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EXHIBIT B – PERFORMANCE REQUIREMENTS
| Competitive Solicitation: |
| No. 2024-0904 – HIGHWAY SPEED CAMERA PILOT PROGRAM |
| Bidder: |
| _________________________________ |
Type/print full legal name of bidder company
Instructions:
Bidders submitting a proposal must complete and submit an Exhibit B for evaluation purposes.
Performance Requirements: Bidder must respond to each requirement as noted in the instructions below.
1. Review all requirements, priorities and provided definitions:
· Mandatory Pass/Fail (M): Minimum requirement; Bidder that does not meet this requirement will not be considered any further.
· Mandatory Scored (MS): Critical requirement; evaluators will score based on the degree to which Bidder's response meets the requirement.
· Desirable Scored (DS): Desirable requirement; evaluators will score based on the degree to which Bidder's response meets the requirement.
2. Using the Bidder Meets Requirement column, Bidder must select either a "Yes" or "No" to indicate the Bidder's ability to meet the requirement. Any entry that is not either a "Yes" or "No", may be deemed non-responsive and will not be considered any further.
3. Bidder must respond in the Written Response column for every requirement that indicates a "Written Response Required”. Written responses must not reference any material present elsewhere. The written response shall be considered complete and stand on its own merits or may be deemed non-responsive.
PERFORMANCE REQUIREMENTS AND FACTORS
| REQ ID |
| Performance Requirement and |
Stated Business Need
| Points Available |
| Priority |
| Bidder’s Compliance |
| Written Response |
1. Enforcement Requirements and Specifications:
| 1.1 |
| The ASV shall establish 2 average speed enforcement zones no later than 10 weeks from NTP (Notice to Proceed). |
The intent is for these installations to be semi-permanent (with a duration of several months of field data collection), with removal at the completion of the contract.
200 points
☐ No Written Response Required.
| 1.2 |
| Each enforcement zone shall meet the requirements of this Exhibit. The Vendor shall supply spare units, as necessary, to ensure that the base number of mobile units are able to be in operation at all times. Each enforcement zone shall include speed measurement devices, speeding event capturing systems, systems mounts, power supplies, site deployment computers, cables, data upload systems, and all other hardware required to operate the system as intended. The Vendor shall monitor the speed enforcement equipment during the operation of each unit (vehicle or portable trailer) either on site or remote and shall be able to respond to each unit within 60 minutes. The Vendor shall be capable of direct communications with State Program Officials at all times. |
☐ No
| 1.3 |
| Enforcement Zone Requirements |
1.3.1. Speed measurement and camera equipment shall be mounted such that the camera can clearly view approaching and departing monitored traffic.
1.3.2. Each enforcement zone shall contain all electronic data collection equipment in a way that is simple and safe to operate. All data collection and monitoring equipment shall be safely mounted and contained within or on each system.
1.3.3. Each system’s electronic equipment and stored data shall be secured when left unattended, or easily removed and stored in a secure location.
1.3.4. Equipment for system operation if on a trailer must be able to be legally transported in accordance with RCW 46.44 on roadways within Washington (i.e. markers, brake lights).
1.3.5. The electrical system shall be capable of supporting all electronic devices, including power demand and compatibility.
| 1.3.6. Proposer will describe the physical mounting of the detection and photo capture equipment. Should any equipment require mounting to a WSDOT structure or other roadway feature (sign post, luminaire, etc.), all mountings will be subject to WSDOT review, and no time extensions will be granted for review submissions. The proposer shall describe how the equipment is safe, crashworthy, and meets applicable WSDOT standards, regardless if its for roadside appurtenances or a trailer mounted system. |
| 200 points |
Written Response Required.
1.3.7. If speed measurement and camera equipment is a standalone device, the equipment shall be mounted to allow each enforcement zone’s electronic data collection equipment to operate behind a guide rail or other roadside barrier and from the left and right shoulders.
1.3.8. The Apparent Selected Vendor (ASV) shall remove all equipment from the enforcement zone at the close of the deployment.
| 1.4 |
| Each enforcement zone will collect speeding event data for 24 hours/day throughout the enforcement period. The Proposer shall describe the approach to providing a full deployment based on the proposed type of enforcement unit. |
| 200 points |
☐ No Written Response Required.
| 1.5 |
| The Proposer shall define the methodology for their placement, including: |
-Distance between detection cameras -Detection Technology -Automated License Plate Reading (ALPR) Methodology and Equipment, including software and hardware capabilities and use of items such as machine learning and artificial intelligence -Resolution/Occlusion Issues in Image Capture 200 points
☐ No Written Response Required.
| 1.6 |
| A list of potential locations for deployment will be provided to the ASV. These locations are based on previous crash analysis performed by WSDOT and their program team. The intent is for the system is to be applied between interchanges along higher type roadways. |
2. Detection Zone Details
| 2.1 |
| Average Speed Method permanent signs will be determined, provided, installed and maintained by WSDOT (or designated contractor) at each of the enforcement zones, not the ASV. |
| 2.2 |
| The ASV shall be responsible for coordinating with the WSDOT representative for onsite activation of the Enforcement Zone. The enforcement equipment shall not be operational until verified by WSDOT. |
| 2.3 |
| The Operator shall perform a visual inspection of the enforcement equipment prior to initial activation. The Operator will also be responsible for maintenance of the enforcement equipment during the full duration of the field usage during this contract. The Proposer should discuss their plan for continual maintenance and inspection of the enforcement equipment. The ASV shall keep a record of the verification of operation and inspection noting the location, date, and time verified as part of the deployment log. |
| 100 points |
☐ No Written Response Required.
