Automated Speed Detection School Zone Safety .docx

REQUEST FOR PROPOSAL

MAY 2026

AUTOMATED SPEED DETECTION SCHOOL ZONE SAFETY SYSTEM

CITY OF BRUNSWICK, GEORGIA

Project ID: RFP 2026-07 Proposal Release Date: MAY 20, 2026 Proposals Due Date: JUNE 5, 2026

AUTOMATED SPEED DETECTION SCHOOL ZONE SAFETY

SYSTEM

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Table of Contents

SECTION I – INTRODUCTION

· PURPOSE

The City of Brunswick is requesting proposals from qualified service providers to provide Automated Speed Detection School Zone Safety Enforcement for two of the 21 schools in our Glynn County school district: Goodyear Elementary located at 3000 Roxboro Road and Brunswick High located at 3885 Altama Avenue. The service provider will provide and install an automated school zone speed detection safety camera system on designated roads/school zones within the City of Brunswick. The service provider will work with the Police Department to evaluate, through traffic studies, locations for deployment, including those already identified by the department as well as the evaluation of future locations as requested. The purpose of this program is to significantly increase safety through awareness and enforcement of speed limits within our school zones through automated speed enforcement of those limits through the use radar, lidar detectors and automated license plate reader (ALPR) technology. In accordance with the State law the system will monitor, detect, and record speed violations within designated school zones, thereby increasing vehicle and or pedestrian safety, while providing greater situational awareness and investigative capability through accessible ALPR data. After initial locations for the program are deployed, additional locations may be determined by the City of Brunswick Police Department during the term of the contract. The system including any preliminary and or future traffic/location studies, certificate approvals, system training, camera and ALPR equipment and installation, proper signage and installation, back-office processing of citations, and any maintenance of the system will be provided at no cost to the City of Brunswick with revenue sharing of collections.

All equipment and the materials for citation processing shall be obtained, installed and maintained according to Federal, State, and Local Laws, Ordinances, and/or Statutes. The contracted service provider shall include all hardware, software, installation, maintenance, operation, and all back-office processing of violations as specified herein.

· BACKGROUND

The City of Brunswick holds a seat within Glynn County and serves as the primary hub for government, commerce, and culture in the county. The Glynn County School District serves approximately 13,000+ students across 21 school sites, offering diverse educational programs that prepare students for higher education. Glynn County Schools has been a proud cornerstone of public education in Georgia since 1788, serving the Brunswick and Golden Isles community. With a rich legacy and a scenic coastal setting, GCSS blends tradition with innovation to inspire learning from pre-kindergarten through 12th grade. The school system is home to one (1) pre-kindergarten program, one (1) preschool special education program, ten (10) Elementary schools, four (4) middle schools, two (2) high schools, one (1) career academy and two (2) alternative learning programs. The City of Brunswick Police Department is seeking proposals from qualified service providers for the Provision of an Automated Speed Detection School Zone Safety Program. This initiative aims to enhance the safety in school zones through automated speed enforcement, utilizing radar, lidar detectors and automated license plate reader (ALPR) technology. The program is intended to significantly increase awareness and enforcement of speed limits within school zones, thereby improving vehicle and pedestrian safety.

· CONTACT PERSON

The contact person for this RFP is the Purchasing Agent, Raquel McCray. Inquiries regarding the meaning or interpretation of the RFP must be requested from the contact person, in writing via email at rmccray@cityofbrunswick-ga.gov no later than 5:00pm on Friday May 29, 2026. Vendors are encouraged to contact the person stated above to clarify any part of this RFP. All answers and questions will be posted to the City’s website https://www.brunswickga.org/rfps no later than Monday June 1, 2026. Answers to questions submitted will be treated as an addendum. It is the bidder’s responsibility to seek clarification as early as possible prior to the opening of proposals and to monitor the City’s website for any changes or updates. Proposers who obtain this Request for Proposal from the City’s website or the Georgia Procurement Registry, https://ssl.doas.state.ga.us/gpr/ are advised to re-visit both websites to obtain any addenda which may be issued prior the proposal closing date. The City of Brunswick assumes no responsibility for Proposer’s failure to acknowledge any addenda issued.

