Mobile License Plate Recognition (LPR) System.pdf

REQUEST FOR PROPOSAL

FOR

MOBILE LICENSE PLATE RECOGNITION (LPR) SYSTEM

(RFP 2024-0019)

PROPOSAL SUBMITTAL DEADLINE

5:00 P.M. (EST)

Tuesday, June 4, 2024

LOCATION:

SAVANNAH AIRPORT COMMISSION

400 AIRWAYS AVENUE

SAVANNAH, GA 31408

REQUEST FOR PROPOSAL

MOBILE LICENSE PLATE RECOGNITION (LRP) SYSTEM

Proposals for a Mobile License Plate Recognition (LPR) System will be received by the Savannah Airport Commission until 5:00 P.M. (EST), June 4, 2024, at which time they will be opened by the Commission’s Purchasing Manager, whose contact information is below.

Christy Dixon Purchasing Manager cdixon@flySAV.com Savannah Airport Commission 400 Airways Avenue Savannah, GA 31408

TABLE OF CONTENTS

Background and Purpose of RFP pg. 3 RFP Timeline pp. 4 Scope of Work / Project Requirements pp. 5 Submittal Instructions pp. 6-7 Proposal Organization / Format pp. 8-9 Evaluation Criteria pp. 10-11 Exhibits A-F pp 12-19

List of Exhibits (All Exhibits Are Required In The Response)

Exhibit A: Proposal Certification Exhibit B: Non-Collusion Affidavit Exhibit C: Acknowledgement of Addendum Form Exhibit D: Reference Forms Exhibit E: Disadvantaged Business Enterprise (DBE) Form Exhibit F: Local, Small Business Enterprise (LSBE) Form mailto:cdixon@flySAV.com

Request for Proposals (RFP 2024-0019) For Savannah Airport Commission

SAVANNAH HILTON HEAD INTERNATIONAL AIRPORT

Airport Overview and Purpose of RFP

The Savannah/Hilton Head International Airport (the “Airport”) is operated by Savannah Airport Commission (the “Commission”), a public body corporate organized under the laws of the State of Georgia (Georgia Code L-1952, Section 13) and an operating agency of the City of Savannah. Commission consists of five members, appointed by the Mayor and Aldermen of the City of Savannah, for a term of five years.

Commission is responsible for the improvements, maintenance, and operation of the Airport, and it is authorized to enter into contracts for the rental of buildings, land, office space and other property; to adopt rules and regulations for the operation of the Airport;

and to have control, custody and direction of all lands, properties and improvements affixed thereto by the actions of the General Assembly, and to have general direction of the same. Commission meets monthly, usually at 9:00 a.m. on the first Wednesday of each month, in the Commission Conference Room, located on the third floor of the terminal building at 400 Airways Avenue, Savannah, Chatham County, Georgia. Commission acts by and through its Executive Director and staff on all matters pertaining to the management and operations of the Airport.

The purpose of this RFP is to satisfy SAC’s requirement for a Mobile License Place Recognition (LPR) System. The Mobile LPR System will maintain inventory of all parked vehicles, while also maintaining a count of all ingress and digress vehicles through the recognition of license plates. The Commission currently tracks the movement of vehicles by manually recording parking operations.

RFP Timeline Summary: Note: The Commission reserves the right to modify this timeline at any time.

RFP Timeline:

ISSUE DATE: April 22, 2024

WRITTEN QUESTIONS/COMMENTS DUE DATE: May 9, 2024

LAST ADDENDUM RELEASED: May 17, 2024 (Please be sure to check the below link on May 2, 2024 for all associated addenda to this RFP. Acknowledgement to all associated addenda must be included and is required in the final proposal response.)