| 2.4 |
| The ASV system equipment must be capable of operating seven (7) days a week, regardless of the number of images captured. |
3.Speed Detection Equipment
| 3.1 |
| All cameras shall have an angle of view sufficient to ensure that |
the offending vehicle can be clearly identified in relation to the enforced area. It shall also show a field of view that provides sufficient information so the circumstances of the incident can be assessed by the subsequent reviewers.
| 3.2 |
| The Proposer will define the primary method for timekeeping, methods for backup, and what is used to ensure uniformity within the time clocks at each image capture location. The time shown in photographs shall be within 10 seconds of a broadcast radio clock signal. On power-up the system shall not commence enforcement until this synchronization has been established. |
Enforcement shall stop whenever synchronization is not maintained or is not confirmed within 14 days.
200 points
☐ No Written Response Required.
| 3.3 |
| 3.3.1 The cameras shall be located in accordance with the desired speed threshold for the deployment location. The Proposer shall describe how the length of enforcement zone is obtained given a WSDOT-determined speed threshold. WSDOT will make the final determination on the targeted speed threshold for each location, and provide concurrence with the camera locations relative to that speed threshold. |
200 points
Written Response Required.
3.3.2 The accuracy of such systems depends critically on the accurate measurement of the baseline length. The measured baseline between the entry and exit points shall be the shortest distance that can be travelled between these points (measured along roadway).
3.3.2.1 The baseline shall be measured in sections along the inside edge of each curve in the road as follows. The baseline shall be measured from the entry point to a line normal to the road edge at the first point of inflection or the exit point if before the first point of inflection, and then in sections to each point of inflection until the exit point is before the next point of inflection. For each section so defined the shortest distance measured equidistant from the nearside or offside edge of the road at a distance no greater than 3 feet from it from the lines normal to the road edge defining the start and the end of each section shall be measured. The baseline used for all lanes shall be the sum of all the measurements from each section between the entry point and exit point
3.3.2.2 All distance measurement shall be confirmed by way of a secondary measurement. Proposers shall define their method for confirming the distance used in the speed calculations.
200 points
☐ No Written Response Required.
| 3.4 |
| The calibration of every time measuring device shall be independently certified prior to the initiation of enforcement activities using that device. The vendor will be responsible for retaining an independent third-party testing laboratory familiar with Washington State certification requirements to calibrate and certify the equipment. A signed certificate of calibration will be provided by the testing laboratory to the ASC ASV and shall be kept on file. The signed certificate of calibration shall be provided to WSDOT for posting on the program website. |
| 3.5 |
| 3.5.1 The cameras and supporting hardware and software shall be capable of accurately measuring speeds (by way of time and distance) and collecting readable vehicle registration plate images in various lighting and environmental conditions (i.e., sun glint or glare, weather), from both sides of the road, and regardless of time of day or vehicle positioning (i.e., lane, speed or headway). |
3.5.2 Images shall be captured at sufficient resolution for the front and rear registration-plate area of images to display plate characters, state and data at clearly legible quality from both reflective and non-reflective plates. Images shall be captured at sufficient resolution of the rear of the vehicle to allow accurate identification of the vehicle (make and model) in the photos.
3.5.3 .The maximum baseline correction and synchronization limit specified by the ASV shall not increase the measured average speed of a vehicle travelling at the specified maximum speed measured over the minimum baseline distance by more than 3% if the maximum baseline correction is added to the distance. The secondary average speed measurement shall not increase by more than 10%, if, in addition, the time is reduced by the synchronization limit.
| 3.6 |
| The ASC system shall record images of the front and rear of the vehicle and registration plate in an easily viewable media to produce a minimum of four (4) digital time stamped images (two (2) of the front and two (2) of the rear) for each captured speeding event that include the same stationary object near the vehicle at each camera location. If there is more than one vehicle in the image, the ASC system shall provide an indication as to which vehicle is the violating vehicle. |
| 3.7 |
| The ASC system shall obtain accurate and verifiable time and date. |
| 3.8 |
| The ASC system shall accurately associate images, date and time stamps and speeds for every event. |
| 3.9 |
| All images shall have sequential numbering information that will be embedded onto each captured image. |
| 3.10 |
| The ASC system shall record all data required to populate a configurable data bar that is embedded onto the event images. The data embedded onto the event images shall contain (at least) the following information for each speeding event: |
-Unique speeding event identifier (e.g., speeding event number) -Location description and direction of travel -Date and time data
- Average Travel speed -Posted speed limit.
