and use the latest technology available approved by

PennDOT, such as type of camera, network cloud platform, router, and backup battery. Unless otherwise approved by the City, equipment being replaced due to damage, defacement or inoperability must be replaced with new equipment. All equipment installed in relation to the

ARLE System must be assembled in the United States.

• The Contractor will be responsible for the fabrication and installation of all poles used for signage along with the signs at the ARLE System locations.

• The Contractor must provide and install the camera boxes, sensors, or radar (type certified by

PennDOT) and the related wiring and housing necessary to make the System operational. All

Contractor equipment must be marked with Contractor name and emergency contact information. Installation of the system must be completed on a schedule agreed to by the City.

The Contractor should propose an installation and maintenance plan in its proposal response.

• The Contractor is responsible for keeping the system in good order through regular and planned maintenance and for responding to and resolving maintenance issues within twenty-four (24) hours of their notice. Responders are encouraged to describe or provide sample maintenance and quality assurance plans with their proposal.

o The Contractor is required to provide a description of the plan for any necessary repairs, including emergencies and maintenance of camera systems. The Contractor must provide quality assurance check at a minimum of two (2) times daily, or otherwise requested by the

City, on each enforcement system seven (7) days a week. The Contractor is also expected to provide routine preventive maintenance. The Contractor must provide weekly system status reports that describe the maintenance performed, problems detected and out‐of‐ service time for each unit. Reports must be made electronically to the City and its designated representatives. These reports must be accurate and include all maintenance, repairs and replacements performed on all cameras. When the system is found to be inoperable, the City must be notified immediately.

o The Contractor is responsible for weekly inspection of equipment related to the system. They will be checked for damage, vandalism, structural integrity, and unauthorized posting of materials or graffiti. Repairs, cleaning and replacement of poles will be the responsibility of the contractor. Unauthorized postings and graffiti will be removed expeditiously within twenty-four (24) hours and costs will be absorbed by the Contractor.

o Maintenance of each camera system must be accomplished with minimal traffic lane obstruction. The City reserves the right to limit the days, hours and locations at which service vehicles may park to perform system maintenance. A maintenance report must be supplied to the system administrator on a weekly basis.

• After the initial project locations are implemented, the Contractor may be required to perform feasibility and/or baseline studies at intersections being considered or selected for inclusion in an expansion of the program. Proposals must include the methodology for these studies. Any traffic studies conducted as part of a site selection process must occur of the target location and for a period of at least twenty‐four (24) continuous hours. Requested studies must be provided within 10 business days and at no cost to the city. Please note that the City, in consultation with

PennDOT, will be responsible for the final site selection.

o The selected vendor will identify a project manager to finalize the workflow described in

Section 2.0 and oversee the installation process, training of staff, and act as a subject matter expert who will assist the City and the Authority in standing up the first ARLE program in the

City of Pittsburgh to meet the specifications outlined in Section 3.2: Program Management

& Customer Service.

o A Red Light Enforcement System is inclusive of all equipment, storage, power, software, personnel and resources required for the photo enforcement of red-light violations and eligible for reimbursement as operating expenses under state code. System components must meet specifications outlined in section 3.3 Technical Requirements.

o The City has completed a data driven process to identify ten (10) locations that meet the equipment and safety need required for ARLE. The selected vendor will assist the city in finalizing prospective locations and prepare any necessary studies or materials to submit to

PennDOT for location approval.

o The Contractor will provide and install all equipment needed to operate the programs at a minimum of four (4) initial intersections with the ability to install additional locations if/when the program expands. Responders are encouraged to demonstrate in their response how they would propose to evaluate new intersections after the first year of the program.

o Any necessary accessories that the City or PennDOT deem necessary to support a fully functional ARLE System will be the responsibility of the Contractor. The Contractor is responsible for working with the electric power company to establish a separate power tap and billing account. The electricity costs must be paid by the Contractor. The contractor is to be also responsible for ensuring the wireless connectivity of the cameras to the required servers for data transmission and relevant expenses.

o All equipment installed must be new and use the latest technology available approved by

PennDOT, such as type of camera, network cloud platform, router, and backup battery.

