Red_Light_Camera_Safety_Program_(Addendum_#2_Revision).pdf

REQUEST FOR INFORMATION

26-053

RED LIGHT CAMERA SAFETY PROGRAM

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: July 10, 2026

DEADLINE FOR QUESTIONS: July 22, 2026

RESPONSE DEADLINE: August 12, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR INFORMATION

Red Light Camera Safety Program

I. Introduction II. Project Details

III. Scope of Work IV. Vendor Submissions

Attachments:

A - Transportation Professional Services Agreement - EXAMPLE

B - General Provisions

C - Contract Bonds

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

Request For Information #26-053 Title: Red Light Camera Safety Program

1. Introduction

1.1. Summary

NOTICE IS HEREBY GIVEN that the City of Hayward invites interested firms to submit information in response to RFI No. 26-053 – Red Light Camera Safety Program.

The purpose of this Request for Information (RFI) is to gather information regarding available technologies, services, and industry best practices related to red light camera safety programs. This RFI is issued for informational and planning purposes only and does not constitute a solicitation for proposals or a commitment by the City to issue a subsequent procurement.

Responses shall be prepared in accordance with the Request for Information documents available from the City's Transportation Department, 777 B Street, Hayward, CA 94541.

All responses must be submitted through the City's eProcurement Portal no later than 5:00 p.m. on

Wednesday, August 12, 2026, and must clearly identify the RFI title, number, respondent's company name, and the response due date.

It is the sole responsibility of the responding firm to ensure that its response is received prior to the stated deadline. Late responses will not be accepted.

1.2. Background

The City of Hayward, California (the City) is located in Alameda County and is known as the “Heart of the

Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. Currently, it is estimated that there are 148,000 residents of the City of Hayward with the City growing by approximately three percent since 2000.

The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City

Manager to oversee the City’s twelve departments.

Background Summary

• Population:144,186

• Number of Employees: 790.45

• Annual City Operating Budget (including General Fund): $239,923 M

• Annual General Fund Budget: $123,524 M

• Annual City Capital Budget: $106 M

• Fiscal Year: July 1 – June 30

• Number of Departments:14

• Governance Structure: City Council / City Manager

• Utility Customers: 34,000

• MOUs: 7

• Housing Units: 48,000

Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov/about.shtm

1.3. Contact Information

Any administrative questions regarding response procedures should be directed to:

Project Contact:

Marissa Matta

Management Analyst

777 B St

Hayward, CA 94541

Email: marissa.matta@hayward-ca.gov

Phone: (510) 583-5350

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Transportation

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date July 10, 2026

Question Submission Deadline July 22, 2026, 4:00pm

Question Response Deadline July 29, 2026, 4:00pm

Submission Deadline August 12, 2026, 5:00pm http://www.hayward-ca.gov/about.shtm http://www.hayward-ca.gov/about.shtm mailto:marissa.matta@hayward-ca.gov tel:(510)583-5350 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic submissions. Responders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the response.

2.2. Communication Regarding this RFI

All communication from prospective proposers regarding this RFI must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question separately. Questions not submitted separately will be rejected. The City will not respond to questions submitted by telephone, email, or in person. Responses to questions may be shared with all interested parties through the City's project posting to ensure consistent access to information.

To maintain the integrity of the information-gathering process, respondents and their representatives shall not contact or attempt to influence City Council members, City staff, or any individuals who may be involved in reviewing RFI responses regarding this RFI outside of the designated Question & Answer process. Failure to comply with this communication requirement may result in the City declining to consider the respondent's submission.

This RFI is issued solely for information-gathering and planning purposes. It is not a competitive solicitation, and no contract will be awarded as a result of this RFI.

2.3. Last Day for Questions

All questions must be submitted to the Question & Answer portal within the City's project posting by

4:00 pm Wednesday, July 22, 2026. This will allow sufficient time for any addenda to be issued by the

City to all responders.

2.4. City's Rights Reserved

• This Request for Information (RFI) is issued solely for information-gathering and planning purposes. The purpose of this RFI is to obtain information regarding available products, services, technologies, implementation approaches, and industry best practices to assist the City in evaluating its needs and developing future procurement strategies. This RFI is not a solicitation for bids or proposals, does not constitute an offer, and shall not be construed as a commitment by the City to issue a future solicitation or award a contract.

