Automated Speed Enforcement Project 2025 RFP.pdf

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Financial Services Department

REQUEST FOR PROPOSALS

The City of Durango, Colorado, by and through the Purchasing Manager, is accepting proposals from qualified firms for Automated Speed Enforcement systems, in accordance with the terms, conditions, and specifications contained in these documents.

Offerors wishing to participate should ensure they have all addenda prior to submission of the proposal. Failure to acknowledge receipt of any addenda applicable to this project could result in the rejection of your proposal.

This project and any subsequent addenda will be posted to the Rocky Mountain E-Purchasing System (RMEPS) website (www.bidnetdirect.com/colorado). Firms are encouraged to register with RMEPS for all City bid opportunities.

Questions Each offeror, before submitting a proposal, shall become fully informed as to the extent and character of the work required. All questions must be submitted in writing via RMEPS, www.bidnetdirect.com/colorado.

Question Deadline: July 22, 2025, 3:00 P.M. (Local Time) (Questions received after the deadline may not be accepted.)

Submittal Instructions (Reference: Required Submittals Section) Submittal requirements are outlined in the Submittals Section of the Bid Documents

Project Title: Automated Speed Enforcement Project

Due Date and Time: July 30, 2025, 3:00 P.M. (Local Times)

Deliver Bid Electronically to Rocky Mountain E-Purchasing System, www.bidnetdirect.com/colorado, It is the sole responsibility of the respondent to see that the proposal is received before the submission deadline. Late proposals will not be considered.

All proposals submitted shall be binding upon the respondent if accepted by the City within sixty

(60) calendar days of the submission date. Negligence upon the part of the respondent in preparing the proposal confers no right of withdrawal after the time fixed for the submission of the proposal. This project is being bid in accordance with the City of Durango Purchasing Policy.

Bob Grogan, Jr.

Purchasing Manager July 15, 2025 Published Date: July 16 & 18, 2025.

949 E 2nd Ave · Durango CO 81301 · 970.375.4994 http://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado

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I. INVITATION

The City of Durango, Colorado, invites all interested, qualified people or firms capable of providing the required services to submit proposals for the implementation of an Automated Vehicle Identification System (AVIS) that will provide automated speed enforcement services.

The selected Respondent is expected to supply, install, implement, and ensure the continued performance of the hardware, software, and support services needed for the AVIS for the City of Durango, as more fully detailed in the Scope of Services section of this RFP.

Specific services to be provided are detailed within the Scope of Services defined within this request. The City reserves the right to negotiate any and all elements of any consultant proposal.

The City of Durango Standard Agreement is provided herein, is for reference only, and is non-negotiable.

This RFP includes a project description, scope of work, submission requirements, selection process and criteria, insurance requirements, and Sample Standard Form of Agreement between City and Consultant for Professional Services Agreement. Sample Agreement is for reference only and is non-negotiable.

Any bid that fails to conform to the essential requirements of the Request for Professional Services will be rejected.

1) Any proposal that does not conform to the applicable specifications shall be rejected unless the invitation authorizes the submission of alternate proposals and the items or services offered as alternates meet the requirements specified in the RFPS.

2) Proposal shall be rejected when the Offeror imposes conditions that would modify requirements of the invitation or limit the Consultant's liability to the Owner, since to allow the bidder to impose such conditions would be prejudicial to other bidders. For example, bids shall be rejected in which the bidder:

a. Protects against future changes in conditions, such as increased costs, of total possible costs to the Owner cannot be determined

b. Fails to state a price and indicates that price shall be “price in effect at time of delivery”.

c. Takes exceptions to the RFP terms and conditions.

d. Inserts the bidder’s terms and conditions

e. Prospective firms are encouraged to carefully read this RFP in its entirety.

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II. PROPOSED SCHEDULE

BIDDING TIMETABLE

Project Goals Due Dates

Projects 1st Publication July 16, 2025.

Projects 2nd Publication July 18, 2025.

Contractor Questions Due July 22, 2025, 3:00 p.m. (Local Time)

Final Addendum Issued by Purchasing July 24, 2025, 3:00 p.m. (Local Time)

Proposals Due July 30, 2025, 3:00 p.m. (Local Time)

Evaluations of the proposals July 30 – August 1, 2025

Interviews, if necessary, the week of August 4, 2025.

Notice of Award Estimated August 12, 2025.

Notice to Proceed August 20, 2025.