Unless otherwise approved by the City, equipment being replaced due to damage, defacement or inoperability must be replaced with new equipment. All equipment installed in relation to the ARLE System must be assembled in the United States.

o The Contractor will be responsible for the fabrication and installation of all poles used for signage along with the signs at the ARLE System locations.

o The Contractor must provide and install the camera boxes, sensors, or radar (type certified by PennDOT) and the related wiring and housing necessary to make the System operational. All Contractor equipment must be marked with Contractor name and emergency contact information. Installation of the system must be completed on a schedule agreed to by the City. The Contractor should propose an installation and maintenance plan in its proposal response.

o The Contractor is responsible for keeping the system in good order through regular and planned maintenance and for responding to and resolving maintenance issues within twenty-four (24) hours of their notice. Responders are encouraged to describe or provide sample maintenance and quality assurance plans with their proposal.

▪ The Contractor is required to provide a description of the plan for any necessary repairs, including emergencies and maintenance of camera systems. The Contractor must provide quality assurance check at a minimum of two (2) times daily, or otherwise requested by the City, on each enforcement system seven (7) days a week. The

Contractor is also expected to provide routine preventive maintenance. The Contractor must provide weekly system status reports that describe the maintenance performed, problems detected and out‐of‐service time for each unit. Reports must be made electronically to the City and its designated representatives. These reports must be accurate and include all maintenance, repairs and replacements performed on all cameras. When the system is found to be inoperable, the City must be notified immediately.

▪ The Contractor is responsible for weekly inspection of equipment related to the system. They will be checked for damage, vandalism, structural integrity, and unauthorized posting of materials or graffiti. Repairs, cleaning and replacement of poles will be the responsibility of the contractor. Unauthorized postings and graffiti will be removed expeditiously within twenty-four (24) hours and costs will be absorbed by the

Contractor.

▪ Maintenance of each camera system must be accomplished with minimal traffic lane obstruction. The City reserves the right to limit the days, hours and locations at which service vehicles may park to perform system maintenance. A maintenance report must be supplied to the system administrator on a weekly basis.

o After the initial project locations are implemented, the Contractor may be required to perform feasibility and/or baseline studies at intersections being considered or selected for inclusion in an expansion of the program. Proposals must include the methodology for these studies. Any traffic studies conducted as part of a site selection process must occur of the target location and for a period of at least twenty‐four (24) continuous hours. Requested studies must be provided within 10 business days and at no cost to the city. Please note that the City, in consultation with PennDOT, will be responsible for the final site selection.

3.5. Program Management & Customer Service

• The Contractor should assign a respective project manager for the systems operation within the

City. The individual will be the City’s primary contact and will work in collaboration with the City-assigned project manager.

• The Contractor shall at minimum maintain an online customer service center in resolving citizen inquires or complaints concerning the ARLE system. The Contractor who can provide in person customer service will get priority in the selection process.

• The Contractor shall establish a clear written protocol to be approved by the City for handling citizen complaints. The Contractor will be required to document all contacts with violators in the incident tracking system. The Contractor must describe the methodology for handling, processing, and tracking incoming and outgoing correspondence.

• The Contractor must provide reasonable and necessary training in the operation of the system for appropriate City and Authority staff. This training must provide the personnel with an understanding of how the camera system operates and steps and users within the workflow.

The training must be conducted within the City of Pittsburgh. The Contractor must supply electronic user manuals to the City. The contractor must update the manuals as needed.

• The Contractor must demonstrate experience in establishing, staffing, and operating a customer service operation with trained customer service representatives (CSRs) to handle the call volumes and citizen questions about the program or a particular traffic ticket. CSRs will be paid the prevailing industry wage.

