RFP 2026-28 TOF Automated Traffic Enforcement Program 5.4.26.pdf

Town of Farragut

Request for Proposals #2026-28 For

Automated Traffic Enforcement Program

All Proposals Must be Submitted To:

Town Hall

11408 Municipal Center Dr, 2nd Floor Farragut, TN 37934

Deadline for Proposal Submissions: Date: June 3, 2026 Time: 2:00 PM

PLEASE COMPLETE AND SUBMIT THIS FORM WITH YOUR BID

Company Name DBA, If Applicable

Street Address Phone Number

City, State, Zip Code Email Address

FEIN:

Are quotes firm for 120 days? Yes__ No__ Other_____

If submitting a “No Proposal” state reason ___________________________________

Authorized Signature Title (Printed)

Name (Printed) Date

RFP #2026-28

Automated Traffic Enforcement Program

Table of Contents

1. RFP Overview

1.1. Purpose 3

1.2. Background 3

1.3. Procurement Schedule 3

1.4. Bid Documents 4

1.5. Communications 4

1.6. RFP Amendments & Cancellation 5

1.7. Proposal Submittal 5

• Bid Submittal Check List 6

• Bid Envelope Cover 7

1.8. Post Bid Information 8

2. Special Conditions/Special Requirements and RFP Instructions 9

2.1. Joint Ventures 9

2.2. Scope of Services 9

2.3. Termination for Cause 23

3. Proposal Format

3.1. Submittal Instructions 24

4. Evaluation Procedure

4.1. Selection and Award Process 25

4.2. Scoring 26

5. Proposal Cost Form 28

6. General Terms and Conditions 30

7. Sample Professional Services Agreement 37

8. Required Forms

8.1. Addenda Acknowledgement & Proposal Certification 42

8.2. Drug-Free Workplace Affidavit 43

8.3. Non-Collusion Affidavit 44

8.4. Statement of Compliance Certificate Illegal Immigrants 45

8.5. Non-Boycott of Israel Certification 46

8.6. Certification Regarding Debarment, Suspension and other Responsibility Matters 47

8.7. Byrd Anti-Lobbying Amendment Certification 48

8.8. Owner’s Ethnicity and Gender of Contracts and Sub-Contractors 50

8.9. Iran Divestment Act Certification 51

8.10. Title VI Assurance 52

8.11. Equal Employment Opportunity/Affirmative Action Policy Statement 53

1. RFP Overview

1.1 Purpose

The Town of Farragut is seeking proposals, including detailed pricing, from qualified firms or entities

(hereinafter referred to as “Proposers”) for the implementation, operation, and maintenance of an

Automated Traffic Enforcement Program. The proposal shall include all personnel, supervision, equipment, software, and related resources necessary to deliver a fully functional and compliant system in accordance with the specifications outlined herein. All products, technologies, and services proposed must be of the highest quality and suitable to ensure accurate performance, operational reliability, and effective program administration.

1.2 Background

The Town of Farragut is in Knox County in the State of Tennessee. The Town was incorporated in 1980.

The Town’s population was 23,506 at the 2020 census. The Town is governed by the Board of Mayor and Alderman. Currently there are 97 budgeted employees. Of those 97 employees, 71 are full-time, 24 part-time and 2 contracted.

1.3 Procurement Schedule

RFP Issue 5/4/26 Non-Mandatory Bid/RFP Meeting** 05/12/2026

Deadline for Proposer Questions 05/19/2026 5:00PM Proposal Due 06/03/2026, 2:00 PM

Evaluation Committee Meets 06/09/2026 Intent to Award/ Contract Negotiations

Begin 06/10/2026

Board of Mayor and Alderman Approves/Contract Signed

06/25/2026

**The Non-Mandatory Pre-Bid meeting will be held 05/12/2026 at 1:00PM via TEAMS meeting. You must register in order to attend. The following link is to be used for registration:

https://teams.microsoft.com/meet/285604393821042?p=CYFyR9yj0MG1TXY7ax Meeting ID:285 604 393 821 042 Passcode:da3kh6y7