III. INTRODUCTION AND BACKGROUND

The City of Durango is in southwest Colorado at 6,500 feet on the edge of the San Juan Mountains, putting it between the desert and the mountains. Durango is considered rural, with a population of 19,071 people situated in La Plata County with a population of 56,407. Despite the rural character of Durango, the historic nature of Durango and being the southern gateway to the San Juan Mountains bring large numbers of visitors to the area, primarily in the summer months.

In addition to the summer visitor traffic, Durango’s population nearly doubles during the day with people commuting in for work, services, or social activities. These factors mean that the main arterial through Durango, U.S. Highway 550, has an AADT of 34,000.

The Durango Police Department is dedicated to ensuring that all residents and visitors who utilize our public roadways are able to do so safely. We accomplish this through active collaboration with our community and our partner departments within the City such as Community Development, Engineering, and Transportation. We also serve the community by providing traffic monitoring, education, and enforcement activities to communities and those who travel on our roadways. In many of the meetings and interactions we have had with our residents and community members about traffic safety and speed enforcement, the concept of utilizing automated speed enforcement systems has been brought up. The Durango Police Department and City leadership teams began exploring the idea of using technology to enhance the traffic safety services in an efficient manner. With the passage of Colorado Senate Bill 23- 200 in June of 2023 updated laws pertaining to the use of Automated Vehicle Identification Systems by government entities for the purposes of traffic enforcement, the City leadership team

Page 4 of 12 07/15/25 felt that the State provided a framework for municipal governments to utilize these systems as another tool to provide effect traffic enforcement in a manner that will not cause harm to those who use the roadways in a lawful manner. A key component of the City’s efforts to implement the use of Automated Vehicle Identification Systems is the adoption of an ordinance authorizing their use within the City. The ordinance is scheduled to be introduced on July 15, 2025, adopted on August 19, 2025, and become law on August 30, 2025.

Upon the adoption of an ordinance authorizing the City to use AVIS for speed enforcement purposes, it is the objective of the City to utilize an AVIS service to increase traffic safety for all.

IV. SCOPE OF SERVICES

General Project Requirements Consultant will prepare and deliver the following: providing the necessary automated vehicle identification system (AVIS) cameras and services in compliance with C.R.S.42-4-110.5, preparing and maintaining a detailed project timeline, assisting with any site selection analysis for possible speed enforcement camera systems, install the AVIS cameras at the mutually agreed upon locations, operation of each stationary AVIS camera on a 24-hour basis, select and upfit an appropriate mobile AVIS speed detection, assisting the City with providing public information as needed, providing a secure website for the agency and the public, provide technical site visits for needed maintenance, repair non-functional AVIS cameras, and completing service of process for notices of violation(s).

All work shall be completed in accordance with applicable City standards and applicable within the agreed-upon timeline.

Key Deliverables & Tasks The selected vendor shall provide a comprehensive, turnkey, digital-only Automated Vehicle Identification System (AVIS) enforcement program that conforms to the City of Durango’s branding, formatting, and project processing standards. At a minimum, the key deliverables and associated tasks shall include:

1. AVIS Hardware o Provide detailed specifications for the AVIS camera hardware used in automated speed enforcement, including digital still cameras, sensor technology, and all necessary operational components.

o Include multiple digital images (e.g., rear scene, clear vehicle and license plate images).

o Specify the quantity and strategic placement of camera systems across designated areas.

2. Software and System Integration o Provide CIJIS-compliant AVIS violation detection and processing software, data management, and storage capabilities.

o Include features for internet-based review and approval of violations (by officers and violators).

Page 5 of 12 07/15/25 o Propose an interface between the vendor’s software and Durango Municipal Court’s courtroom management solution (Quicket) for handling violation disputes that require a judicial review.

3. Citation Processing and Legal Compliance o Enable complete citation processing, including registration checks, issuance of mailed warnings, and service of notices of violation via certified mail.

o Ensure compliance with all applicable State of Colorado and local laws governing automated enforcement.

o Provide documentation and expert witness support for legal proceedings when required.

o Facilitate an online dispute process for vehicle owners via the vendor portal or court integration.

4. Installation and Maintenance o Develop an installation plan with timelines and procedures for deploying camera units at fixed locations.

o Develop a plan for deploying mobile unit(s) onto roadways that meet state criteria.

o Provide a detailed maintenance plan including routine service, system updates, and technical support for both fixed location and mobile cameras.

5. Reporting and Analytics o Deliver reporting tools to analyze system performance, violation data, and traffic patterns on a routine basis.

o Offer advanced analytics for trend identification and decision-making support.