3.6. Technical Requirements

• The Contractor must provide a digital camera system of sufficient quality to provide clear color images for installation at each of the selected locations. The contractor can propose an individual or catalog of production-ready system components that meet the requirements of state and local code along with cost estimate. A cost proposal should be provided for each version of the system components recommended by the vendor.

• The system should have automatic connectivity with the central processing system.

• The camera must be capable of operating effectively in all weather conditions including heat, cold, wet, dry, snow and wind.

• The Contractor must include the method proposed for violation detection. It must include a detailed description of the method and record of accuracy of the violation detection protocol proposed. The Contractor must include a list of cities where the violation detection method is employed.

• The Contractor’s system must be approved by PennDOT and listed in the PA Bulletin 15, Section

MISC: Automated Red Light Enforcement Systems (ARLE).

• The camera must obtain a clear image of the rear of vehicles as to clearly identify the license plate. The camera must be able to capture three (3) color photographs per violation along with a twelve (12) second video capturing the vehicle before, during, and after the violation. The first photo must depict the vehicle behind the legal point of violation while the governing traffic signal is visibly red in the photograph. The second photograph must depict the same vehicle continuing through the intersection, beyond the legal point of violation past the stop bar with the traffic signal visibly red in the photograph. The third photograph must depict a cropped view of the vehicle’s license plate.

• Images must be clearly discernible and visible to the naked eye, without the use of enhancement equipment to view the photograph of the vehicle in violation. The equipment must also be capable of providing a color image of the rear license plate of the vehicle in violation.

• System must be optically isolated from the City’s traffic controller unit. The Contractor must provide a detailed back‐up plan for situations involving either a system or signal equipment failure. The Contractor must use isolation relays or equivalent to protect traffic signal equipment from noise, transient voltage, and any related remote interconnect or interference problems in accordance with the NEMA standard. The Contractor must submit a schematic drawing showing his methodology for establishing a connection to the controller in order to obtain approval.

• The system must provide a convenient means of disconnecting it from the traffic signal system. The City will retain the right to disconnect the system from the traffic signal system when, in the opinion of the City, it is in the best interest to do so for purposes of safety, maintenance, repair, troubleshooting or other reasons related to the proper operation of the traffic signal system.

• Each camera system must be capable of internal calibration checks for accuracy, functionality and outages. Evidence of such testing must be imprinted on the camera image. Test failures must prevent further operation of the incapacitated unit. The Contractor is required to provide certification that the red-light camera system was operating properly at the time of a red-light violation and provide a pass/fail report upon request of the City.

3.7. Violation processing

• The City is looking for a comprehensive violation processing system that has the capacity to handle a potentially high volume of red-light violations. The system must provide secure access for personnel authorized by the City and the Authority to review violations.

• The Contractor is expected to integrate with the Authority’s ticket system, Duncan, to provide them with the necessary data to prepare and print tickets for all approved violations.

• The violation processing system must be capable of reviewing violation events. The Contractor is required to provide a detailed description of the violation processing system with their proposal.

• The violation processing system must attach the electronic signature and badge number of police officer to the notice mailed to the violator and all required data generated by the violation must be superimposed in the photographs.

• The processing system database must provide standard relational database functions and analytical capabilities. It should contain information including, but not limited to:

o Date of violation o A unique violation incident number o Time of violation o Location of violation - including intersection and approach o Vehicle registration plate information o State of vehicle registration plate o Registered owner of vehicle o Date of notice o Adjudication status o Hearing date and time o Yellow and red clearance intervals