Attendance at the Non-Mandatory Pre-Proposal Meeting is not a prerequisite for submitting a response to this Request for Proposals. However, all prospective Proposers are strongly encouraged to attend, as the meeting will provide an opportunity to gain a comprehensive understanding of the project requirements, obtain clarification of the specifications, and address any questions regarding the scope of services. Any verbal information provided during the meeting shall not be considered binding. Any material changes, clarifications, or additional information resulting from the meeting will be issued exclusively through a written addendum to the solicitation.

All bidder questions must be directed to the Finance Department as the sole point of contact for this solicitation. Questions shall be submitted in writing to procurement@townoffarragut.org by the stated deadline. Proposers are prohibited from contacting any other officials, employees, or representatives regarding this solicitation. Unauthorized contact may result in disqualification. Responses to questions will be issued only through formal addendum and will be posted to the designated procurement portal.

The information contained in this document represents the minimum requirements for defining the work to be performed. It is the sole responsibility of all Proposers to evaluate existing conditions as needed to prepare their proposals.

1.4 Bid Documents

The solicitation documents for the project may be obtained on the following sites:

1. Town Website (Free):

o https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragu t.org/Bids.aspx?CatID=17 o Registration is required but at no cost to vendors.

2. Vendorlink (Paid):

o https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorli nk.com/external/home o Vendors must register and pay to access solicitations but benefit from exposure to opportunities nationwide.

3. Beacon (Paid):

o https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.

com/login o Also requires vendor registration and payment, offering national visibility.

4. EUNA/Demand Star (Paid):

o https://www.demandstar.com/app/login o Also requires vendor registration and payment, offering national visibility.

All proposals submitted must be prepared with documents obtained from the Town of Farragut or its designee.

1.5 Communications

All communication regarding this RFP must be submitted via email to the Finance Department representative identified below:

Candace Whitt, Grant and Procurement Accountant cwhitt@townoffarragut.org

The Grant and Procurement Accountant will be the sole point of contact for this RFP.

Proposers’ contact with anyone else in the Town is forbidden and may result in disqualification of the Proposer’s bid. Further, any oral communication will be considered unofficial and non-binding on the Town. Proposers should rely only on written statements issued by the Finance

Department representative.

1.6 RFP Amendments and Cancellation

The Town reserves the right to amend this RFP in writing at any time. The Town also reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued, it will be posted on these four websites:

1. Town Website (Free):

o https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffar ragut.org/Bids.aspx?CatID=17 o Registration is required but at no cost to vendors.

2. Vendorlink (Paid):

o https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvend orlink.com/external/home o Vendors must register and pay to access solicitations but benefit from exposure to opportunities nationwide.

3. Beacon (Paid):

o https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaco nbid.com/login o Also requires vendor registration and payment, offering national visibility.

4. EUNA/Demand Star (Paid):

o https://www.demandstar.com/app/login o Also requires vendor registration and payment, offering national visibility.

It is the Proposer’s responsibility to ensure that the Town’s website, Beacon, EUNA/Demandstar or Vendorlink is reviewed for RFP changes prior to submission of proposal.

The Owner reserves the right to reject any and all proposals and to waive any formalities in the solicitation process, and to evaluate proposals, to conduct interviews, and to accept any proposal which, in its opinion, may be in the best interest of the Town. The Town of Farragut reserves the right to terminate said contract for convenience upon written notice as provided for herein.

The Town of Farragut will not be liable in any way for costs incurred by any proposer in the preparation and submission of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any required meetings, discussions or negotiations.

1.7 Proposal Submittal

Proposals are to be received by the Town no later than the date and time indicated in Section 1.3.