| 3.11 |
| All speeding event images shall be in color or as otherwise approved by the State. |
| 3.12 |
| The ASC system shall be capable of automatically capturing and storing the date, time and operating speed of each vehicle passing the enforcement zone. |
| 3.13 |
| The ASC system shall register the total number of events as well as the total number of vehicles passing the enforcement locations. |
| 3.14 |
| The ASV’s system must permit State Program Officials to easily verify that no events were omitted or deleted. |
| 3.15 |
| The ASV shall record the GPS coordinates of the enforcement equipment during the enforcement period and provide to WSDOT. |
| 3.16 |
| The ASC system shall be supplied and securely mounted within or on an ASV-owned vehicle or trailer, or other mounting system as approved by WSDOT. All required cabling and systems mounts shall be included. |
| 3.17 |
| Should the ASV use a vehicle for capture, cameras contained within the ASV’s vehicle must be operable without open windows or panels. |
| 3.18 |
| 3.18.1 The ASC system shall be capable of error-free set-up and self-testing as well as operator simulated tests. Enforcement shall not commence until all sites have confirmed synchronization between their own secondary clock and GPS time and the maximum difference across all synchronization check times is less than the specified synchronization limit. A synchronization record shall be recorded in the enforcement zone log, tabulating the GPS and secondary time stamps for each image detector with its unique site identification number before enforcement is enabled. |
3.18.2 Each image detector shall automatically initiate a synchronization check at the same time every day. On receipt of the first synchronization message, the ASV shall disable enforcement until all locations have signaled the result of their synchronization.
| 3.19 |
| The ASC system shall immediately communicate error messages to the ASV. |
| 3.20 |
| The ASC system shall record date and time of system shutdown in the event of a malfunction or error. |
| 3.21 |
| The speeding event images and relevant data for each recorded event shall be encrypted to minimize data corruption or tampering and to secure evidence of speed speeding event. |
| 3.22 |
| Data shall be securely stored and backed-up. The ASV shall provide secure electronic storage and transmission. |
| 3.23 |
| The ASV shall devise a secure method of logging onto the computer and initializing the setup of ASC system at activation of the system, and at any restart of the system following a shutdown or deactivation. |
| 3.24 |
| The ASV shall provide data security authorizations for various levels of user access. |
| 3.25 |
| The ASV’s electronic data collection equipment shall be capable of automatic operation after initial set-up. |
| 3.26 |
| The ASV shall provide an electronic data storage back-up in case of system failure. Back-up data shall be independent of the primary storage device. Proposers shall detail their approach to providing the data storage back-up. |
| 120 points |
☐ No Written Response Required.
| 3.27 |
| The ASV shall provide data storage within the field equipment for a period of at least 24 continuous hours or ability to transmit and store data remotely. |
4.Program Database
| 4.1 |
| The ASV shall develop and maintain a database to store all pertinent ASC program information. |
| 4.2 |
| The database must comply with all applicable Washington State Information Technology Standards according to the Washington State Office of the Chief Information Officer (OCIO), or as otherwise required by the Contract. |
| 4.3 |
| The ASV will perform monthly credentialed / authenticated vulnerability assessment (VA) scans. |
| 4.4 |
| The State has the authority to add additional functional and performance requirements to the database and its security at its discretion at no additional cost. At the termination of the Contract, the ASC Program Database and all contents will be the property of the State. |
| 4.5 |
| The database accounts, users accounts, and password settings must comply with Washington State Information Technology Standards according to the Washington State OCIO, or as otherwise required in the Contract. |
| 4.6 |
| Information systems must protect confidentiality and integrity of configuration and/or rule sets for firewalls, gateway, intrusion detection/prevention systems, authenticator content, databases maintaining sensitive PII information or other sensitive data and FTI at rest on a storage device or on a secondary storage device like a tape drive using FIPS 140-2 cryptographic mechanisms. See applicable Washington State Information Technology Standards according to the Washington State OCIO Standard. |
| 4.7 |
| The ASV shall log and store in a database each time an active ASC system is activated or removed from service to the State. The log shall include, but not be limited to the date, time, duration of the enforcement period, and other device or enforcement zone details. |
| 4.8 |
| The ASV shall store the physical location of all logged ASC locations, , including the device location’s latitude and longitude coordinates. The ASV shall also store the posted speed and total speeding events issued at each location. |
| 4.9 |
| The ASV shall collect speeding event data in such a way that each speeding event can be tied to the specific ASC device and location capturing the event. |
| 4.10 |
| The ASV shall make all stored data available in whole or part through a secure, digital communication channel. For example, the State may make requests to a secure Application Program Interface (API). |
| 4.11 |
| The ASV shall provide means for the State to request current or past data from the secure channel in various means of calendar aggregation (e.g., daily, weekly, monthly). |
| 4.12 |
| At any time during the contract, or upon its completion, the ASV shall deliver the entirety of stored data in a usable form agreed upon by both parties. This could be as a database export, database backup, or similar means. |
| 4.13 |
| Data elements are subject to change at the discretion of the State. |
| 4.14 |
| The ASV shall ensure its employees are trained on securing confidential vehicle owner information and only using the confidential information as authorized under the Contract. |
| 4.15 |
| The State at its discretion may modify any of the above technical statements, in the best interest of the State. |
5.Enforcement Zone Log
| 5.1 |
| The ASV shall develop and complete a enforcement zone log for each enforcement zone. Enforcement zone logs shall be printable. The contents of the log shall include: |
| 5.1.1 | Date and Time of Initiation of Enforcement Trial |
5.1.2 Location of the detection/image camera equipment;
| 5.1.3 | Direction of traffic being monitored; |
| 5.1.4 | System tests performed at the beginning of system operation and the results of the tests; |
| 5.1.5 | Affirmation that the ASC system passed the manufacturer-specified system self-tests before beginning the enforcement trial; |
| 5.1.6 | Operation notes, including, but not limited to, the date and time of: |
| 5.1.6.1 | Unusual events (e.g., crashes, lane closures) |
| 5.1.6.2 | Emergency vehicles passing with flashing lights |
| 5.1.6.3 | Interruptions in enforcement |
| 5.1.7 | Inspection and maintenance logs for the equipment at each enforcement zone. |
Proposers shall detail their approach to collecting the data and logging.