RFP RESPONSE DUE DATE: June 4, 2024

NOTIFICATION OF AWARD DECISION TO BIDDERS: NLT August 1, 2024

Contact Person: Christy Dixon E-mail: CDixon@flySAV.com

Non-Mandatory Preproposal Meeting Information:

A non-mandatory preproposal meeting is scheduled for May 1, 2024 at 11:00am. The preproposal meeting will be held in the Airport’s Commission Conference Room located at 400 Airways Avenue, Savannah, GA 31408. It will also be hosted on Microsoft Teams. The meeting ID is 275 767 614 837. The passcode for the meeting is 4ZsYSj. Although the meeting is not mandatory, it will serve as a time for all proposers to gain insight and ask any questions pertaining to this RFP before submission. Please RSVP to Christy Dixon @ cdixon@flysav.com for the meeting NLT Close of Business (5:00pm EST) on April 30, 2024.

Questions: Must be submitted in writing no later May 9, 2024 by COB (5:00pm EST). Responses to questions will be provided in writing and will become an addendum to the RFP.

Contact Christy Dixon via email at CDixon@flySAV.com

Deadline for submitting Proposals: June 4, 2024 by COB (5:00pm EST) Respondents are fully responsible for delivery of proposals. Reliance upon mail or public carrier is at the Respondent’s risk.

Guided Site Visit Arranged by appointment with Christy Dixon @ cdixon@flysav.com

Submittal Address: Savannah Airport Commission, Attn. Christy Dixon, RFP 2024-0019 400 Airways Avenue, Savannah, GA 31408.

mailto:cdixon@flysav.com

Scope of Work / Requirements

Requirements

1. LPR cameras will be mounted on a parking support vehicle to detect all license plates in their field of view, automatically capturing and combining multiple images into single, accurate reads.

2. The mobile LPR system will compare license plate reads against approved vehicle lists (e.g., permit holders) and restricted vehicle lists.

3. The LPR system will instantly report and send notifications to the parking support vehicle’s mounted laptop with priority-based sound and color alerts, prompting the patrollers to act.

4. The system will record and store plate numbers, dates, times, GPS coordinates, and actions taken for future reports, data mining, and trends analysis.

5. The system will access parking data anywhere with a cloud-based system.

6. Reliability and transparency are vital. The LPR System will gain extra layers of evidence with digital chalking, photos, time stamps, and geo-locations.

7. The system will have the capability to turn the once manual process of chalking cars and issuing citations into a fully digital operation.

8. The LPR system will include vehicle-mounted and or hand-held capability

9. Preferably interpretable with the Parking Access Revenue Control System (PARCS), known as TIBA.

Submittal Instructions

Questions must be emailed to Christy Dixon at CDixon@flySAV.com

All Proposals must be time‐stamped upon receipt by Commission no later than the due date and time specified to be considered, and any Proposals received after the time specified above will be returned unopened. It is the sole responsibility of the Respondent to make sure the submission is received by the Commission’s Purchasing Department by the due date and time. Commission assumes no responsibility for delivery of RFPs.

Respondents are fully responsible for delivery of proposals. Reliance upon mail or public carrier is at the Respondent’s risk. Late proposals, as solely determined by Commission’s clock, will not be opened, or considered. The Commission requires one (1) copy of the proposal response in hard-copy form, including a completed and properly signed copy of the Proposer’s Certification as included in this proposal package, as well as a flash drive containing a digital copy of the Proposal. Email or facsimile Proposals will NOT be accepted.

All addendums associated with this RFP will be posted on the airport’s website at https://savannahairport.com/business/airport-business/notice-to-bidders/. As required, it is the proposer’s responsibility to ensure that all addenda are acknowledged through submission of the Acknowledgement of Addendum Form (Exhibit E) in the response. The final addendum for this RFP will be submitted and published on the website no later than COB (5:00pm EST) on May 2, 2024.

Except as otherwise provided herein, proposals which are incomplete or which are not in conformance with the law, may be rejected as non‐responsive. Timely Proposals received will be subject to applicable laws and regulations governing public disclosure. Submission of a Proposal indicates acceptance by the Respondent of the conditions contained in this RFP, and the intent to enter into an Agreement with Commission.

