Determination_-_Automated_Traffic_Enforcement.pdf

RICO, TARA R.

From: DUTTON-LEYDA, TRAVIS K.

Sent: Monday, July 21, 2025 2:34 PM To: RICO, TARA R.

Cc: Purchasing DET Subject: RE: Purchasing Determination request: Automated Traffic Enforcement services

Greetings, Based on the provided scope of work, it has been classified as General Services. This determination is solely focused on that classification and does not address whether the scope of work or procurement method complies with all relevant legal requirements. I reserve the right to modify this determination should the scope of work differ from what was originally submitted. The procurement must follow the processes and procedures established by the City of Santa Fe, Central Purchasing, the Procurement Manual, and applicable state statutes.

Please note:

Save this email as a PDF and upload it into the corresponding packet and Munis records.

Check with WorkQuest dba Horizons of New Mexico (vendor # 8673)

(mloehman@horizonsofnewmexico.org) if this service appears on their approved list.

If your request includes anything that needs to be reviewed and preapproved by another City

Department/Division, please send the same SOW to the corresponding email address and include their response in your packet/Munis.

-Treasury (Point of Sale Systems) – questions: drsena@santafenm.gov; clromero@santafenm.gov. Request signature from: clromero@santafenm.gov -IT components (everything IT) – questions: ereview@santafenm.gov. Request signature from:

edcandelaria@santafenm.gov;

Copy: zxdushdurova@santafenm.gov; lenobes@santafenm.gov; lfworstell@santafenm.gov -Vehicles – questions: fleet@santafenm.gov. Request signature from: dmjaramillo@santafenm.gov -Grants – questions: grants@santafenm.gov. Request signature from: evlujan@santafenm.gov

- Construction, Facilities, Furniture, Fixtures, Equipment, etc. – questions: fmdreview@santafenm.gov. Request signature from: jsburnett@santafenm.gov -Emergency Related Purchases – questions oem@santafenm.govand. Request signature from:

bgwilliams@santafenm.gov -Asset over $5k – questions: accountspayable@santafenm.gov. Request signature from:

jxbolden@santafenm.gov

Ensure that the appropriate templates and forms are used https://intranet.santafenm.gov/finance_1 and documented procedures/laws/rules are followed.

> $20k per year, when processing this procurement, please ensure the procurement number issued by Munis and the procurement name are used in the appropriate documents and the subject of emails.

If you are processing a procurement where the forecasted amount is =/> $60k, per NMSA 1978, Section 13-1-102, the procurement method must be ITB (if you choose not to use a cooperative or an existing contract). If you feel you need to process an RFP, you must get an Authorization and Plan approved before you process.

< $20k per year, one quote is acceptable.

From $20k to $60k per year, if you aren’t using a cooperative or existing contract, you must provide

3 quotes in your req. Must use the Munis Bid Module, OpenGov, or Pavilion.

Identify your funding source and notify Purchasing.

It's essential to determine the funding source early, as it impacts the required documentation and contract language. For example, if federal funds are being used, specific federal provisions must be included in both the procurement request and the resulting contract. Notifying Purchasing of the funding source upfront ensures compliance and avoids delays.

Follow the link below to review existing price agreements, contracts, or cooperative agreements that might be applicable to this request. You might be able to use an existing price agreement/contract to save time and money.

Pavilion: Free Cooperative Contract Search for Governments (please work with Purchasing if you think you found an existing or cooperative contract that might work)

Submit via Submit Purchase Requests or the appropriate email address:

Determination requests to purchasing_det@santafenm.gov All other requests to purchasing@santafenm.gov

Thank you for submitting this scope of work for my review.