☐ No Written Response Required
| 5.2 |
| System maintenance and calibration records shall be kept on file as evidence of system accuracy and made available to the State Program Officials through the web-based speeding event processing and certification system. The State Program Officials may perform an audit of the enforcement zone logs and system accuracy at any time. |
| 5.3 |
| The ASV shall take pictures supporting the presence of the following elements of the enforcement zone log for each enforcement shift. These pictures are not required to be attached to or embedded within the log but must be made available through the program database for State Program Officials and ASV staff to perform QA/QC on completed enforcements. |
| 5.3.1 | Enforcement equipment in position for enforcement |
6.Event / Speeding event Processing
| 6.1 |
| The ASV shall work with the State Program Officials to develop Business Rules and Event Processing Guidelines for the program. The State Program Officials are continuously looking to improve processes and gain efficiencies. Therefore, Business Rules may be revised throughout the course of the Contract. The State Program Officials will work closely with the ASV to ensure they can support any revised Business Rules. The Business Rules and Event Processing Guidelines shall include, but not be limited to, the following: |
| 6.1.1 | Contact information for key stakeholders and ASV staff |
| 6.1.2 | Equipment calibration process |
| 6.1.3 | Process overview of back-end operations |
| 6.1.4 | Database and system set-up parameters |
| 6.1.5 | Deployment procedures and system parameters |
| 6.1.6 | Back-office event processing rules and procedures |
| 6.1.7 | Correspondence development and PDF generation for production printing |
| 6.1.8 | Mailing process and USPS-returned mail handling |
| 6.1.9 | Customer service and escalation rules (high level) |
| 6.2 |
| Each set of images captured is considered an “event.” |
| 6.3 |
| The ASV shall provide an ASC that ensures only one “event” is captured and processed for each vehicle exceeding the speed threshold at a given enforcement location. The proposer shall describe how the ASC specifically identifies individual vehicles and safeguards against errors. |
The Proposer will also describe their process for processing collected events for advancement and review. This will include intervals for processing field collected data and processes prior to back office review and processing of violations.
80 points
☐ No Written Response Required.
| 6.4 |
| An event becomes a speeding event after it has been reviewed and processed by the ASV in accordance with the speed threshold for the enforcement zone as defined by WSDOT. |
| 6.5 |
| The event disposition is the status of the event and indicates (1) whether the event led to a speeding event notice being issued or (2) whether the event was rejected or voided, the stage in the process it was rejected or voided, and the reason for it being rejected or voided. Proposers shall discuss their approach for evaluating event status during their review and processing as well as their approach to accurate recordkeeping of issued, rejected, and voided events. |
160 points
☐ No Written Response Required.
| 6.6 |
| Events may not result in speeding events for many reasons. Events that do not result in speeding events shall be separated into two (2) categories: |
| 6.6.1 | Uncontrollable Reject: When a speeding event is recorded, but due to circumstances outside of the ASV ‘s control cannot be issued as a speeding event, the event is considered an uncontrollable reject. Uncontrollable reasons for an event not resulting in a speeding event may include damaged, missing, obscured, or improperly mounted vehicle registration plates; rental vehicles; short-term lease vehicles; no registered owner information returned from the state Department of Licensing (DOL) or other authority; etc. |
| 6.6.2 | Controllable Reject: When a speeding event is recorded, but due to circumstances under the ASV’s control cannot be issued as a speeding event, the event is considered a controllable reject. Controllable reasons for an event not resulting in a speeding event may include illegible images due to poor camera focus, flash error, etc. |
| 6.7 |
| The ASV shall develop a list of controllable and uncontrollable reasons, with detailed description of each reason, to reject an event for approval by the State Program Officials. The Proposer shall include a preliminary list of controllable and uncontrollable reasons with detailed descriptions of each reason as part of the proposal response. |
| 40 points |
☐ No Written Response Required.
| 6.8 |
| The speeding event enforcement system shall accurately capture and record images of violating vehicles 90 percent of the time. The system accuracy percentage will be calculated based on the ratio of the total number of speeding events issued to the total number of events captured, excluding uncontrollable rejects. The equation is as follows: |
Number of Speeding events Issued Number of Events – Number of Uncontrollable Rejects
| 6.9 |
| The ASV shall supply an automated speeding event processing services solution that can support high-volume program operations. Processing services will include pre-processing, event notice creation , and reporting. The processing solution will be capable of transferring and receiving files to/from other State operated system applications, including (but not limited to) Washington State Department of Licensing (DOL) and the printing and mailing vendor. The ASV shall internally monitor automatic processes to assure that all speeding events are processed through the designated statuses as required. The Proposer shall describe the solution in detail, including how the proposed solution meets each of these requirements. |
40 points
Written Response Required.