Savannah Airport Commission reserves and may exercise the following rights and options:

(i) to reject any and all proposals, negotiate with any Respondent, alter the scope of work, to extend the date for submittal responses to request additional information from any Proposer, to supplement, amend or otherwise modify the RFP prior to the closing date and time, and reissue the RFP at any time prior to execution of a final agreement if, in Commission sole opinion, and best interest to do so; (ii) to supplement, amend, substitute, or otherwise modify this RFP at any time prior to selection of one or more proposer for negotiation and (iii) to cancel this RFP with or without issuing another RFP; (iv) to reject the proposal of any proposer who, in Commission’s, sole judgment, has been delinquent or unfaithful in the performance of any contract with Commission is financially or technically incapable or is otherwise not a responsible responder; (v) To reject as informal or non-responsive, any proposal which, in Commission’s sole judgment, is incomplete, is not in conformity with applicable law, is conditional in any way, or deviates from the mandated requirements of the RFP and; (vi) to waive any informalities in the submission process, defect, non-responsiveness and/or deviation from this RFP that is not considered in the best interest and/or best value to Commission, at its sole judgment.

mailto:CDixon@flySAV.com https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsavannahairport.com%2Fbusiness%2Fairport-business%2Fnotice-to-bidders%2F&data=05%7C01%7CSSchroeder%40flySAV.com%7Cb785dd6a633742ed691308db62095b97%7Cb43bab0839f941bab68042d6dc8574a0%7C0%7C0%7C638211564573000345%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=3XEmMyaXRSl%2BeYi2bnzceKBXbxP%2BcPaN17msGA5Dkp0%3D&reserved=0

All proposals must be mailed or delivered to the Commission and received by June 4, 2024, 5:00 pm (EST). Proposals should be in a sealed envelope marked “Mobile License Plate Recognition (LPR) System; and addressed to the Savannah Airport Commission, Attn.

Christy Dixon, RFP 2024-0019, 400 Airways Avenue, Savannah, GA 31408. Email or facsimile Proposals will not be accepted. All costs associated with the development of this RFP will be the sole responsibility of the Respondent.

Any exceptions to the specifications included in the RFP must be clearly stated in the proposal.

Proposal Organization and Format

Proposals should be typed and should not include any unnecessarily elaborate or promotional material. Lengthy narrative is discouraged. In order to expedite and to maintain consistency in the evaluation process, each Proposal should be organized as presented below. Proposals that do not follow the specific format outlined below, or that fail to provide the required documentation may receive lower scores or be disqualified if found to be non-responsive. In the event of conflict between any of the Proposal documents, resolution will be at the Commission’s sole discretion.

A. Cover Letter

Include other general information deemed significant enough to be highlighted. The letter will provide the name, address, telephone number, and e-mail address of the individual authorized to contractually bind the company/entity.

B. Contact Information

Name, title, address, and telephone number of the operator’s designated contact person for communication pertaining to this proposal.

C. Respondent’s Qualifications

Describe the Respondent and Respondent teams overall experience in planning, developing, and operating similar projects/facilities. Include specialized certificates or licenses held.

D. Itemized Cost Estimate

Provide an itemized cost list for the Mobile LPR System, to include a warranty, configuration costs, training and all other associated costs.

E. References

Please provide 3 business references whereas your company has performed similar work required in this RFP. (preferably non-law enforcement agency references)

F. Exceptions/Deviations

State any desired exceptions to or deviations from the requirements of this RFP.

All approaches to meet Commission’s requirements should be thoroughly explained.

The Respondent’s failure to specify in their proposal any exceptions or deviations of the RFP is deemed to be the Respondent’s acceptance thereof.

G. Previous Legal Litigation or Disputes

Indicate if the Respondent has been involved in any litigation or other disputes that have the potential to result in a financial settlement or judgment having a material adverse effect on the Respondent’s ability to complete the Project. Indicate whether or not the Respondent has ever filed for bankruptcy or had operations foreclosed upon.

This financial information will remain confidential to Commission’s staff only for the purposes of determining the financial viability of the Respondent to the extent required by law, documents submitted in connection with the RFP may be subject to disclosure pursuant to Open Records Request.