6. Training and Documentation o Conduct training for police department personnel, adjudication personnel, and system administrators.

o Supply comprehensive documentation covering system operation, maintenance, and troubleshooting.

7. Customer Support and Service Level Agreements (SLAs) o Provide responsive customer support services including helpdesk assistance and defined response times.

o Include SLAs covering system uptime, performance benchmarks, and issue resolution protocols.

8. Public Engagement and Education o Collaborate with City Public Information Officials in the development and execution of public awareness and educational campaigns related to automated speed enforcement.

9. Optional Enhancements o Describe any additional features or value-added services the vendor may offer, including process serving and other enforcement tools.

10. Evaluation Criteria o Clearly outline the evaluation criteria for vendor selection, including technical capabilities, experience, cost, and overall value.

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The City is interested in taking a scaled approach to implementing an AVIS system, starting with a single location that captures both directions of travel. The City then anticipates expanding the AVIS enforcement program to other eligible and justified locations. Additionally, and after the initial deployment, the City would like to add a mobile automated speed enforcement option. The awarded Vendor shall coordinate its efforts with the City of Durango Police Department, City of Durango IT Department, City of Durango Engineering, City of Durango Finance Department, City of Durango Municipal Court, and other agencies affected by the project (utilities, phone, etc.). The Vendor will be expected to work closely with the Traffic Division of the Police Department and the City’s Traffic Engineering Department to ensure design compatibility and uniformity with existing practices, signage and infrastructure. During installation of the camera systems, the Vendor will be expected to coordinate all work with the Traffic Engineer in charge of traffic management. Work performed within the public rights of way shall meet all applicable City and State standards for construction, including but not limited to, those pertaining to signage and traffic control.

The Vendor shall be responsible for the submission of all applicable permits and fees. A licensed contractor shall perform said work. The Vendor will be responsible for the supply, implementation, and continuing performance of the hardware, software, and support services described in the Scope of Services. This includes a complete turnkey operation in which the Vendor will design and install the complete system, process the violations, collect the fines, provide training for City and court personnel, as well as implementing a public awareness and promotional campaign.

Project Management The vendor shall prepare and submit to the City for approval a project management plan that specifies a schedule of work; details the roles and responsibilities of the vendor and sub-contractors; identifies work tasks, milestones, and review/comment milestones; and a public outreach plan. Vendor will prepare meeting agendas and keep meeting notes. The vendor will promptly respond to City requests (both routine and emergency).

Final Documents Notices of violation and service of process for traffic violations must be completed in accordance with C.R.S. 42-4-110.5. Additionally, at the end of each month of the term of the contract, if selected the vendor will be expected to deliver a detailed report containing the number of violations detected, number of violations or warnings issued, and revenue generated for newly established AVIS zones in the City.

Coordination of Public Outreach; Notices Notices must be served in accordance with C.R.S. 42-4-110.5. The public must be notified on the City website through a public announcement for at least 30 days prior to the implementation of new AVIS zones.

Public Hearing and Study Session Presentations If selected, the Consultant will make themselves available if requested by the City to provide a presentation before City Council.

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City Oversight A designated individual will be responsible for the management of the contract for the City (“Project Manager”). The City will provide reasonable assistance to the Consultant in the scheduling of meetings, interpretation of policy and procedural requirements, research relating to internal documents, coordination with outside agencies and City staff, but the City’s obligation will not limit the Consultant’s obligations to perform the Services. The City will rely on the personnel, experience, and expertise of the Consultant to ensure all necessary components of the scope of work are completed.

Timeline and Budget The Consultant must complete all deliverables within the agreed-upon schedule and within the limits provided by the executed contract and based on a Notice to Proceed date of August 14, 2025.

City Holidays City Holidays currently include New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, and Day After Thanksgiving, Christmas Eve Day and Christmas Day.

Safety The consultant shall be responsible for all safety training, procedures, and requirements.

Contract Requirements The Consultant will perform all Services in accordance with the executed Professional Services Agreement.

Meeting Attendance The Consultant shall proactively engage with the City through scheduled meetings and timely communications and shall take all reasonable steps to align efforts toward the achievement of all project milestones and deliverables.

Deliverables The Consultant shall provide electronic versions in Word and/or PDF format for review. All PDF deliverables shall meet ADA accessibility requirements. The final plan shall be submitted in both Word and PDF.