6.9.1 (DS) The proposer shall describe their approach to customization of the automated speeding event processing services solution. This includes initial customization prior to program roll-out, as well as on-going customizations.
40 points
| 6.10 |
| The ASV shall follow the Speeding event Process Flowchart (See Attached Exhibit) for obtaining, mailing, tracking and issuing speeding event notices. |
| 6.11 |
| The speeding event and imaging data captured in the enforcement zone should be available for processing by the ASV within 24 hours of the recorded speeding event. |
| 6.12 |
| Upon receipt of the speeding event, as captured by the ASC system, the ASV will perform a first review of the produced image and data collected to verify the speeding event. The Processing Center shall verify information embedded on the speeding event photo is accurate and consistent with the deployment log. |
| 6.13 |
| (MS) The ASV shall match the captured image of the vehicle registration plate with the registered vehicle owner. The ASV shall review and extract the vehicle registration plate data and obtain the name and address of registered owner and other relevant vehicle data to verify the speeding event. Registered owner information shall be obtained for In-State violation vehicles only. The ASV shall be able to work directly with DOL for In-State registered owner information subject to the terms of a data sharing agreement. Proposers shall detail their approach to obtaining vehicle records. |
| 6.13.1 | If the ASV does not receive a registered owner record from the appropriate source for a particular registration plate, the ASV shall check that the plate number was sent to the appropriate record source correctly and make at least one more attempt to obtain the registered owner record at least 24 hours after its initial inquiry. |
| 6.13.2 | In the event the vehicle registered owner is a rental company, the ASV shall be responsible for obtaining the name and address of the renter from the company that owns the vehicle. |
40 points
☐ No Written Response Required.
| 6.14 |
| The ASV shall conduct a second review to ensure that the registered vehicle description and information returned from the DOL or other source matches the captured images. |
| 6.15 |
| ASV shall prepare speeding events on a standardized notice of speeding event, the template for which shall be approved by State Program Officials prior to testing and implementation. The final appearance of the speeding event is also subject to review and approval from the State Program Officials. At a minimum, the notice of speeding event shall include: |
| 6.15.1 | Two (2) time-stamped images of the vehicle that include the violating vehicle passing each detection point and embedded date, time, speed, speed limit, and location information. |
| 6.15.2 | A clear and legible image of the front or rear registration plates and rear of the violating vehicle to allow for accurate identification of the vehicle make and model. |
| 6.15.3 | A statement indicating that the vehicle has exceeded the posted speed limit as set by WSDOT. |
| 6.16 |
| The ASV shall prepare speeding events in a way that will allow for the printing and mailing of speeding capture notifications in envelopes properly marked (to be determined by WSDOT) to be completed by a third-party vendor under separate contract with the State. Notifications shall be prepared as PDFs to be printed in color and mailed within 30 days of the alleged speeding event, or within 30 days of the identification of the renter’s name and address for a rental vehicle. Speeding event notice files shall be able to be transferred daily to the outside vendor via a vendor-provided account with the State’s Managed File Transfer service in order to complete the printing and mailing process. Production print and insert controls will be managed by the outside vendor, and all notification templates shall be designed for compatibility with the vendor’s print and mail standards. Proposers shall explain their approach to accurately preparing all correspondence. |
The ASV will also be responsible for coordinating with WSDOT and the third party mailing partner for processing of violations for mailing. It is anticipated that not all speeding events will be mailed, and the ASV will be expected to track number of violations by owner, and then provide speeding event notices at the appropriate intervals to the mailing vendor.
40 points
☐ No Written Response Required.
| 6.17 |
| The ASV shall work with the third-party printing and mailing vendor under separate contract with the State to implement a quality-control process to assure printed notifications are accurate, legible, and properly aligned before mailing. The State Program Officials reserve the right to spot check and review printed notifications before mailing. |
| 6.18 |
| The ASV shall comply with all applicable Washington rules and statutes. Washington rules, statutes or Business Rules may change in the future, potentially resulting in changes to the uniform notification and other related documents. The ASV will be notified by the State Program Officials when any changes or updates to these requirements occur. The ASV shall comply with any such changes and update forms as required in a timely manner. |
| 6.19 |
| Specific fields from the approved notice of speeding event template may vary by enforcement site. ASV shall correctly complete specific fields in the approved notice of speeding event template (i.e., enforcement location, type of vehicle). Proposers shall describe their approach to validating correct completion of variable fields. |
| 40 points |
☐ No Written Response Required.