From the issue date of this Request for Proposal until a contractor is selected, and the award is announced, Vendors are not allowed to communicate with any City staff or elected officials regarding this project except through the Purchasing Agent named herein, at the Pre-Proposal Meeting or as provided by existing work agreement(s). The City reserves the right to reject the submittal of any Vendor for violating this provision.

SECTION II – INVITATION FOR SERVICE PROVIDERS

· INVITATION

The City of Brunswick is soliciting competitively sealed proposals from qualified Vendors to design, furnish, install, and support a complete and comprehensive Automated Speed Detection School Zone Safety System. Proposals for this project must be returned in a sealed envelope or container marked on the outside with the offeror’s name and address and labeled, “RFP 2026-07 Automated Speed Detection School Zone Safety System.” Proposals will be received by 5:00 PM on Friday, June 5, 2026. Hand delivered copies may be delivered to the address below ONLY between the hours of 8:00 AM and 5:00 PM Monday through Friday, excluding holidays observed by the City of Brunswick. Regardless of postmark or method of delivery, the Purchasing Office must receive bid packages no later than the time and date listed above. Any proposal received after this date and time will not be accepted.

Attached hereto is the Request for Proposal (RFP) instruction document. Proposals should include all requested information as stated in this RFP. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the City of Brunswick Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the City of Brunswick.

Vendors must submit one (1) original bound copy with signatures, four (4) copies and one (1) electronic copy of the Technical Proposal along with five (5) copies of the Cost Proposal in a separate sealed envelope. Envelopes or containers containing separate technical and fee proposals must be sealed, and addressed to:

City of Brunswick Finance Department Attn: Raquel McCray 601 Gloucester Street Brunswick, GA 31520

(912) 267-5538

Proposals submitted by the deadline will be publicly opened and read aloud at 2:00 PM Tuesday, June 2, 2026 Proposals are legal and binding upon the bidder when submitted. No bid may be withdrawn after closing for a period of 30 calendar days.

Selection criteria are outlined in the request for proposal documents. The City of Brunswick Board of Commissioners reserves the right to reject all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the City of Brunswick.

It is the policy of the City of Brunswick that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

Sincerely, Raquel McCray Purchasing Agent The City of Brunswick Board of Commissioners

· TIMELINE OF EVENTS

Listed below are projected dates and times related to this Request for Proposal (RFP). There may or may not be a formal notification issued for changes in the estimated dates and times.

ACTIVITY

DATE/TIME

The City reserves the right at its sole discretion to adjust this schedule, as it deems necessary without prior notice. Notification of any adjustment to the schedule will be provided as an Addenda. It shall be the Vendor’s responsibility to check regularly for addenda, clarifications, and other notices that may be pertinent to this project.

· SCOPE OF SERVICES

Service provider is to submit written proposals that present the provider's qualifications and understanding of the services to be provided. The service provider's proposal should be prepared simply and economically and should provide all the information which it considers pertinent to its qualifications, and which responds to the Scope of Services and Evaluation Criteria listed herein. The proposal seeks assurance of a proven track record for the proposed services; high degree of dependability, reliability, and accuracy; cost effectiveness; responsiveness; and financial solvency. Emphasis should be placed on the completeness of services offered and the clarity of content. It is the intent of this RFP to select a service provider that delivers the best overall value to the City of Brunswick considering the evaluation factors in this RFP. The following information should be provided as part of the proposal:

The service provider shall provide a submittal which addresses capability and proposal of services during the terms of the contract concerning at a minimum the following items.

1. Service provider’s ability to produce initial public notice documents/media for the purposes of public education in cooperation with the City of Brunswick Public Information Office. The agency’s goal is to encourage traffic safety and increase public knowledge of school speed zone enforcement systems including increasing awareness of the dangers associated with speed through these areas.

2. Service provider’s ability to conduct speed studies at the request of the agency for determination of future installation locations during the terms of a contract.

3. Describe in detail the proper permitting, installation, initial testing, and ongoing maintenance of systems and components thereof including warning signs, signals, speed measurement and ALPR devices. Prior to installation the system components shall be approved and permitted/authorized by Glynn County Department of Transportation, Glynn County Public Schools representative, and State Department of Transportation. Approved system components will be installed and maintained so as not to interfere with the operation of traffic control devices except where modifications to existing equipment are necessary to comply with law and or other approved design requirements. Interference or damage to any City or County equipment and/or infrastructure will be at Service provider’s expense.