Proposers assume the risk of the method of delivery. The Town assumes no responsibility for delays caused by any delivery service. Postmarks will not be accepted as proof of receipt. Emailed proposals will not be accepted. A Proposer’s failure to submit a proposal as required before the deadline may cause the proposal to be disqualified.

Proposers must submit proposals as outlined in Section 3.1 in a sealed package:

• One (1) bound paper copy clearly marked “Original”

• One (1) electronic copy (a single .pdf file containing all submitted material including the pricing sheet), on a USB drive. In the event of a discrepancy between the electronic version and hard copy, the response in the hard copy (Original) will prevail.

• Four (4) bound paper copies clearly marked “Copy”

• Proposal Cost Form in a separate sealed envelope

The proposal package shall be mailed, couriered, or hand delivered to the Town at:

Town Hall Attn: Finance Department, Candace Whitt 11408 Municipal Center Dr, 2nd Floor

The package should be clearly labeled with the following:

• Confidential

• Proposal for RFP# 2026-28 Automated Traffic Enforcement Program

• Proposal Due Date and Time

• Proposer Name

• Proposer Address

• Proposer Phone Number

For your convenience, the following page includes a Proposal Envelope cover sheet that you may use.

Please affix it to the outside of your submission package.

Bid Submittal Checklist o Cover page with signature o Proposal o Proposal Cost Form (In a separate sealed Envelope) o Addenda Acknowledgment form and Bid Certification signed o Drug-Free Workplace form signed o Non-Collusion Affidavit form signed o Statement of Compliance Certificate Illegal Immigrants o Non-Boycott of Israel Certification o Certification Regarding Debarment, Suspension and other Responsibility Matters o Byrd Anti-Lobbying Amendment Certification o Owner’s Ethnicity and Gender of Contracts and Sub-Proposer s o Iran Divestment Act Certification o Title VI Assurance o Equal Employment Opportunity/Affirmative Action Policy Statement

Bid Envelope Cover – This must be attached to the OUTSIDE of your sealed proposal envelope.

11408 Municipal Center Dr

2nd Floor

Confidential

Request for Proposals

SEALED Proposal – DO NOT OPEN

RFP 2026-28 Automated Traffic Enforcement Program

Bid Opening Date & Time: Wednesday, June 3, 2026 @ 2:00pm

Company Name: ______________________________________________________________________

Company Address: ____________________________________________________________________

Contact Name: _______________________________________________________________________

Telephone Number: ___________________________________________________________________

Email Address: _______________________________________________________________________

Vendors are highly encouraged to carefully review all solicitation documents related to this project

1.8 Post Bid Information

Any actual or prospective bidder, proposer, or Proposer who is aggrieved in connection with the solicitation or award of a contract may file a protest with the Town of Farragut Finance Department Procurement Division.

Protest Filing Requirements

• Identification of the solicitation (ITB or RFP);

• A detailed statement of the legal and factual grounds for the protest, including all supporting documentation; and

• The specific relief requested.

Deadlines

• Award Protests (for ITBs and RFPs): Must be received within seven (7) calendar days after the Town issues the Notice of Intent to Award.

• Late protests will not be considered.

Submission Address

Attn: Finance Department – Procurement 11408 Municipal Center Dr, 2nd Floor

Protest Bond Requirement

• All protests must be accompanied by a protest bond in an amount equal to five percent

(5%) of the Town’s estimated contract value.

• The bond shall be made payable to the Town of Farragut.

• If the protest is upheld, the bond will be returned in full.

• If the protest is denied, the bond will be forfeited to the Town to cover administrative costs.

Protest Review Process

• Upon receipt of a timely and complete protest, the Finance Department/Procurement

Division will review all relevant information.

• No award will be made during the pendency of a timely protest unless the Town

Administrator or Finance Director determines that proceeding without delay is in the Town’s best interest.

• A written decision will be issued within fourteen (14) calendar days of receipt of the protest, unless extended for good cause.

• The decision shall be final unless appealed in accordance with Tennessee law.