H. Required Forms (Must Be Included in Response) (Exhibits A, B, C, D, E and F)

The following forms must be completed in full and submitted with the proposal:

1. Proposal Certification (Exhibit A), which certifies that the Respondent has certain specific capabilities, and that the proposal accurately represents those capabilities.

2. Non-Collusion Affidavit (Exhibit B)

3. Acknowledgement of Addendum Form (Exhibit C): Please sign and acknowledge all addenda (if any) associated with this RFP.

4. References (Exhibit D): Please provide 3 business references.

5. Disadvantage Business Enterprise (DBE) Form (Exhibit E): If your company does not have a DBE designation, please check the box noted as non-applicable. If your company is DBE, please complete the Participation Form, while also including your DBE Certificate along with the form in this section.

6. Local, Small Business Enterprise (Exhibit F): The second item to be completed in your response will be the Local, Small Business Enterprise (LSBE) Form of this RFP. If your company does not hold the LSBE designation, please check the box noted as non-applicable.

If your company is an LSBE, please complete the form, while also including your LSBE Certificate along with the form in this section.

Evaluation Criteria

Proposals will be evaluated by the Evaluation Panel against the factors specified below and based on a “Best Value” basis.

Criteria Weight

Maximum Points

Factor Description

1 Qualifications/ Certifications (Business Experience)

25 Experience to satisfy the scope of work will be reviewed and evaluated. Experience will be evaluated as it reflects the Respondent’s demonstrated ability to successfully conduct and maintain an operation of similar type, size, and complexity as proposed.

2 Customization 20 Capability for modification to suit the needs of the Commission.

3 Software Functionality 20 The software functionality of the system must meet the requirements of the Commission to seamlessly aggregate the Commission’s data.

4 Technical Support/ Maintenance Plan

15 The Commission requests the easy accessibility and availability of technical support. Please notate times of technical and maintenance support.

5 Cost 10 Provide an itemized cost list to include a warranty, configuration costs, training, and all other required, associated costs for the system.

6 Local/DBE 10 Local companies or companies with DBE designation will receive local participation / DBE points.

Evaluation

Upon selection of the most qualified Respondents, Commission may require the finalists to make an oral presentation to the Evaluation Panel to further explain their proposals. If such interviews are conducted, Commission’s evaluation of the presentations will also be factored into the evaluation of the proposals. However, Respondents are advised that award may be made without interviews or further discussion. The following process will be used to evaluate the proposals:

1. Initial Evaluation

Each Proposal received will first be evaluated for responsiveness. Each proposal will also be evaluated to ensure that all required documents are submitted to meet SAC’s compliance as noted in this RFP (meets minimum requirements).

2. Evaluation Panel

The Commission will use a minimum of a three-person panel to evaluate each of the responsive proposals. The evaluation panel will evaluate the responsive proposals submitted and award points according to the Evaluation Points chart above.

PLEASE NOTE: No Respondent will be informed at any time during or after the RFP process as to the identity of any evaluation panel member. If a Respondent becomes aware of the identity of such person(s), he/she will not make any attempt to contact or discuss with such person anything related to this RFP. The designated Contact person is the only person at Commission the Respondent’s will contact pertaining to this RFP. Failure to abide by this requirement may cause such Respondent(s) to be eliminated from consideration for award.

3. Best and Final Negotiations

The Commission reserves the right to conduct a “Best and Final” Negotiation at their sole discretion.

Contract Award Procedure:

By completing, executing, and submitting the Respondent Certification, attached hereto, and incorporated by this reference, the “Respondent is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by Commission.

If a Respondent is selected, Respondents will receive by e-mail a Notice of Results of Evaluation after a notice of award is issued. Such notice will inform Respondents which Respondent has been selected to proceed with exclusive negotiations.

Commission will evaluate the Respondents based on the above criteria and will select the most advantageous and best value to Commission. The chosen Respondent will be recommended to enter into an agreement for completion of the project.