4. Service provider’s capability to review all violations for validity and process the data for events that meet specified criteria prior to providing access to chargeable violations via secure web site to the Police Department for review and authorization of citations.

5. The capability of service provider to provide maintenance and technical support of web-based interface to be used by the agency and court in the review and processing of citations/cases.

6. Describe the web based or other system where authorized users of the system can conduct audits of payments received, disbursements and/or other information related to the financial aspect of the contract/agreement.

7. Ability to provide web-based access to statistical information related to the violations/citations at various locations and overall.

8. Preferred ability to provide integration/push of ALPR data to Axon, which allows the data to be searchable and to be utilized for hotlist alerts in both platforms. Included in this should be the awareness statement of the current Georgia laws regarding retention schedules concerning ALPR data for non-active investigations/cases.

9. The service provider shall provide in detail business practices related to the processing of automated school zone speed enforcement citations, including but not limited to each of the following areas:

i. Review process and transmission of violations to the agency

ii. Mailing of duly authorized citations to the registered vehicle owner for payment.

iii. The process of any pre-trial access of evidence provided to violators, if applicable.

iv. The service provider’s available online case management system.

v. The process of receiving payments from violators.

vi. The process of accepting individuals who wish to have a court hearing regarding the citation.

vii. A description of evidence materials and method provided to court for hearings.

viii. The flexibility of creation of court dockets within parameters set by the court.

ix. The process and responsibility of submission of delinquent violations to the Georgia Department of Revenue for action in accordance with law and the time frame in which these notifications are made. Intime frame in which holds are released and through what process if any can be used by the court to verify this status.

10. The service provider’s capability to be responsible for maintaining all system components including equipment, infrastructure, signs, and any computer hardware, software, or web applications which may be necessary during the term of contract. Service provider will also be responsible for updating equipment and technology during the term of the contract as new technology becomes available.

11. The service provider is capable to deliver a comprehensive training program for the City of Brunswick’s Police Department personnel involved in the administration and/or operation of the system and its components including designated police personnel and court officials. Training for personnel should include at a minimum:

I. Detection and camera systems familiarization.

II. System training in a classroom or work environment setting.

III. Hardware (if applicable) and software familiarization training.

IV. Courtroom testimony and evidence presentation strategies for presenting school zone speed citations in court.

12. The service provider must recommend the hardware and software, if applicable, required to run the administrative components of the proposed solution, including report writing, user account management, citation viewing, speed enforcement video review, video camera live feed viewing, etc. The service provider must also identify what the recommended (not minimum) specifications of the hardware and/or software requirements. Any software or hardware that is required to operate the system, if applicable, should be included within the proposal.

13. The service provider must conform to Georgia Statutes and where requested shall provide customized forms and documents, if applicable, including electronic citations, court dockets, and an integrated system to archive violations in accordance with Georgia Law on records retention.

14. The service provider should describe their business practice and financial process and timeline for transferred funds under their proposed model.

15. Capability to prepare materials for court including legal proceedings both civil and/or criminal related to school zone speed enforcement and ALPR technology and providing expert witness testimony in all legal proceedings confirming the functionality and accuracy of the system.

16. Prior to installation of any equipment or infrastructure within the public right-of-way(s), sealed and certified plans for the placement of infrastructure and equipment must be submitted to the City of Brunswick Police Department and Glynn County Department of Transportation for review and approval. Glynn County and the City of Brunswick reserve the right to disapprove of any plans it deems unacceptable due to equipment or safety concerns.

17. Installation of the equipment must commence within fourteen days from the issuance of the Georgia Department of Transportation (GDOT) and Glynn County Permit approval and must be operational and fully functional within thirty days.

18. The service provider will solicit input from the school system for each installation location to verify the calendar for enforcement times. The service provider shall describe the responsibility for this business process on an ongoing basis after installation.