Failure to strictly follow these protest procedures will result in dismissal of the protest without further consideration.

END OF THIS SECTION

2. Special Conditions

The Town of Farragut is soliciting proposals from qualified firms for the implementation and operation of an Automated Traffic Enforcement Program consisting of the following designated intersection approaches:

System Location Direction

1. Concord Rd & Kingston Pike NB

2. Concord Rd & Kingston Pike EB

3. Campbell Station Rd & Parkside Dr/Grigsby Chapel SB

4. Campbell Station Rd & Parkside Dr./Grigsby Chapel NB

5. Campbell Station Rd & Kingston Pike SB

6. Campbell Station Rd & Kingston Pike EB

7. Campbell Station Rd & Kingston Pike NB

8. Smith Rd & Kingston Pike WB

9. Smith Rd & Kingston Pike SB

The foregoing are referred to as “Designated Approaches.” The intent of this solicitation is to establish a five (5) year contract, the performance of which complies with all requirements regulating automated traffic enforcement and related citations, as they may change from time to time, including, but not limited to, T.C.A. § 55-8-198, which contract is anticipated to commence on July 1, 2026, and continue through June 30th, 2031, with the option to renew for up to two (2) additional one-year periods at the Town’s discretion.

Special Requirements and RFP Instructions

2.1 Joint Ventures

2.1.1 Proposals from joint ventures are acceptable. However, such Proposals should be designed to minimize any administrative burden on the Town as a result of the participation of multiple entities. Proposals from joint ventures shall clearly set forth the respective responsibilities and functions each principal to the joint venture would perform if awarded the contract.

2.1.2 If submitting a Proposal as a joint venture, the Proposers must submit a copy of the joint venture agreement(s) that identifies the principals involved as well as their rights and responsibilities regarding performance and payment.

2.1.3 The Proposal transmittal letter must be signed by all principals and include all required information.

2.2 Scope of Services

2.2.1 Proposers shall respond to all of the requirements listed below in the Scope of Services and state whether the system Proposal meets each specific requirement and submits the information where required. The Proposers must provide the written responses on a separate sheet of paper for each of the items (by answering YES to the requirements they can meet and

NO for the requirements they cannot meet along with an explanation as to why they cannot meet that particular requirement) by referencing each subsection including each subsection number.

2.2.2 The general scope of this project is to provide a color digital-only automated red light photo enforcement system. A desirable system would incorporate, but not be limited to, many of the following features: capture multiple lane violations, multiple color digital still photographs

(Required) to include rear scene images, rear plate images, color digital video (Required), internet review and approval (both for officer determination and violator review), the availability to select from several triggering options (not to include conventional induction loop technology) and the capability to issue citations related to red light violations associated with straight through, left turn, double left-turn and double right-hand turning movements from the inside turning lane ONLY, all of which comply with the provisions and requirements of T.C.A. § 55-8-

198 and T.C.A. § 55-8-110.

The program shall consist of the installation of complete camera systems (any connections to the traffic signal box MUST be approved by the Town Traffic Engineer before any connections are attempted), providing complete citation processing (including the ability to run registration checks on license plates), training of key Town employees and adjudication personnel, providing expert witness testimony in court, providing a workstation in Town Court to include two (2) monitors, provide a dedicated Toll Free line for reviewing police officer to contact vendor and providing a public awareness / education program. The Town is anticipating the automated red light photo enforcement program will include six (6) intersections initially with approaches to vary dependent on the intersection, with the potential for further expansion.

2.2.3 The Vendor shall coordinate its efforts with the Town of Farragut Traffic Engineering

Department, Town of Farragut Finance and Tax Department, Farragut Town Court, and other agencies affected by the project (utilities, phone, etc.). The Vendor will be expected to work closely with the Traffic Section of the Town’s Traffic Engineering Department to ensure design compatibility and uniformity.