EXHIBIT A: PROPOSAL CERTIFICATION

PROPOSAL CERTIFICATION

The submittal of this Proposal is a duly authorized, official act of [Company], and the undersigned officer of said [Company] is duly authorized and designated by Resolution of [Company] to execute this Proposal on behalf of and as the official act of said [Company], this the ___ day of _________________, 2024.

COMPANY: ________________________

BY: _______________________________

(Signature)

(Print Name and Title)

ATTESTED TO:

(Signature)

(Print Name and Title)

EXHIBIT B: NON-COLLUSION AFFIDAVIT

NON-COLLUSION AFFIDAVIT

The undersigned, being first duly sworn, deposes and says that he or she holds the position listed below with the bidder, the party making the forgoing bid, that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further that the bidder has not directly or indirectly, submitted his or her bid price or any breakdown thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.

Signature

Typed or Printed Name

Title

Bidder

EXHIBIT C: SAMPLE ACKNOWLEDGEMENT OF ADDENDUM FORM

To: NAME

TITLE

FROM: Christy Dixon Purchasing Manager

DATE: TBD

SUBJ: Addendum No. ___ Request for Proposal – Mobile License Recognition (LPR) System Savannah/Hilton Head International Airport

Dear Mr./Ms.____________:

Attached please find Addendum No. _____ to the above referenced RFP. Please acknowledge the receipt of this Addendum in the space provided below and return one company to this office for our records prior to ______________.

I hereby acknowledge receipt of Addendum No. _______

(Signature) (Date)

(Name of Company)

ADDENDUM NO. _____

(DATE)

SAVANNAH/HILTON HEAD INTERNATIONAL AIRPORT

REQUEST FOR PROPOSALS

The following amendments, additions, deletions shall be made to the Contract Documents.

Insofar as these documents are at variance with this Agreement, Addendum No. _______, dated ____________, shall govern:

END ADDENDUM NO. 1

EXHIBIT D: REFERENCE CHECK FORM

REFERENCE CHECK FORM

Exhibit D – REFERENCE CHECK FORM 1

Proposers must provide three (3) references.

Proposer Name:

Reference #1

Reference Entity:

Address:

Reference Contact Name:

Contact Telephone Number:

Contact Email Address:

Dates of Services:

Description of Services Provided:

CONTINUATION OF REFERENCE CHECK FORM

Exhibit D – REFERENCE CHECK FORM 2

Reference #2

Contact Email Address:

REFERENCE CHECK FORM

Exhibit D – REFERENCE CHECK FORM 3

Reference #3

Contact Email Address:

EXHIBIT E – DISADVANTAGED BUSINESS ENTERPRISE

All businesses listed must be certified by a federally-recognized or state-level certifying agency (such as USDOT, State DOT, SBA 8(a) or GMSDC) that utilizes known certification standards prior to the due date of this bid.

Proof of certification from a certifying agency is required to accompany this bid. To expedite verification, please provide accurate phone numbers and ensure firms understand contact will be made following bid submittal.

Name of Business:

Associated NAICS: _ Associated Project Title:

NOTE: Proof of Disadvantaged Business Enterprise (DBE) Certification must be attached.

Business Name Email

Address

Address

(City, State)

Work Category

Certification of Disadvantaged

Group

Certifying Agency?

(City of Sav. or Other)

Printed name (company officer or representative):

Signature: Date:

Title:

Telephone:

Not Applicable

EXHIBIT F – LOCAL, SMALL BUSINESS ENTERPRISE (LSBE)

Your business MUST be located within the geographic boundaries of the City of Savannah.

Please include a copy of your City of Savannah Business Tax Certificate for validation of LSBE Designation.

Name of Business:

Business Address: _____________________________________

Business Owner Point of Contract (POC) Name: _______________________________

Business Owner’s Email Address: _______________________________

Note: The LSBE registration supports the City of Savannah's Savannah First Initiative by facilitating a registry of Savannah-based small businesses who are eligible to respond to Savannah First procurement opportunities. Your company must be registered as an LSBE with the City of Savannah for consideration of this designation.

Not Applicable