19. Proposals must follow Title 40 of the Official Code of Georgia Annotated Section 40-14-18 and any other applicable federal, state, or local laws, rules or regulations governing the use of automated traffic and or speed enforcement programs. Service providers will ensure that all relevant equipment and procedures must also, where applicable, be in compliance with Title 40 of the Official Code of Georgia Annotated Sections 40-2-130 ,40-6-20, 40-12-2, 40-12-24, 40-14-2, 40-14-20, and any other applicable federal, state, or local laws, rules or regulations governing the use of automated speed enforcement systems not listed herein.

20. The service provider assumes all risks for direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission or operation under the contracted work, until acceptance of the work by the City of Brunswick’s Police Department.

21. The service provider shall be fully responsible to the City of Brunswick for the acts and omissions of its subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it.

· EQUIPMENT SPECIFICATIONS

The service provider must be able to deploy automated speed detection school zone safety equipment in accordance with the following standards.

1. Each speed detection system shall be equipped to detect a violating vehicle, activate the camera/video system, and produce color images of the rear of the vehicle. Digital camera/video technology is required.

2. Each system must be capable of clearly photographing and recording the rear of the vehicles to clearly identify the rear license plate of the vehicle that is reasonably believed to have violated the speed limit within the designated school zone.

3. Each system must be capable of consistently photographing and or taking video of license plates regardless of glare or materials used to obscure the license plate from clear view at various viewing angles.

4. Each system should be capable of accurately monitoring up to four (4) traffic lanes at once. Describe the system’s ability to accurately capture violations at approaches with up to four (4) lanes in one direction. Also describe the versatility of the system for various roadway configurations including two-way direction on multilane highways.

5. The City of Brunswick’s Police Department prefers infrared systems that do not utilize distracting flashing devices (other than those necessary for proper warning), particularly as many potential installations are along two-lane roadways. Please specify the type of lighting required by the system for a standard four-lane approach. Also describe associated flash characteristics, if any, of the system. Floodlights may not be used.

6. From point of data capture, all video and camera photos and accompanying video sequences must be capable of secure storage and transmission, and capable of maintaining a secure chain of evidence. Service providers shall briefly describe the approach to maintaining security of evidence.

7. Service providers shall submit example set(s) of violation video and evidentiary photos electronically with the proposal, under the following conditions:

i. daytime – fair conditions and rain or snow conditions

ii. nighttime – fair conditions, and rain or snow conditions from ALPR triggered data

8. The service provider shall be able to provide a robust, fully web-enabled and fully secure citation processing system that includes data processing, initial screening of data, prompt delivery of data to police for violation review and citation authorization, citation mailing, bad address notification, and maintenance of secure Internet-based violation viewing capability.

9. The service provider’s system must be capable of using a two-factor user authentication protocol for any web-enabled application. The service provider’s system shall be CJIS (Criminal Justice Information Services) compliant. Please describe any other certifications or measures related to computer/system security.

SECTION III – INSTRUCTIONS TO BIDDERS

· PROPOSAL SUBMITTAL REQUIREMENTS

This RFP is intended to be functional in nature to allow service providers to make the best use of any of their already developed systems and to be creative in their approach to meeting the proposal requirements. Service providers shall be responsive to the specific range of issues described herein.

A Letter of Transmittal should be submitted to include a statement concerning the company’s financial capabilities and willingness to pursue and carry out this project.

1. Qualified, proposing service providers must demonstrate competence and experience with automated speed enforcement systems and ALPR systems and experience in all areas of expertise required by the requirements and specifications set forth in this document. Proposals should include background information and number of years of pertinent experience of both firm and staff. The proposal should identify the superintendent and supervisory staff, including partners. For managers, on-site supervisors, and specialists who will be assigned to the project, include their qualifications, and specific information on experience with automated speed enforcement solution programs, training, certifications, etc.

2. The service provider should submit as much information as will be useful in evaluating financial reliability and stability of the company, including financial statements for the past three years.

3. Provide information about all business-related lawsuits (other than labor or personal injury litigation) filed by, or against, the service provider in the last five years, and identify the nature of the claim, the amount in dispute, the parties, and the ultimate resolution of the lawsuit.