During installation of the camera systems the Vendor will be expected to coordinate all work with the Traffic Engineering Department and Traffic Signal Technicians in charge of signal maintenance and operation. Work performed within the public rights of way shall meet all applicable Town and State standards for construction, including but not limited to, those pertaining to traffic control. All installation of Vendor’s equipment and mounting for Vendor’s equipment shall be the Vendor’s responsibility. All interconnection of cables or interface of

Vendor’s equipment and Town’s Traffic Control elements shall be performed by the Town’s

Annual Traffic Signal Maintenance Contractor.

2.2.4 Vendor Responsibilities. The Vendor will be responsible for the supply, implementation and continuing performance of hardware, software and support services described in the Scope of Services.

2.2.5 Background. The Town has the authority under Tennessee statutory law (T.C.A. § 55- 8-198) to issue civil penalties for red-light violations based solely upon evidence obtained from an unmanned traffic enforcement camera. The fine for running a traffic signal, where observation utilizes a camera system, is set by Town Ordinance at fifty dollars ($50). Tickets are considered civil penalties and not moving violations. Therefore, no driver’s license or insurance points are assessed for a citation.

2.2.6 Overview. The Program involves monitoring four (4) intersections, and specifically the

Designated Approaches. The Town will expect the chosen Vendor to phase in a fully operational program within four (4) months after issuing a notice to proceed. The Town will have the right, in its sole discretion, to add, delete, or revise any of the Services to meet its changing needs at no cost to the Town.

2.2.6.1 Equipment. The Vendor must have sufficient financial resources to provide equipment approved by the Town, to monitor a minimum of four intersections with multiple approaches. All equipment will remain the property of the Vendor. The Town recognizes that the image processing field continues to evolve. The Town would require a photo citation system that uses color digital imaging technology. Additionally, the Town requires a system, which combines both color digital still images and full motion color video.

2.2.6.1.1 System components must be modular in construction that will facilitate easy installation and maintenance.

2.2.6.1.2 Vendor shall provide and install all necessary equipment including, but not limited to, poles, cabinets, cameras, and related equipment at each intersection. Location and esthetic design of said equipment must be approved by the Town in accordance with the design drawings to be submitted by the awarded Vendor.

Vendor shall describe the ways in which its system minimizes its overall “intrusion” into the physical environment at and near selected intersections, and where your Proposal system makes use of existing infrastructure. The Town prefers systems that utilize existing structures or minimally obtrusive new poles to minimize the impacts to curbside and streetscapes. Please provide a detailed list and description of all equipment deployed, together with physical dimensions for a single monitored approach of four (4) traffic lanes.

Attach photos of all required equipment from an existing active four-lane intersection approach. Photos must include all poles, cabinets, housings, and flash units that make up the entire system.

2.2.6.1.3 System shall not incorporate conventional inductive loop technology that is cut into the road surface, but the Town would consider the use of in-pavement wireless magnetic sensors and/or wireless vehicle detection systems. Vendor shall be able to monitor traffic in up to four

(4) lanes per approach simultaneously.

Explain the range of detection technologies the Proposal violation detection and camera triggering can utilize. The system must not utilize conventional inductive loop detection technology. Explain all other Proposal types of proven non-invasive technologies. The vendor must be able to provide a reference for at least three (3) active Town including contact person information where its system is currently operational utilizing each of the Proposal types of detection technologies to include actual installation and construction time schedules from beginning to completion.

2.2.6.2 Installation of Equipment. The Vendor will be responsible for installing the approved equipment and ensuring that the cameras are phased in as scheduled and operating properly.

2.2.6.2. Vendor shall coordinate for locating utilities with Tennessee 811 and with Town of

Farragut Traffic Engineering Department (865-966-7057). Any utility relocation costs necessitated for installation of the Automated Red Light Enforcement System will be borne by the Vendor.

2.2.6.2.3 The Town may reasonably expand the program to additional intersections during the term of the contract. The Town may also require either temporary or permanent relocation of any of the cameras to meet changing needs. There will be no unsupervised access to Town equipment.