| 6.20 |
| All photos taken, including those that do not result in speeding events for whatever reason, shall be available on-line for searching and viewing. Authorized State Program Officials must be able to view all images (mailed and unmailed)sequentially. |
| 6.21 |
| The speeding event processing system shall provide record keeping and tracking functions for all speeding events. |
| 6.22 |
| The ASV is subject to periodic inspection to ensure speeding event processing system security. Facilities used by the ASV to gather, store, process, transmit speeding event events, data or funds related to the program are subject to inspection with reasonable notice. |
| 6.23 |
| The ASV’s speeding event processing system, including the website interface used by State Program Officials, shall have a system response time of 2 seconds or less, measured as the time it takes for the system to respond to a user input. |
| 7 |
| Mail Processes - It is anticipated that all correspondence via mail will be addressed to WSDOT, with no direct mail to the vendor |
8. Vendor Support
| 8.1 |
| ASC System Operator: An employee of the ASV shall be responsible for the operation of the ASC system, and the housing for the unit and required equipment. Assigned ASV employees must be available to respond to maintenance and repair requests at all hours. |
8.1.1 The ASC system operators shall be trained and certified by the manufacturer in proper procedures for setting up, testing, and operating the enforcement equipment. A copy of the training certificate shall be kept on file and made available to the State Program Officials through the web-based speeding event processing and certification system.
| 8.1.2 | The ASC system operators shall attend a WSDOT provided training course approved by the State to obtain knowledge about safely working adjacent to active traffic. |
| 8.1.2.1 | WSDOT will administer this training course to ASV Employees prior to the first contract deployment. | |
8.1.3 The ASC system operators shall test and verify proper operation of equipment before the of initiation of the enforcement period and document the tests in an enforcement zone log. Testing will also be performed as part of maintenance and inspection of the equipment, as described in Section 3.
| 8.2 |
| The ASV shall report to the State Program Officials emergency situations immediately and unusual activities within 24 hours of their occurrence. These may include, but are not limited to, site vandalism, equipment problems, IT security incidents or any other occurrence or condition that would inhibit or prevent ASV performance. |
| 8.3 |
| The ASV shall provide for any hardware and software updates and notify the State Program Officials 72 hours in advance of upgrades, repair, replacement, calibration, and maintenance of all electronic equipment, including a completion time frame. |
| 8.3.1 | Any defective cameras or other equipment shall be repaired or replaced so that no enforcement trial time is missed. |
| 8.3.2 | Prior to re-installation of any ASC equipment that has been pulled out of service for repair, the ASV shall provide documentation of repairs made and results of tests performed that demonstrate the equipment is operating to standard. |
| 8.3.3 | If recalibration of the ASC equipment is needed, calibration of the unit shall be performed as outlined in Section 3 and calibration certificates shall be provided to the State Program Officials. |
| 8.4 |
| The ASV shall provide, as required for the trial program, training and manuals for State Program officials who will be working on this program. |
| 8.4.1 | The ASV shall provide additional field and office support until Program officials become proficient with all equipment, including usage of required software and web applications. |
| 8.5 |
| The ASV shall maintain a list of all IT system requirements including operating system and database versions; and perform system and security patches and updates to server, database and anti-virus software. The ASV shall provide this at the implementation and may be asked to furnish evidence of version and security update compliance. |
| 8.6 |
| The ASV shall maintain a list of all ASV employees assigned on this project and provide it to the State Program Officials upon request. The ASV shall recruit, hire, perform security and background checks prior to hire and train all personnel to perform required services. |
9. Program Website
| 9.1 |
| The State may develop and maintain a program website of public information material that is anticipated to include: |
| 9.1.1 | Description of ASC system; |
| 9.1.2 | Calibration certificates; |
| 9.1.3 | Locations of enforcement zones using ASC |
| 9.1.4 | A list of answers to frequently asked questions (FAQ), particularly those of interest to drivers who may have received a speeding event; |
| 9.1.5 | Safety information/traffic safety campaign information; |
| 9.1.6 | Information on relevant policies |
The State may request application-specific information for use in the website, should it be pursued.
| 9.2 |
| The State will be responsible for obtaining domain name and URL for the program website. |
| 9.3 |
| The ASV shall provide calibration certificates within 1 calendar day of device calibration to the State for posting on the program website. |
| 9.4 |
| The ASV shall provide means for the State to request current or past data enforcement data from a secure, digital channel in various means of calendar aggregation (e.g., daily, weekly, monthly) for inclusion on the public website. Refer to requirements in Section 11. |
40 points
☐ No Written Response Required.
| 9.5 |
| The ASV shall provide images of the ASC enforcement equipment for use on the ASC program website. |
10. Training
| 10.1 |
| The ASC system operators shall be trained and certified in the proper procedures for setting up, testing and operating the speed camera equipment per the requirements in Section 3. |
| 10.2 |
| Following installation of the ASV’s proposed solution, the ASV shall provide on-site training for the State Program Officials on the event review and reporting software operation and use. The ASV’s qualified instructors must be able to present training for tiered levels of proficiency and provide commensurate training materials on the day of scheduled training. The initial training will take place prior to the start of enforcement operations under this contract and refresher/new employee training will take place at the request of the State Program Officials. |
| 10.3 |
| The ASV shall maintain and provide the State Program Officials with a set of current/updated training materials for new user training as requested for the duration of the contract. |
| 10.3.1 | Training materials shall include permission to reproduce training materials for the states internal use. |
| 10.3.2 | Training material documentation should consist of additional sets of documentation including, if applicable, installation and support guides. |
| 10.3.3 | Training materials shall be made available in digital format as approved by the State Program Officials, such as PDF or Word files. |
| 10.4 |
| In addition to training their own staff, the ASV shall provide field operations training on use of the ASC equipment to State Program Officials for a minimum of one (1) occasion for the duration of the contract. This training facilitates the State Program Officials’ oversight of the program. |
| 10.5 |
| All ASV employees and sub-contractors shall be trained for the type of work performed on this contract. Documentation of training shall be provided to State Program Officials upon request. |
| 10.6 |
| Additional on-site training may be proposed by the State Program Officials, as needed. |
11. Reporting
| 11.1 |
| The ASV shall present a comprehensive set of reports that demonstrate how their reporting package allows for full transactional auditability as well as efficient and complete program operational and statistical reporting. The ASV shall work closely with the State Program Officials during system design to complete the set of report formats for final review and approval prior to the first deployment. The Proposer shall provide an overview of their approach to this section, including the capability of their systems to allow for customized reporting beyond the basic requirements. |
| 200 points |
☐ No Written Response Required.