4. A statement indicating that if selected, the service provider will indemnify and hold harmless the City of Brunswick from and against all liability and expenses, including attorney’s fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person, arising out of or attributable to equipment performance or services performed

5. The proposal should include a demonstrated understanding of the project through a comprehensive description of the proposed approach to the necessary services and equipment (including infrastructure, installation, technical support and monitoring) required for the successful implementation and maintenance of an automated speed enforcement system for speed violations, and for as many as four (4) or more lanes per approach, including multiple, simultaneously occurring, violations.

6. The proposal must include a statement warranting that the equipment, product and services provided by the service provider will be of the highest quality, complying with the specifications and requirements, and free from all defects whatsoever.

7. Proposals should detail the proposed training program for the City of Brunswick personnel who will be involved in the administration and/or operation of the system and its components including police personnel and court officials.

8. Proposals should describe the specific details of a proposed strategy addressing public education and awareness program(s).

9. The proposal should identify all significant automated speed enforcement solution programs with which the service provider has been involved within the last five (5) years of a similar size and scope to that of the City of Brunswick. Provide the name, address and telephone number of person(s) familiar with each program who will respond to inquiries from the City and/or County.

10. In addition to #9, above, service providers should complete the attached reference sheet to provide a minimum of three (3) references where work of a similar size and scope has been performed in the past five years. All reference information provided shall be complete, current and easily verifiable. The quality of references and their feedback will be taken as further indication as to the service provider’s ability to provide, implement and support the solution offered to the City of Brunswick. The City of Brunswick may, at its discretion, opt to contact additional references as part of responses to # 9 above.

11. Proposal must reflect the total lease cost for the provision, “turnkey” installation and maintenance of all required physical equipment including but not limited to detection equipment, high resolution cameras, equipment cabinets, lighting, telephone and/or fiber optic connections, computer hardware and software, and any other infrastructure, equipment, supplies, and/or maintenance necessary for the installation and operation of a fully operational automated speed enforcement and citation processing system capable of operating in all weather conditions, including extreme heat and cold, fog, rain, darkness, high winds, snow and sleet.

12. Proposals must include the cost, if applicable, for moving an installed location if and when the agency deems it necessary and the terms under which this can be done.

13. Proposed costs must include all system components including updates and enhancements. Proposal should detail not only the costs of all components and all aspects of the service to be provided but should include any costs associated that will enable the City of Brunswick to add locations/equipment throughout the term of the contract. The pricing model/proposal for each location should include two-way integrated ALPR technology as described in Section II #9. If the service provider has optional ALPR only (non-enforcement system) the provider may also include pricing for these stand-alone ALPR systems as an add-on item provided, they meet necessary requirements. The City of Brunswick reserves the right to request further breakdown of item costs within each task or as deemed necessary. Regardless of pricing breakdown, all systems of pricing should be all inclusive, detailed, easy to understand and easy to work with. All pricing shall remain firm throughout the initial term of contract.

14. All pricing should be provided as part of a revenue sharing model which may include as a separate line for additional options including fees for installed system relocation and/or for additional non-enforcement ALPR locations; however, the primary goal of the City of Brunswick is to implement the Automated School Zone Speed Enforcement Program at a net zero cost to the City of Brunswick taxpayers regardless of the school zone configuration or location selected by the City of Brunswick for deployment. The service provider's fees will be paid on a percentage of the fines collected. Pricing should also include, where necessary, any “make ready utility costs”. The service provider should describe the financial process and timeline for transferred funds under their proposed model.

15. On or before expiration or termination of this contract, the service provider agrees to deliver to the City of Brunswick all data, owned by the City of Brunswick under this contract. The data must be provided to the City of Brunswick in a format that is usable – preferably in the form of data export(s) that can imported or used by other systems. If the data is in a proprietary format, the service provider must provide the City of Brunswick with the tools necessary to view, extract and utilize the data as would be necessary in the normal course of business operations.

· ADDITIONAL SPECIFICATIONS

The following points provide guidance and/or request additional information from service providers wishing to submit proposals under this RFP. Service providers will indicate their ability to address each of these specifications, briefly describing their approach to each function.