• The City reserves the right to modify, suspend, withdraw, or cancel this RFI, in whole or in part, at any time and for any reason. The City may revise the schedule, submission requirements, or requested information by written addendum or other written notice. The City also reserves the right to extend the response deadline.

• The City may request clarification or additional information from one or more respondents to better understand the information submitted. The City may also invite respondents to https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/264812 participate in meetings, interviews, demonstrations, or presentations. Such communications are for informational purposes only and shall not constitute negotiations, a competitive selection process, or a commitment by the City to procure any product or service.

• The City reserves the right to use the information obtained through this RFI to assist in planning, budgeting, developing technical requirements, preparing specifications, and determining the appropriate procurement method for any future solicitation. Responses to this RFI will not be evaluated for the purpose of making a contract award.

• Nothing contained in this RFI or any response submitted shall create any contractual relationship, obligation, or expectation between the City and any respondent. Participation in this RFI shall not provide any respondent with a competitive advantage or preference in any subsequent procurement unless otherwise required by applicable law.

• The City reserves the right to retain all responses and supporting materials submitted in response to this RFI. Responses will not be returned.

• Responses submitted to the City may constitute public records subject to disclosure pursuant to the California Public Records Act and/or other applicable laws. Respondents claiming that portions of their submissions contain trade secrets or other information exempt from disclosure should clearly identify those portions and state the legal basis for the claimed exemption. The

City will evaluate any request for confidential treatment in accordance with applicable law but cannot guarantee that requested information will be withheld from disclosure.

• Respondents are solely responsible for all costs incurred in preparing and submitting responses to this RFI and participating in any interviews, demonstrations, presentations, or follow-up discussions. The City shall not be responsible for reimbursement of any such costs.

• The City reserves the right to disregard responses that are incomplete, contain materially inaccurate or misleading information, or otherwise fail to provide information responsive to this

RFI.

• Nothing in this RFI limits the City's authority to conduct future procurements in accordance with applicable federal, state, and local laws, regulations, ordinances, and City policies.

3. Scope of Work

3.1. Scope of Work

A. Project Overview: The City of Hayward is seeking information from qualified vendors regarding the planning, implementation, operation, and maintenance of an Automated Red Light

Enforcement (ARLE) Safety Program designed to improve roadway safety, reduce red-light-running violations, and enhance traffic enforcement capabilities. The purpose of this RFI is to gather information on available technologies, operational models, data management systems, public outreach strategies, and program administration services related to automated traffic safety enforcement systems. The City intends to evaluate industry capabilities, best practices, implementation approaches, and potential cost structures associated with deploying ARLE programs. This RFI may inform the development of a future Request for Proposals (RFP) or procurement process. This RFI is not a bid. No contract will be awarded. City will not provide compensation for time spent responding to this RFI.

1. Project Description:

a. The proposed information requested may include, but is not limited to, the following components: Deployment of red light camera enforcement systems at designated intersections; Integration with existing traffic signal infrastructure and agency systems;

High-resolution image and video capture technology; Violation detection and evidence management software; Secure data storage and cybersecurity protections; Citation processing and administrative support services; System monitoring, maintenance, and technical support; Reporting and analytics dashboards; Public education and community outreach support; Compliance with applicable federal, state, and local laws and regulations; Performance monitoring and program evaluation metrics.

2. Project Goals:

a. The primary goals of the ARLE include: Safety Enhancement: Reduce crashes, injuries, and fatalities associated with red-light-running behavior at high-risk intersections.

Traffic Law Compliance: Increase driver compliance with traffic control signals through consistent and automated enforcement. Enhanced Public Safety: Support law enforcement and transportation agencies by improving intersection safety without requiring continuous on-site officer presence. Data-Driven Decision Making: Provide actionable traffic safety data, reporting tools, and analytics to assist with transportation planning and enforcement strategies. Operational Efficiency: Implement a reliable and efficient automated enforcement system that minimizes administrative burden and maximizes program effectiveness. Public Transparency and Trust: Promote transparency through public awareness campaigns, clear policies, and compliance with privacy and legal standards. Technology Modernization: Leverage advanced imaging, detection, and data management technologies to improve system accuracy, reliability, and scalability.