V. INSTRUCTIONS TO PROPOSERS

The consultant shall provide one electronic copy of the proposal submitted via RMEP, www.bidnetdirect.com/colorado. The proposal should address all requests within this RFPS and specifically document the process for each phase of the project using appropriate text, graphs, tables, maps and any other information necessary to describe the work program. Proposals shall not exceed twenty (20) pages in length. Front/ Back and minimum #12 font.

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The proposal shall be organized using the following format:

1) Table of Contents

2) References and Experience: List those projects your Project Team has completed within the past five (5) years that are similar to that requested by this RFPS. Special attention should be given to projects that your team has completed for the City of Durango or other governmental entities within the state of Colorado since June 1, 2024. With each reference, include the name, address, persons to contact, telephone number, a description of the project completed, and the time required to complete the project.

3) Project Organization: List key personnel that will be assigned to the project. List the person’s name, title, project assignments, years of experience, licenses, and any other qualifications relevant to the City’s project. List the names, address, telephone number, credentials, and roles of all team members. Provide the same information for all sub-consultant personnel. Include which sub-consultants of the team of worked together on previous projects.

4) Describe your firm’s work plan for each element of the project based upon the scope of services defined in this RFPS. The selected consultant will be required to submit a detailed work plan that should include a spreadsheet quantifying each Scope of Work component by the estimated hours broken down by contributing staff and estimated date of completion. Include a proposed timeline that includes each phase of the Scope of Work. Provide discussion of your team’s volume of previous awards, current and anticipated workload.

5) Identify all services that will not be included in the contract and are expected to be provided by City of Durango.

Include a statement that the firm maintains the insurance required in this RFPS.

VI. AWARD CRITERIA

A selection committee comprised of City personnel will evaluate the proposals. Members of the Selection Committee will review and rate each proposal based on the following criteria:

1) Strength and capability of project team

2) The experience of the project team, working together, in providing similar services;

3) Key personnel that will be assigned to the project, and their experience with similar projects;

4) Narrative and project approach including goals, controls, concepts, and critical issues;

5) Timeframe for completion of the project; and

6) Overall responsiveness to the RFP.

All respondents must initially represent themselves solely by their written submittal. Based upon the Selection Committee’s findings, a consultant will be selected or a minimum of three finalists may be requested to provide in-person presentations at the firm's sole expense.

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VII. CERTIFICATIONS AND STATEMENTS

The firm must provide certification that its proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal; without prior knowledge of competitive prices, and it is in all respect fair; and without outside control, collusion, fraud, or otherwise illegal action.

The firm must certify that no member of the City Council of Durango, Colorado, or members of his or her immediate family, or other officer or employee of the City has received or has been promised directly or indirectly any financial benefit related to the RFPS.

VIII. EVALUATION CRITERIA

A selection committee, comprised of City Staff, will evaluate the submittals. Members of the Selection Committee will review and rate each proposal based on the following criteria:

Criteria Possible Points Narrative and Project Approach 0- 25 Firms Experience and References 0- 25 Qualifications of Key Personnel 0- 20 Cost to the City 0- 15 Overall Responsiveness to the RFPS 0- 15

Note: The City reserves the right, where it may serve the City’s best interest, to request additional information or clarification from firms, or to allow corrections of errors or omissions.

At the sole discretion of the City or the Selection Committee, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. Such presentations will provide firms with an opportunity to answer any questions the Selection Committee may have on a firm's proposal. Not all firms may be asked to make such oral presentations. The cost of any such presentation or interview shall be the sole responsibility of the proposer.

Direct contact with city elected officials or city staff, other than the Purchasing Manager, during the bid/proposal process may render the bid/proposal non-compliant. If such an infraction is determined, at the Purchasing Manager’s discretion, no further consideration may be given for the bid/proposal.

Final Selection. The City of Durango will select a firm based upon the recommendation of the Selection Committee.

It is anticipated that a firm will be selected on or before the week of July 15, 2024.

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IX. INSURANCE

A. The Successful Contractor shall not commence work under this Agreement until it has obtained all insurance required by the contract documents and such insurance has been approved by the City. The Contractor shall not allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained and approved. For the duration of this Agreement, the Contractor must maintain the insurance coverage required in this section.

B. The Successful Contractor shall procure and maintain, at its own cost, the following policy or policies of insurance. The Contractor shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to the contract documents by reason of its failure to procure or maintain insurance or by reason of its failure to procure or maintain insurance in sufficient amounts, durations, or types.

C. Successful Contractor shall procure and maintain and shall cause each Subcontractor of the Contractor to procure and maintain (or shall insure the activity of Contractor’s Subcontractors in Contractor’s own policy with respect to), the minimum insurance coverages listed below.