1. Traffic Study / Site Survey: The successful service provider will work with the City of Brunswick to determine a list of candidate school zones, chosen in part based on quantitative assessment of the frequency and degree of violations. As part of this process, service providers will develop baseline data for proposed school zone locations by monitoring for a minimum of one school day to quantify the frequency and degree during that period. This data will support site selection and will serve as baseline information for project evaluation purposes. However, sole determination of school zone locations remains with authorized personnel for the City of Brunswick Police Department. The service provider shall provide any testing on an ongoing basis during the contract period. The cost for any testing should be included in the revenue share proposal.

2. Camera Installation: From the school zones selected, the successful service provider will deploy enforcement equipment meeting or exceeding the minimum standards specified above. Working with the Glynn County Department of Transportation (GCDOT), the successful service provider will be responsible for all permit acquisition, site design, construction, installation and maintenance of the equipment. This will require the successful service provider to submit a sealed set of plans to GCDOT to review and forward to Georgia Department of Transportation (GDOT) for the permit application. No work in the field can be performed prior to GDOT issuing a permit.

3. Service and Maintenance. The servicing and maintenance of the automated school zone speed enforcement equipment will be the exclusive responsibility of the service provider. Initial response to any equipment malfunctions will normally occur within a 24-hour period; repairs will normally be accomplished within a 72-hour period. Additionally, the service provider shall address the replacement of equipment that is damaged through an accidental means or intentionally through a criminal act and the time frame required for replacement of an installed system location if one becomes a total loss. Services providers should explain how they will ensure that these availability requirements will be achieved.

4. Violation Screening and Citation Development. The successful service provider will work with the City of Brunswick Police Department to determine in detail the elements that will constitute evidence of speed violations, and with the Court and Law Departments to determine the contents of the citation that will be mailed to registered vehicle owners. Service provider shall describe its understanding of citation issuance under City Ordinance as well as relevant state statutes and laws. Specifically, the service provider will work with the Law Department to ensure the language of applicable statutes including any resolutions and/or ordinances as necessary are prepared and approved and that the system remains in full compliance during the terms of the contract.

5. Citation Processing. The successful service provider will be expected to provide citation processing in compliance with Georgia statutes.

6. Statistical Reporting. In support of the City of Brunswick project evaluation activities, the successful service provider will provide weekly, monthly and on-demand summary program metrics to the City of Brunswick that will include, at a minimum, the following:

· Number of events recorded, by intersection approach and in total.

· Number of events not billable, including a breakout of controllable and non- controllable events lost, by location and in total.

· Number of events forwarded to police.

· Number of citations authorized and mailed, by month of issuance.

· Number of citations returned as undeliverable.

· Web-based reporting systems are preferred.

· SUBMISSION FORMAT

All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal format should be organized as follows:

1. Transmittal letter - A brief cover letter of introduction and interest.

2. Table of Contents - Including all sections and subsections.

All proposals must be submitted in the forms provided and include all pricing by module. Vendors that deviate from this format may be deemed unresponsive. Proposals should be prepared simply, providing a straightforward, concise delineation of the capabilities necessary to satisfy the requirements of the RFP. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. Costs for developing proposals in response to the RFP are the obligation of the vendor and are not chargeable to the city. All proposals and accompanying documentation will become the property of Brunswick and will not be returned.

Pre-Submittal Questions. There will be no pre-bidders conference. Questions regarding the RFP may be submitted to rmccray@cityofbrunswick-ga.gov by Friday, May 29, 2026.

The list of submitted questions with their respective answers will be posted to the City’s website by Monday, June 1, 2026.

RFP Amendments. The City reserves the right to request clarification on any proposal or to ask respondents to supply any additional material deemed necessary to assist in the evaluation of the proposal. The City reserves the right to change the RFP schedule or issue amendments to the RFP at any time. The City of Brunswick also reserves the right to cancel or reissue the RFP.

Rejection of Proposals. The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City of Brunswick.

Proposal Validity Period. Submission of a proposal will signify the vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline and will become part of the contract that is negotiated between the City of Brunswick and the successful vendor.

Disclaimer. The City reserves the right to share, with any consultant of its choosing, the RFP, and any resultant proposals in order to secure expert opinion.

Non-Obligation. Receipt of proposals in response to this RFP does not obligate the City of Brunswick in any way. The right to accept or reject any proposal shall be exercised solely by the City of Brunswick. The City of Brunswick shall retain the right to abandon the proposal process at any time prior to the actual execution of a contract with a vendor, and the City of Brunswick shall bear no financial or other responsibility in the event of such abandonment.