3. Project Deliverables:

a. The project includes the following deliverables:

i. Respondents should describe their ability to provide the following deliverables and services, as applicable, of these categories: Company and Program Overview;

Project Management and Implementation; System Design and Implementation;

Red-Light Automated Enforcement under California Vehicle Code 21455.5; Red-Light

Automated Enforcement under California Vehicle Code 21455.9; Software and

Evidence Management; Cybersecurity, Data Privacy, and Records Management;

Violation Processing and Customer Service; Maintenance and Asset Management;

Service Levels; Training and Support; Reporting and Analytics; Scalability and Future

Capabilities; Compliance. See section 3.3 Program for details of the information requested for each category.

3.2. Overview of Scope

A. Consultant Selection:

1. The purpose of this RFI is to gather information regarding available technologies, services, and industry best practices related to red light camera safety programs. This RFI is issued for informational and planning purposes only and does not constitute a solicitation for proposals or a commitment by the City to issue a subsequent procurement.

B. Schedule:

1. The following provides milestones in the consultant selection process for City of Hayward

Red Light Camera Safety Program:

a. Electronically submit completed proposals to City of Hayward Transportation at 5:00 pm on Wednesday, August 12, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/264812.

C. Provide a complete response to all questions and prompts in Section 3.3 Program.

3.3. Program

Please provide responses to the following questions to assist the City in understanding your firm's capabilities and available solutions.

1. Company and Program Overview

A. Describe your company and its experience providing automated traffic enforcement programs for public agencies.

B. Describe your experience implementing turnkey, fully managed programs for red-light automated enforcement.

C. What services are included in your standard program (e.g., equipment, installation, project management, violation processing, maintenance, customer support)?

D. List and describe your experience with California agencies and any programs currently operating within California.

2. Project Management and Implementation

A. Describe your typical project management approach for implementing a new automated traffic enforcement program.

B. What project phases do you typically include from project initiation through system commissioning?

C. How do you coordinate with police departments, engineering staff, IT, legal counsel, utility providers, and other stakeholders?

D. What permitting, engineering, and site evaluation services do you provide?

E. What is your typical implementation schedule for a new deployment?

3. System Design and Installation

A. Describe the equipment and infrastructure included in your solution.

B. How do you determine camera placement and site design?

C. Can your system provide dual simultaneous ARLE and Automated Speed Enforcement functions?

Would additional equipment be required? (This question is for future considerations.)

D. can your system support multi-lane and multi-approach intersections?

E. What communications technologies are supported (fiber, cellular, wireless, etc.)?

F. Describe your installation process, including restoration of affected sites.

G. How do you conduct testing and system acceptance prior to operation?

H. How do you support statutory warning periods before enforcement begins?

4. Red-Light Automated Enforcement under California Vehicle Code 21455.5

This section has questions specific to an ARLE program that is run under California Vehicle Code

21455.5.

A. How does your system determine when a violation has occurred?

B. What evidence is collected for each event?

C. How do you validate signal timing and document system accuracy?

5. Red-Light Automated Enforcement under California Vehicle Code 21455.9

This section has questions specific to an ARLE program that is run under California Vehicle Code

21455.9.

A. Describe any major differences in the planning, implementation, operation, or maintenance of an ARLE solution if an agency chooses to use CVC 21455.9.

B. How does your system determine when a violation has occurred?

C. What evidence is collected for each event?

D. How do you validate signal timing and document system accuracy?

E. State any other differences within the full process, from planning, implementation, operation, and reporting, that would be different if an agency chooses to use ARLE under CVC 21455.9

6. Software and Evidence Management

A. Describe your evidence management platform.

B. What workflows are available for police review and approval?

C. How is chain of custody maintained?

D. What audit logging capabilities are available?

E. What reporting tools are included?

F. What export capabilities are available for court proceedings?

G. What integrations are currently supported with other public safety or municipal systems?

H. Does your platform support integration with Automatic License Plate Reader (ALPR) systems?

I. Describe any public-facing portals available for payments, hearings, or customer inquiries.

7. Cybersecurity, Data Privacy, and Records Management

A. Describe your cybersecurity program and security certifications.

B. Where is customer data hosted?

C. How do you support Criminal Justice Information Services (CJIS) security requirements?

D. Describe your encryption standards for data in transit and at rest.

E. Who owns the data collected through your system?

F. Describe your records retention and data deletion practices.

G. How do you support responses to requests made under the California Public Records Act?

H. Describe your incident response and breach notification procedures.

8. Violation Processing and Customer Service

A. Describe your violation processing workflow from event capture through citation issuance.

B. What services do you provide for notice preparation, printing, mailing, payment processing, and hearing support?

C. Describe your customer service operation, including available languages, hours of operation, and communication channels.