Such coverages shall be procured and maintained with forms and insurers acceptable to the City. All coverages shall be continuously maintained from the date of commencement of the Work. In the case of any claims-made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage.

1. Worker’s Compensation insurance to cover obligations imposed by the Workers’ Compensation Act of Colorado and any other applicable laws for any employee engaged in the performance of Work under this contract, and Employers’ Liability insurance with minimum limits of One Million Dollars ($1,000,000) each accident, One Million Dollars ($1,000,000) – policy limit, and One Million Dollars ($1,000,000) disease – each employee.

2. Comprehensive General Liability insurance with minimum single limits of One Million Dollars ($1,000,000) each occurrence and Two Million Dollars ($2,000,000) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall include coverage for explosion, collapse, and underground hazards. The policy shall contain a severability of interest’s provision.

3. Comprehensive Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than Five Hundred Thousand Dollars ($500,000) each occurrence and One Million Dollars ($1,000,000) aggregate with respect to each of Contractor’s owned, hired and/or non-owned vehicles assigned to or used in performance of the services. The policy shall contain a severability of interest’s provision.

D. The policies required above, except for the Workers’ Compensation insurance and Employer’s Liability insurance, shall be endorsed to include the City, and its officers and employees, as additional insured. Every policy required above shall be primary insurance, and any insurance carried by the City, its officers or its employees, shall be excess and not contributory insurance to that provided by

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E. Contractor. The additional insured endorsement for the Comprehensive General Liability insurance required above shall not contain any exclusion for bodily injury or property damage arising from completed operations. The Contractor shall be solely responsible for any deductible losses under each of the policies required above.

F. Certificates of insurance shall be completed by the Contractor’s insurance agent as evidence that policies providing the required coverages, conditions, and minimum limits are in full force and effect, and copies of such certificates shall be forwarded to the City prior to start of Work.

Each certificate shall identify the Project and shall provide that the coverages afforded under the policies shall not be cancelled, terminated or materially changed until at least 30 days prior written notice has been given to the City. If the words “endeavor to” appear in the portion of the certificate addressing cancellation, those words shall be stricken from the certificate by the agent(s) completing the certificate. The City reserves the right to request and receive a certified copy of any policy and any endorsement thereto.

G. Failure on the part of the Contractor to procure or maintain policies providing the required coverages, conditions, and minimum limits shall constitute a material breach of contract upon which the City may immediately terminate the contract, or at its discretion may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by the City shall be repaid by the Contractor to the City.

H. City upon demand, or the City may offset the cost of the premiums against any monies due to Contractor from the Owner.

X. REQUIREMENTS AND GENERAL INFORMATION

A. The City of Durango is exempt from all local, state, and federal taxes.

B. The selected consultant must have or obtain a current City Business License prior to initiating work on this project.

C. The selected consultant must complete a W-9 form (Taxpayer Identification No.).

D. The City of Durango reserves the right to reject any and all proposals, to waive any informalities or minor irregularities in proposals, and to accept the proposal deemed, in the opinion of the City, to be in the best interest of the City.

E. Direct contact with city elected officials or city staff, other than the Grants/Contracts Division, during the bid/proposal process may render the bid/proposal as non-compliant.

At the Grants/Contracts Manager’s discretion, no further consideration may be given the bid/proposal.

XI. PROPOSAL SUBMISSION

A. Proposals shall be filed electronically via: www.bidnetdirect.com/colorado prior to the date and time specified above as a single pdf file in your firm’s name. Late proposals will not be accepted. Proposals shall not exceed twenty (20) pages in length.

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B. The City of Durango reserves the right to reject any and all bids.

C. Retain one copy for your records.

D. Successful Consultant must have or obtain a current City Business License when awarded the contract.

E. Successful Vendor must complete a W-9 form (Taxpayer Identification No.) upon award.

F. The City of Durango is exempt from all local, state, and federal taxes.

G. The City of Durango reserves the right to reject any and all bids and to waive informalities and minor irregularities in bids received and to accept any portion of the bid or all items proposed if deemed in the best interest of the City of Durango.

H. All bids and questions must be submitted via Rocky Mountain E-Purchasing, www.bidnetdirect.com/colorado

XII. ATTACHMENTS

Sample Consultants Agreement

The consultant shall provide one electronic copy of the proposal submitted via RMEP, www.bidnetdirect.com/colorado. The proposal should address all requests within this RFPS and specifically document the process for each phase of the project using app...