• Police officers and select City and Authority officials must also be able to review daily, weekly, monthly, and yearly reports and review/update violator account information online in detail and summary format. The system must allow the authorized personnel to review all relevant account information, including, at a minimum:

o The vehicle registration plate numbers o The state of issuance for the vehicle registration plate o The vehicle registration plate type o The date of the violation event o The time of the violation event o The location of the violation event o All three digitized images demonstrating the violation and tag close‐up o Video of the violation o Payment status: including the date the payment was applied and if applicable, an image of a check or money order o Hearing status o Digitally imaged correspondence o Standardized monthly reports (must have ability to review and print reports) o Zooming capability in order to enhance image clarity o Audit/history log for each incident to include date/time and individual who completed action o All customer related notes and contact with customers o Dates of each step of the violation process and present status of incident

• The Contractor will coordinate with the Authority to integrate their ticket by-mail processing system, currently run by Duncan. Printed tickets must include a colorized violation image and electronic signature and badge number of the officer who approved the ticket. Printed tickets must also include the date and time of the violation, the location of the intersection, the exact length of time that the light was red for each specific violation, the dollar amount of the civil penalty imposed and the date by which the civil monetary penalty must be paid.

• Quality assurance checks should be completed with every mail run.

Adjudication Support:

• The Contractor must provide access to evidence files for every scheduled hearing that the

Authority manages. Evidence files must be submitted to any and all government agencies designated by the Authority in electronic format outlined by the Authority, capable of being printed from the system at the hearing location.

• The Contractor must provide, at its own expense, witnesses as necessary to testify to the accuracy, operations, and reliability of the red-light camera and related equipment for contested complaints. Additionally, video or other materials may be developed to present relevant information at the hearing.

3.8. Reporting Requirement

• The Contractor is expected to develop the annual progress report required to be submitted to the State Transportation Committee of the Senate & House. The development of this report will follow the instructions provided by the State Code, PennDOT, and the City.

• The system must allow for exporting of data via REST API

• A wide range of reports will be required. The following is a partial list of topics in which data and reports will be required. All reports must have the ability to be accessed by day, week, month, or year:

o Number of events o Number of violations recorded o Number of citable violations o Traffic volume and violations by location o Number of violations not resulting in tickets

▪ Separated by rejection categories and amounts

▪ Separated by location o Number of tickets prepared and mailed o Number and dollar amount of fines collected daily, weekly, monthly, yearly, and total to date o Status of tickets issued (outstanding, paid, in collection status, etc.)

o Number of telephone calls including their resolution, wait time, etc.

o Adjudication hearings scheduled and held o Disposition of adjudication hearings along with disaggregated demographic information o Equipment hours of service o Camera maintenance status and downtime reasons o Amber phase verification o Any other data requested by the City or the authority

3.9. Information security and protection of civil liberties

• The system must be capable of providing accessibility to numerous users without degradation of service. The list of users must be complete, which should include their user rights and roles. The list must be accurate and approved by the City. Whenever the Contractor’s users change, the

City will be notified immediately in writing. The system must also allow multiple users to simultaneously view a single ticket. This information must be available in real time and visible to the City and Authority staff. It must also include a security and audit function to enable the tracking of access, data entry, and amending of incidents.

• The City seeks a red-light camera system that reliably, accurately, and fairly captures red light violations while minimizing the invasion of privacy for drivers and passengers. No camera system may be capable of being manipulated from a remote location for any purpose. No camera system may be placed in such a manner as to capture images other than those described in this document and State Code. All images must be specific to red light camera enforcement. Proposals must include how privacy concerns have been addressed in similar environments with similar equipment.

• Recorded images must be destroyed within 30 days following the final disposition of any recorded event. The Contractor must alert the municipality that the records have been destroyed.

• Tracking software is required to show when and who accesses the system. The Contractor must notify the City of the method by which access to the system may be gained. System must be available to all users approved by the City.

• All system program information, data, and images are the property of the City and may not be used by the Contractor outside the scope of services defined herein without written permission from the System administrator.

• Data must be stored in a cloud-based system as provided by the Contractor and be in compliance with state and local privacy laws.

• The Contractor must have an active Business User Agreement with PennDOT in order to be eligible to submit a proposal.