Public Disclosure. All materials provided to the City of Brunswick by Vendors are subject to State and the City of Brunswick’s public disclosure laws.

SECTION IV – EVALUATION FACTORS

Each submittal shall be identical and include a transmittal letter. A table of contents, with corresponding tabs, must be included to identify each section. Vendors must use a minimum of an 11-point font. Any exhibits, affidavits or other enclosure information may be included in an appendix. Each submittal shall be prepared simply and economically, providing straightforward, concise delineation of respondents’ capabilities.

To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined in Section 3.

· EVALUATION CRITERIA AND PROCESS

During the first phase of the evaluation, the Evaluation Team will have access to all proposal materials except the separately sealed Cost Proposal. Initially, proposals will be evaluated based on relative responsiveness to the criteria described above and will be scored based on the point values as shown. Please note that references, and subsequent reference checks, are a required component of scoring. The selection committee will consist of Police Department staff members and two employees outside the department. The proposals will be evaluated to select the service provider which rates highest according to the criteria listed below.

During the second phase of the evaluation, service providers may be short-listed for further consideration. The cost proposal of the short-listed service providers from the first phase will be opened, reviewed, and scored with the lowest cost receiving the most points and the other service providers receiving proportional points based on the differences in proposal costs.

The evaluation team may invite any number of the highest-rated firms to participate in onsite demonstrations. All expenses related to participation in the onsite demonstrations are the responsibility of the vendor with no obligation to the City of Brunswick. The decision to interview and the number of firms to interview are at the sole discretion of the evaluation team. The interview and product demonstrations will be evaluated and scored, and this score will be added to the overall score. Service Providers will then be ranked in descending order of recommendation.

Selection of finalists will be primarily evaluated according to the following criteria:

· Quality, clarity, and completeness of the proposal. Adherence to requirements for RFP preparation. Vendor viability and strength.

· Ability to meet the City’s functional and technical requirements.

· Software scalability, flexibility, and ease of use.

· Compatibility and integration with existing hardware and software.

· Vendor’s experience on similar projects.

· Software demos.

· Total cost of ownership.

The evaluation factors identified above reflect a wide range of considerations. While cost is important, other factors are also significant. The City may select other than the lowest cost solution. The objective is to choose a vendor capable of providing a reliable and integrated solution within a reasonable budget. All proposals will be evaluated based on the following criteria:

Understanding and Approach

· Technical approach and capability

· Demonstrated understanding of and ability to meet or exceed all minimum requirements and specifications

· Installation methodology & plan

· Demonstrated success in communities of comparable size

Qualifications and/Experience of Firm & Staff

· Background

· Number of years’ experience

· Specific licensing, certification, training

· Demonstrated competence and experience in all areas of expertise required by scope of services

· Demonstrated responsiveness and responsibility

Service & Support

· Technical service and support

· Training of City personnel

· Public awareness strategy

Notification. Based on the evaluation of the RFP’s, the city will select a short List of three or four vendors and invite them to participate in a software demonstration. The selected vendors will be notified in writing or email by the date indicated in Section III.

· INTERVIEW/SOFTWARE DEMONSTRATIONS

Demonstration Meetings. Once the Short List of vendors has been identified they will be invited to participate in a Demo Meeting with the Project Team. The purpose of this meeting will be to allow the vendor time to acquire additional information about the scope of the project and to review any questions about the Demo Script presented to the vendors. Customer references may be requested prior to the software demonstrations.

Interview Format Electronic presentations, such as PowerPoint presentations, are allowed but are limited to no more than a 60-minute window. The Owner will have a screen available in the interview room. The presentation may include flip charts, boards, or any other media the vendor may need to communicate their abilities, along with the oral presentation. The vendor should be prepared to answer any questions that may arise during the presentation.

Interview Requirements The primary intent of the formal interview process is to provide the Owner with in-depth and clarifying information about the vendor. Information provided should assist the Selection Committee in making an informed decision as to the proposer best suited for the work. The interviews may be conducted by the members of the Selection Committee and any other representatives as deemed necessary by the Owner. Each Selection Committee Member will take into consideration the information gathered during the presentation/interview when completing their final evaluation. All key personnel should be present at the interview, including, at a minimum, the project manager.