D. What collection services are available?

E. State any differences with the information on this section, on ARLE practices under CVC 21455.5 versus CVC 21455.9.

9. Maintenance and Asset Management

A. Describe your preventive maintenance program.

B. Describe your corrective maintenance procedures.

C. What spare equipment is maintained?

D. Describe your calibration and accuracy testing procedures.

E. What documentation is available to support evidentiary requirements?

F. Describe your equipment removal and site restoration process at the end of a program.

10. Service Levels

A. What service level commitments do you typically offer for:

o System availability o Image quality o Detection accuracy o Critical outage response o Non-critical maintenance response o Evidence availability

B. How are service levels measured and reported?

C. What remedies or corrective actions are implemented when service levels are not achieved?

11. Training and Support

A. Describe the training provided for police personnel, hearing officers, legal staff, and City administrators.

B. What training materials are provided?

C. Is refresher training available?

D. Describe the support provided during system deployment and initial program operation.

12. Reporting and Analytics

A. Describe the operational reports available through your system.

B. What performance dashboards are available?

C. Describe available safety analysis tools, including trend reporting and heat maps.

D. What financial and operational reports can be generated?

E. How does your system support transparency reporting and statutory reporting?

F. Provide an example report that complies with required reporting under the California Vehicle

Code for ARLE programs.

13. Scalability and Future Capabilities

A. How does your solution support expansion to additional enforcement locations?

B. Can enforcement schedules be modified without interruption to operations?

C. What emerging technologies or capabilities does your platform support?

14. Compliance

A. Describe your experience complying with California Vehicle Code Sections 21455.5 through

21455.9.

B. Identify any additional federal, state, or local requirements with which your solution is designed to comply.

C. Describe any pending or anticipated regulatory changes that the City should consider when evaluating automated traffic enforcement solutions.

3.4. Pricing Information Request

Respondents are requested to provide budgetary pricing information for the proposed Red Light Camera

Safety Program/Automated Red Light Enforcement (ARLE) program. Pricing information is being requested for informational and planning purposes only and shall not be considered binding or constitute a formal offer.

The City recognizes that actual pricing may vary depending on final scope, site conditions, regulatory requirements, and implementation approach.

Respondents should clearly identify all assumptions, exclusions, optional services, and pricing variables.

1. Implementation Costs

Provide estimated one-time costs associated with program implementation, including:

• Project management

• Site evaluations and engineering

• Equipment procurement

• Camera and sensor installation

• Communications/network setup

• Software configuration

• System integration

• Testing and commissioning

• Staff training

2. Recurring Operational Costs

Provide estimated recurring monthly or annual costs for:

• Equipment maintenance

• Software licensing

• Hosting/cloud services

• Technical support

• System monitoring

• Citation processing services

• Data storage

• Reporting and analytics

• Customer service support

• Preventative maintenance

3. Pricing Model Structure

Describe available pricing models, including but not limited to:

• Fixed-fee pricing

• Lease or subscription models

• Per-intersection pricing

• Per-camera pricing

• Per-violation processing pricing

• Revenue-neutral models (if permitted by law)

• Hybrid pricing structures

Include any minimum volume requirements or contractual assumptions.

4. Optional Services

Provide separate pricing, if applicable, for optional services such as:

• Public outreach campaigns

• Additional intersections

• Mobile enforcement systems

• AI-assisted violation review

• Advanced analytics dashboards

• Integration with third-party systems

• Multilingual support services

4. Vendor Submissions

4.1. Proposal Documents*

Please upload your complete response here, which includes responses to all questions and prompts in

Section 3.3 Program and Section 3.4 Pricing Information Request.

*Response required