3.10. Response Format

All submitted responses shall follow the formatting below, and all proposals will need to be provided electronically through the City's e-Procurement Portal. We also request that five (5) hard copies be sent to the Department of Mobility and Infrastructure, Floor 2, 414 Grant St, Pittsburgh, PA 15219. Each numbered section is to be uploaded as a separate file. Each numbered section within a hard copy shall be a removable tab. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size.

4. Proposal Format Requirements

4.1. Response Format

All submitted responses shall follow the formatting below, and all proposals will need to be provided electronically through the City's e-Procurement Portal. Each numbered section is to be uploaded as a separate file. If hard copies of submissions are required, each numbered section shall be a removable tab. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size.

Response to Scope

Firm’s Qualifications, Experience and References

Describe the firm and provide a statement of the firm’s qualifications for providing the scope of services.

Identify the services which would be completed by your firm’s staff and those that would be provided by sub-consultants, if any. Identify any sub-consultants you proposed to utilize to supplement your firm’s staff.

Provide a summary of the firm’s experience in providing these or similar services. Provide a minimum of three references for related projects, including dates, contact person, phone number, email, and a brief description of the project or scope of work.

Qualifications of Project Team

Provide a brief summary of the qualifications and experience of each team member assigned to this project, including length of service with the firm and resume/bio, and the qualifications /experience of any sub-consultant staff on your project team.

Project Approach and Plan

Provide a detailed discussion of your firm’s approach to the successful completion of the scope of services outlined in this RFP. Include thorough discussions of methodologies you believe are essential to accomplishing this project or completing the scope of services. Include a proposed work schedule to accomplish all of the required tasks within the desired timeline. Identify the staff roles who would be assigned to each major task, including sub-consultants.

Cost Proposal

Provide a total cost proposal for all services to be delivered, and a breakdown of costs delineated by major phase and/or deliverable as described in your project plan. Include a schedule of hourly rates for all proposed staff and the amount of time each person will be devoted to this project. Define any reimbursable expenses (e.g., travel) requested to be paid by the City. Note: If travel expenses are included, the rate assumptions generally should not exceed the United States General Services

Administration (GSA) rates for Pittsburgh.

PLEASE NOTE: The City does not agree to late fees, penalties, interest, attorney’s fees or other contingent liability. In no event shall the City be liable for special, indirect, incidental, reliance, lost profits or other business interest damages.

Demonstration of Good Faith Effort

Include statements of assurance regarding the following requirements detailed in the Equal Opportunity section of this solicitation:

A. Solicit certified MBE/WBE/Veteran-Owned companies for various service categories where opportunities exist to subcontract within their company’s business model.

B. Complete MWDBEVOSB Commitment Form to document good faith effort. Please provide scope of services to be delivered by each subcontractor. If a subcontractor is not chosen, a justification is required describing why services could not be rendered by a sub-contractor.

C. Provide email documentation of solicitation correspondence with MBE/WBE/Veteran-Owned companies.

Failure to include all of the elements specified may be cause for rejection. Additional information may be provided, but should be succinct and relevant to the goals of this RFP. Excessive information will not be considered favorably.

5. Evaluation Phases

Selection Procedure

Your Proposal will be evaluated by a Proposal Committee comprised of the Director or other supervisor of the Using Department, one or more members of the Director’s staff, at least one member of the

Office of Management & Budget and any other department representatives as deemed necessary.

Submittals will be reviewed for responsiveness, and responsive submittals will further be screened by a selection committee in accordance with the criteria listed below. The firm(s) submitting the highest rated proposal may be invited for interviews.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Qualifications, Experience and

References

Vendor response demonstrated that the firm has the experience and capabilities to successfully perform the scope of services, including providing references for clients of similar size and scope.