| 11.2 |
| Final Report |
| 11.2.1 | The ASV shall submit a final report containing a summary of enforcement locations. This report shall be submitted on or prior to the 30th day after the close of enforcement activities. This time frame permits inclusion of the summary in the final report due to the Legislature following the enforcement period. |
11.2.2 Exact report contents and format will be discussed by the ASV and State Program Officials and is subject to approval by the State Program Officials. The information generated may be used by the State Program Officials to evaluate the performance of the ASC program, including the impact on vehicular speeds, the effectiveness of capturing vehicles, and the overall operational capability of the technology.
| 11.2.3 | Typical data to include in the final report includes statewide and location specific summaries of the following: |
| 11.2.3.1 | ASC deployment activities during the enforcement period; | |
| 11.2.3.2 | GPS location of the enforcement zones; | |
| 11.2.3.3 | Number of speeding events captured; | |
| 11.2.3.4 | Percentage of events captured that were rejected; | |
| 11.2.3.5 | Traffic volumes and speeding events by location; | |
| 11.2.3.6 | Number of events not resulting in speeding events; | |
| 11.2.3.7 | Breakdown of event rejection categories and amounts; | |
| 11.2.3.8 | Breakdown of speeding events by location and total to date; | |
11.2.3.9 Equipment hours of service and reasons for interruptions to service;
11.2.3.10 Camera and equipment maintenance status and downtime with reasons;
11.2.3.11 Frequent violators report by vehicle registration plate;
11.2.3.12 Frequent violators report by owner (e.g., Enterprise Leasing, UPS, etc.);
11.2.3.13 Breakdown of speeding events by state of registration;
11.2.3.14 Breakdown of traffic volume
11.2.3.15 Breakdown of speeding events by hour of day and day of week;
| 11.3 |
| Ad Hoc Reports |
| 11.3.1 | The ASV shall provide Ad Hoc reports, with the ability to query operational and event information using selectable variables and parameter values, including at a minimum: |
| 11.3.1.1 | Hours of enforcement by location, and reasons for interruptions in service; |
| 11.3.1.2 | Comparisons of numbers of speeding events across time by enforcement location; |
| 11.3.1.3 | Events recorded and status of each event (summary and detail levels) by enforcement location. |
| 11.3.1.4 | Number of speeding events issued; |
| 11.3.1.6 | Total number of vehicles passing through an enforcement location; |
| 11.3.1.7 | Number of vehicles exceeding the posted speed limit; |
| 11.3.1.8 | Equipment malfunctions; and, |
11.3.1.9 The ASV shall provide the ability to filter, sort and drill down within ad hoc reports.
11.3.2 Other ad hoc reports may be required by State Program Officials based on reporting and program evaluation needs.
| 11.4 |
| The ASV shall provide any other such report(s) and documentation as mutually agreed upon by the State Program Officials and ASV that are useful to further the mission of reducing speed violations and vehicular crashes. |
| 11.5 |
| The ASV shall provide the State Program Officials with the ability to remotely access the reporting system via the Internet and generate reports through a user-friendly interface. |
| 11.6 |
| The ASV shall monitor that all data reported is accurate and ensure that reports are functioning as intended. |
| 11.7 |
| All reports shall be available for export in text (.txt), comma separate value (.csv) and portable document format (.pdf). Formal reports shall be made available in pdf. |
| 11.8 |
| Ad-Hoc, Financial and other reports that can be generated by the State Program Officials through the ASV’s Reporting System shall be generated in 3 minutes or less. |
| 11.9 |
| All final program reports shall be delivered to the State Program Officials no later than 30 days after the final deployment under any awarded contract. |
12. Quality Assurance
| 12.1 |
| The ASV shall establish and maintain an effective quality assurance (QA) program to ensure compliance with all Contract requirements. The QA program shall include effective quality control (QC) of all ASV work, as well as purchased equipment and subcontracted work. The proposer shall provide an overview of their proposed QA program and explain how the program will be successfully implemented throughout the entire contract duration. |
| 200 points |
☐ No Written Response Required.