Book time to meet with me

Regards, Travis Dutton-Leyda, City of Santa Fe Chief Procurement Officer 200 Lincoln Avenue Santa Fe, NM 87501 505-629-8351 tkduttonleyda@santafenm.gov

Vendor Registration Sites and Current Procurement Opportunities:

[Current] https://santafenm.munisselfservice.com/vss/

[Transitioning] https://procurement.opengov.com/portal/santafenm [Current] https://www.withpavilion.com/ Internal Link: https://intranet.santafenm.gov/central_purchasing_division_cpd

“A journey of a thousand miles begins with a single step” ~ Lao Tzu

From: RICO, TARA R. <trrico@santafenm.gov> Sent: Friday, July 18, 2025 12:02 PM To: Purchasing DET <purchasing_det@santafenm.gov> Subject: Purchasing Determination request: Automated Traffic Enforcement services

Good afternoon, Please provide a determination for the scope of work below

1. Provide hardware and software to photographically capture violations of the STOP Ordinance and Noise Ordinance. The contractor will provide the City with upgrades to software or hardware at no additional cost.

2. Establish a relationship with the New Mexico Taxation and Revenue Department, Motor Vehicle Division (MVD) to enable the Contractor to access the MVD records to identify the registered owner of vehicles violating the STOP Ordinance and Noise Ordinance.

3. Provide a speed verification mechanism that ensures accurate speed measurements, separate from the camera speed devices and/or vehicles.

4. Provide a sound verification mechanism that ensures accurate sound measurements, separate from the camera sound devices and/or vehicles.

5. Provide services for identifying the ownership of the vehicle involved in the violation. Print and mail STOP Fine Notices and Notices of Default to violators of the STOP Ordinance and Noise Ordinance, in a format approved by the City.

6. Provide at least one photograph of the violation printed on the STOP Fine Notice.

7. Meet the time limits on the processing of violations (including detection, providing images and video to the City for approval, mailing, and processing monies received) as specified in the Ordinance and applicable statute.

8. Calculate the amount due for a STOP and/or Noise Fine and for applicable late fees (based on the City Ordinance/s), place that amount on the STOP and/or Noise Fine Notice and publish the amount due on an Internet-accessible location for the violator to view.

9. Provide access to the video of the violation to the City.

10. Upon the City's request, provide training for the users of the system.

11. Provide access to designated City employees to view the video of each violation to gauge whether a violation occurred, prior to the issuance of a STOP Fine Notice.

12. Provide quality control so that a City employee is required to review only those violations in which the vehicle in violation can be clearly identified by license plate and MVD records.

13. Facilitate the City’s acceptance of payments from violators for amounts due based on STOP

Fines and applicable late fees.

14. Provide a list to the City of Santa Fe of all outstanding violator amounts owed to the City on quarterly basis.

15. Facilitate the collection of all outstanding amounts owed to the City. The City of Santa Fe reserves the right to be responsible for the collection of all outstanding amounts via a third-party collection organization.

16. Upon issuance of a STOP Fine Notice, provide access to the video (captured at the time of violation) to the City, r City Administrators, violators, and members of the general public from any Internet-connected computer..

17. Enable the City, Hearing Officers, and others as designated by the City to log onto the Internet-based system to change the status of a violator's record (e.g. "Hold during pendency of hearing without calculating default"; "Found responsible (at hearing)"; etc.)

18. Provide images and full motion video sufficient to allow a minimum of a 75% issuance rate, defined as the percentage of STOP Fines issued out of the total number of violations captured.

19. Provide auditable results of the number of violations captured and the number of violations that were unusable based on (1) obscured view, paper license plate, ineffective flash, environmental factors, etc., (2) equipment failure, or (3) inability to match license plate to MVD records.

20. Provide and maintain data collected during Agreement in regards to all STOP Fine Notices and/or violations in accordance with the data retention schedule set forth on Exhibit “B” and understand that all data is official record of the City of Santa Fe.

21. Maintain proper safeguards in place to prevent access, viewing, transmitting, providing or selling of data, photographs, video, or any other material created or captured during the course of business for the STOP Program to third parties, unless explicitly provided permission by the City of Santa Fe.

Tara R. King, Project Specialist

Santa Fe Police Department 2515 Camino Entrada Santa Fe NM 87507 505-955-5004