· NEGOTIATIONS & NOTICE OF AWARD OF CONTRACT

It is the City’s intent to evaluate the proposals based on practical merits and price. It is the intent of the City to choose the Proposer whose proposal provides the highest value to the City. The City reserves the right to waive any irregularities, reject any and/or all proposals, in whole or in part, when, in the City’s opinion, such rejection is in the best interests of the City. The City reserves the right to seek Additional/supplemental information or clarifications as needed. The City reserves the right to negotiate the price and scope of work with the consultant scoring the highest marks to reach an agreement. If negotiations with the highest scoring vendor are unsuccessful, the City may then negotiate with the second-highest scoring vendor and so on until a satisfactory agreement has been reached.

As soon as possible, and within 60 days after receipt of proposals, the City shall notify the successful Proposer of its intent to enter into a contract agreement. Should the City require additional time to award a contract, the time may be extended by mutual agreement between the City and the successful Proposer. If an Award of Contract has not been made within 30 days of the proposal opening date or within the extension mutually agreed upon, the Proposer may withdraw the bid without further liability on the part of either party.

· EXECUTION OF CONTRACT DOCUMENTS

a. Within fifteen (15) days subsequent to successful contract negotiations, the City shall furnish the successful Contractor the confirmed copies of Contract Documents for execution.

b. Within fifteen (15) days after receipt of the Contract Documents, the Contractor shall return all the documents properly executed. Attached to each document shall be the certificate of insurance and proper licenses required by Federal, State, or Local authorities.

c. Within thirty (30) days after receipt of the Contract Documents, executed by the Contractor, certificates of insurance, and license(s) the City shall complete the execution of the documents. Distribution of the completed documents will be made upon completion.

d. Should either party require an extension of any of the time limits stated above, it must be by mutual agreement between both parties.

SECTION V – CONDITIONS AND PROVISIONS

· NOTICE TO PROCEED

The Notice to Proceed is typically issued within ten (10) days of the execution of the Contract Agreement by The City.

· TERMINATION OF OWNER

A. Termination for cause. The Owner may terminate this agreement for cause upon ten (10) days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice against any of the Owner’s rights or remedies of law.

B. Termination for convenience. The Owner may terminate this agreement for its convenience at any time upon thirty (30) days’ written notice to the contractor. In the event of the City’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

C. Termination for the Contractor. The Contractor may terminate any contract arising out of this RFP for any reason upon thirty (30) days written notice to the Owner. The termination notice shall be deemed received three (3) days after placing the notice in the United States mail.

· COMPLIANCE WITH LAWS AND REGULATIONS

This contract shall be governed by the laws of the State of Georgia.

A. The Contractor confirms that all applicable Federal, State, and local laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the project shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The Contractor shall keep himself fully informed of all laws, ordinances, and regulations of the Federal, State, City and municipal governments or authorities in any manner affecting those engaged or employed in the work or the materials used in the work or in any way affecting the conduct of the work and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, he shall herewith report the same in writing to the Owner.

B. The Vendor at all times observe and comply with all such existing and future laws, ordinances, and regulations, and shall protect and indemnify the City and its agents the violation of any such law, ordinance, regulation, order, or decree, whether by the vendor or vendor’s employees or any subcontractor.

· BUSINESS LICENSE

Contractors and subcontractors shall have a current Occupation Tax Certificate and shall furnish certificate and license numbers prior to entering into a contract with the Owner.

· CONTRACTOR’S CLAIM

No claim for additional or other compensation beyond the fees shall be allowable unless the Contractor makes and continuously maintains written demand therefor within thirty (30) days of the occurrence of any event which given rise to such claim.

· SUBCONTRACTING

No portion of the work shall be subcontracted without the prior written consent of the Owner. Consent will not be given except upon the basis of written statements containing such information as the Owner may require. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract.

· GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

Pursuant to O.C.G.A. § 13-10-91 (Georgia Security and Immigration Compliance Act), every public employer, every contractor of a public employer, and every subcontractor of a public employer’s contractor must register and…