| 12.2 |
| The ASV shall develop a Quality Assurance Plan and submit it to the State Program Officials for review and approval. The Quality Assurance Plan shall contain, but not be limited to, the following elements: |
| 12.2.1 | A description of the QA/QC organization including employees and an organizational chart. |
| 12.2.2 | Demonstration that all QA personnel are qualified, experienced and have the proper skills for QA activities. |
| 12.2.3 | Reporting and documentation of QA/QC activities. |
| 12.2.4 | Procedures for presenting, preparing, and verifying all deliverables/submittals from any source. |
| 12.2.5 | Procedures to ensure work is performed according to the QA Plan and contract requirements. |
| 12.2.6 | Procedures to ensure that failures, malfunctions, deficiencies, defects, deviations, etc. are corrected and/or documented according to the QA Plan. |
| 12.2.7 | Details of the ASV’s change control process. |
| 12.2.8 | A trouble reporting function that includes trouble logging and tracking, follow-up tracking, and final disposition tracking. |
| 12.2.9 | Quality monitoring policies and procedures for monitoring and documenting the quality of the ASV’s work for the project duration. |
13. Performance Monitoring and Audits
| 13.1 |
| The ASV is responsible for the faithful performance of the contract and shall have internal monitoring procedures and processes to ensure compliance. |
| 13.2 |
| The State Program Officials may conduct independent QA reviews of ASV work and submissions. The ASV shall address all issues identified by the State Program Officials during QA reviews, including correcting errors and resubmitting documentation. The work to address comments from the State Program Officials shall be at no additional cost. |
| 13.3 |
| The State Program Officials reserve the right to monitor and track the ASV’s performance over the course of the contract including any warranty term. The information gathered may be used in administration of the contract including payment and may be used when evaluating the ASV for future projects. |
| 13.4 |
| The ASV shall obtain an independent audit of the speeding event processing system per the requirements in Section 26 SOC 2 Type 2 Audit Report. |
| 13.5 |
| DOL reserve the right to perform an audit of the Program. |
| 13.6 |
| The State reserves the right to perform an audit of all books and records of the ASV as they may relate to the performance of this contract at any time. The ASV shall maintain accurate records at all times. Upon three (3) days notice, the ASV shall provide the State reasonable access to the ASV’s records to verify conformance to the terms of this contract. The State shall be permitted to conduct these audits with any or all its own internal resources or by securing the services of a third-party accounting/auditing firm, solely at the State’s election. The State shall have the right to copy, at its own expense, any record related to the services performed pursuant to this contract. The ASV will retain all documentation supporting claims/invoices under this contract for a period of six (6) years after receipt of the final payment under this contract. |
| 13.7 |
| This right to audit shall include subcontractors in which goods or services are subcontracted by the ASV. The ASV shall ensure the State has these rights with subcontractor(s). |
| 13.8 |
| The State Program Officials and the ASV shall attend a monthly status meeting to discuss performance and action items. Monthly meeting topics may include, but are not limited to, overall status of speed event issuance, contract billing, status of deployments, website content, contract compliance, and overall performance. |
| 13.9 |
| The ASV shall report on progress and problems (with proposed resolutions), provide records of their performance, allow random inspections of their facilities, participate in scheduled meetings, and provide management reports as requested by the State Program Officials. |
14. Data Storage and Disclosure
| 14.1 |
| The ASV shall store all data, including images, as State property for the duration of the contract term. At the end of the contract term, all data shall be transferred to the State. Refer to Section 26 End of Contract Transition for additional information regarding transfer of data at the end of the contract. |
| 14.2 |
| The ASV shall forward all Public Records Act (PRA) requests to the State Program Officials within 24 hours (on business days) of receiving the request. |
| 14.2.1 | The ASV shall supply needed information to fulfill PRA requests. Information should be provided as promptly as possible. Preliminary response shall be made within 24 hours on business days. |
| 14.3 |
| The ASV shall provide systems and procedures designed to keep ASC speeding events and records as confidential information as required by law. |
| 14.4 |
| The ASV shall comply with laws and regulations pertaining to the confidentiality, privacy, handling, retention, disposal, reporting, and disclosure of violators’ confidential information. |
| 15 |
| Privacy |
| 15.1 | WSDOT seeks a program that is reliable, accurate and fairly captures evidence of speeding events while minimizing unnecessary intrusions on the privacy of drivers and passengers. The ASV shall maintain the confidentiality of all event images consistent with RCW 46.63.200. Proposals shall specify measures to protect privacy. Additionally, the ASV may only use State-owned data including captured images, with expressed written approval by the State Program Officials. The ASV must submit a Privacy Threshold Analysis (see 24.15). |
| 120 points |
☐ No Written Response Required.
16. ASV Supplied Hardware, Software, And Materials
| 16.1 |
| SaaS applications shall be accessible from various client devices through a thin client interface such as a Web browser (e.g., Web-based email) or a program interface. |
| 16.2 |
| The State shall be permitted limited user-specific application configuration settings. |
| 16.3 |
| The ASV is responsible for the acquisition and operation of all hardware, software and network support related to the services being provided and shall keep all software current. |
| 16.4 |
| All upgrades and regulatory updates shall be provided at no additional cost. |
| 17 |
| Required Project Policies, Guidelines, And Methodologies |
The ASV shall be required to comply with all applicable laws, regulations, policies, standards and guidelines affecting Information Technology projects, which may be created or changed periodically.
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