Points Based 15 (15% of Total)

2. Qualifications of Project Team

Vendor response provided a brief summary of the qualifications and experience of each team member assigned to this project, including length of service with the firm and resume/bio, and the qualifications /experience of any sub-consultant staff on your project team.

Points Based 15 (15% of Total)

3. Project Approach and Plan

Vendor response demonstrated a firm understanding of the scope of services, the response included thorough and complete responses to the items outlined in the Section

4, and the vendor has the appropriate expertise, procedures, and methods in place to perform the scope of services.

Points Based 30 (30% of Total)

4. Cost Proposal

Vendor response provided a total cost proposal for all services to be delivered, a breakdown of costs delineated by major phase and/or a schedule of hourly rates.

Points Based 30 (30% of Total)

5. MWDBE/VOSB Good Faith Effort

Vendor response was detailed and demonstrated clear Good Faith Effort to obtain

MWDBE & VOSB Participation.

Points Based 10 (10% of Total)

6. Equal Opportunity Review Commission Terms

6.1. MWE/DBE

The City of Pittsburgh is committed to the ideal of providing all citizens an equal opportunity to participate in City and its Authorities' contracting opportunities. It is therefore the City's goal to encourage increased participation of women and minority groups in all City contracts. The City requires that all respondents demonstrate good faith efforts to obtain the participation of Minority-Owned

Business Enterprises (MBE's) and Women-Owned Business Enterprises (WBE's) in work to be performed under City contracts. The levels of MBE and WBE participation will be monitored by the City of

Pittsburghs Equal Opportunity Review Commission (EORC). In order to ensure that there are opportunities for historically disadvantaged minority groups and women to participate on Covered

Contracts, and consistent with the City's current equal employment opportunity practice and goals, the

EORC will review contracts to include an evaluation of a developer/contractors employment of minority groups and women, encourage goals of eighteen (18) percent and seven (7) percent respectively.

6.2. Veteran-Owned and LGBTQIA+ Small Business Goals

It is also the City's goal to encourage participation by veteran-owned and LGBTQIA+ small businesses in all contracts. The City of Pittsburgh shall have an annual goal of not less than five (5) percent participation by veteran-owned small businesses and not less than three (3) percent participation by

LGBTQIA+ businesses in all contracts. The participation goal shall apply to the overall dollar amount expended with respect to the contracts. The City requires that all respondents demonstrate good faith efforts to obtain the participation of veteran-owned small business in work to be performed under City contracts. The levels of participation will be monitored by the City of Pittsburgh’s EORC.

6.3. Good Faith Commitment

In order to demonstrate good faith commitment to these goals, all respondents are required to complete and submit with their bids the attached MWDBE/Veteran-Owned/LGBTQIA+ Solicitation and

Commitment Form (which details the efforts made by the respondents to obtain such participation).

Failure to submit a properly completed form along with documentation of Good Faith Commitment may result in rejection of the bid. Participants are encouraged to contact the Equal Opportunity Review

Commission at 412-255-8804 to assist further. For further information, including definitions and additional requirements, please see Chapter 177A (Sections 177A.01 et. seq.) of the City Code and

Section 161.40 of the City Code.

7. Award and Contract

7.1. Award

After the City has received all Proposals and conducted its initial Evaluation, described above, the

Proposal Committee may invite one or more Respondents to a follow-up interview to further discuss their Proposal(s).

The Proposal Committee may decide to accept the Proposal of one or more Respondents. It may decide to reject all proposals. Once a Proposal is accepted, the contract negotiation process will commence.

This RFP and your response to it, in the form of your entire Proposal, will become part of the Contract. If a real or apparent conflict should arise between this RFP/Proposal and other language contained in the final Contract, the language of the final Contract shall control.

7.2. Contracting Process

Successful Respondents will be required to enter into a Contract with the City of Pittsburgh, contingent upon the approval of City Council. This Contract will be directed and managed by the issuing department and the Office of Management & Budget.

Work cannot commence on the Scope of the RFP until it a contract is fully executed. The City cannot process invoices nor approve payments until this Contract has been fully executed by the Respondent and all required City signatories, including the issuing department, the Law Department, and the City

Controller.

City laws and policies mandate the incorporation of various custom terms and conditions into all City contracts. For this reason the City will not sign any standard contract proffered by the respondent.

An agreement shall not be binding or valid with the City unless and until it is fully executed by authorized representatives of the City and of the Proposer. Once the Contract is fully executed the City will notify Respondent in writing and give the order to proceed.

8. General Terms & Conditions

8.1. Examination of Proposal Documents

A. The submission of a proposal shall be deemed a representation and certification by the

Respondent that they:

1. Have carefully read and fully understand the information that was provided by the City to serve as the basis for submission of the proposal.

2. Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

3. Represent that all information contained in the proposal is true and correct.

4. Did not, in any way, collude; conspire to agree, directly or indirectly, with any person, firm, corporation or other proposer in regard to the amount, terms or conditions of this proposal.

5. Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by a proposer, and proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

B. No request for modification of the proposal shall be considered after its submission on the grounds that the proposer was not fully informed to any fact or condition.

8.2. RFP Term

Respondent’s proposal shall remain firm and effective, subject to the City’s review and approval, for a period of one hundred twenty (120) days from the closing date for the receipt of proposals.

The City may enter into negotiations with one or more Respondents during the one hundred twenty

(120) day period during which all proposals will stay effective. The purpose of such negotiations will be to address questions and identify issues as the parties move towards the execution of a final contract or contracts.

8.3. RFP Communications

Unauthorized contact regarding this RFP with employees or officials of the City of Pittsburgh other than the RFP Coordinator named in the header section of this solicitation may result in disqualification from this procurement process.

Neither Respondent(s) nor any person acting on Respondent(s)’s behalf shall attempt to influence the outcome of the award by the offer, presentation or promise of gratuities, favors, or anything of value to any appointed or elected official or employee of the City of Pittsburgh, their families or staff members.

All inquiries regarding the solicitation are to be directed to the designated RFP Coordinator. Outside of pertinent RFP questions directed to the City of Pittsburgh as specified above, any other attempts to contact any City of Pittsburgh personnel regarding this RFP, without prior approval by the RFP

Coordinator will be considered grounds for dismissal and immediate disqualification from the RFP process. This includes, but is not limited to, all verbal, voice, text, e-mail, and social media (e.g. –

LinkedIn) contact.

Please note the following:

A. The City shall not be responsible for nor bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

B. Each proposer shall assume the risk of the method of dispatching any communication or proposal. •The RFP Coordinator must receive all written comments, including questions and requests for clarification, no later than the Deadline for Submission Questions listed in the tentative project schedule.

C. The City reserves the right to determine, at its sole discretion, the appropriate and adequate responses to written comments, questions, and requests for clarification. The City’s official responses and other official communications pursuant to this RFP shall constitute an addendum of this RFP.

D. The City will publish all official responses and communications pursuant to this RFP to the City of

Pittsburgh procurement website. It is the responsibility of each proposer to check the site and incorporate all addenda into their response.

E. All addenda for this RFP will be distributed via the City of Pittsburgh procurement website at procurement.pittsburghpa.gov/beacon/opportunities

F. Only the City’s official, written responses and communications shall be considered binding with regard to this RFP.

8.4. Addenda/Clarifications

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be put in writing and received by the RFP Coordinator within the Question and Answer tab.

8.5. Withdrawal of Proposals

A proposer may withdraw its proposal at any time before the expiration of the time for submission of proposals as provided in this RFP by delivering a written request for withdrawal signed by, or on behalf of, the proposer.

8.6. Public Record

Respondent, by submittal of a proposal, acknowledges that all proposals may be considered public information in accordance with the Commonwealth of Pennsylvania Right to Know laws.