2.2.6.2.4 Traffic signal operation will be exclusively operated by the Town and will be regulated by approved engineering standards.

2.2.6.2.5 Vendor will provide all equipment and electrical interface to complete the total system at no cost to the Town.

2.2.6.2.6 The equipment should provide a physical but optically isolated connection to the applicable red phase signal to assure accurate red phase detection.

2.2.6.3 Citation Processing

2.2.6.3.1 The Vendor will be required to accurately capture and store images, establish a chain of custody for the image medium, and process citations for red light violations in accordance with Town policies. A Farragut appointed Police Officer will make the decision regarding the issuance of citations.

2.2.6.3.2 The Vendor’s system will have the capability to generate clear, easily identifiable images for the citations/violations, allowing an unbiased individual to determine fault (including extenuating circumstances).

2.2.6.3.3 Software to process, issue and track citations and payments will be installed and fully operational.

2.2.6.3.4 Connections must be established to the Tennessee Department of Motor Vehicles and other states to obtain motor vehicle registration information. If the Vendor is unable to establish such a connection, a plan must be submitted detailing how the registration information will be obtained and generated onto the citation. Registered Owners information shall be blocked from reviewing Police Officer’s field of view during processing of the citation.

Explain Vendor’s approach to access motor vehicle registration data from the State of

Tennessee and other states at no cost to the Town. Please list all the states that your Vendor can access on behalf of the Town.

2.2.6.3.5 Citations will be issued in twenty (20) working days or less of the violation event date. If additional enforcement of other traffic regulations is permitted by the Town in the future, the Vendor will provide such additional services at the direction of the Town. If a successful vendor cannot provide the reviewing officer with a reviewable violation within (6) six working days, then the potential violation will be rejected.

2.2.6.3.6 Warnings will be mailed in lieu of a citation during the first month (30 days) of operation of a newly designated intersection.

2.2.6.3.7 The Town of Farragut will have a post-certified or state-commissioned law enforcement officer assigned to review each event prior to issuance to determine that a violation has occurred.

The vendor shall provide its estimate for the percentage of violations that will actually be issued as citations with an explanation of how you arrived at this percentage. For the purposes of this RFP, emphasis shall not be placed on right turn on red (RTOR) movements for the sake of determining percentages

2.2.6.3.8 Describe your process of violation data and image set transfer and explain why it can be considered a secure chain of evidence by describing the transmission process.

2.2.6.4 Maintenance. The Vendor will be required to maintain the cameras and all associated equipment, software and firmware in good working order.

2.2.6.4.1 Any defective camera or other equipment will be repaired or replaced within forty-eight (48) hours after the notification to the Vendor.

2.2.6.4.2 The operation of all cameras and equipment will be reviewed at least weekly. A routine schedule of preventive maintenance and cleaning shall be performed.

2.2.6.4.3 Initial equipment will be reviewed annually to determine if equipment meets current technological standards. If upgrades are requested by the Town, the Vendor shall provide the latest version of upgrades at no cost to the Town.

2.2.6.4.4 The Vendor will keep maintenance logs including, but not limited to, all system or equipment malfunctions and all software, hardware or firmware modifications or upgrades.

Maintenance logs shall be provided to the Town upon request.

2.2.6.4.5 The Town will give preference to systems that are remotely configurable.

2.2.6.4.6 The Vendor will warrant and maintain all equipment throughout the duration of the contract.

2.2.6.4.7 Vendor will provide all electrical/digital connections and power at no cost to Town.

2.2.6.4.8 Vendor will describe how they will monitor systems to determine operational usage and system outages.

2.2.6.4.9 Describe the Proposal standard process for how often the camera systems will be visited for maintenance and inspection. Elaborate on what is performed during a maintenance and inspection visit.

2.2.6.5 Operations. Office and operational department will be fully staffed upon completion of the installation of the system. The Town will have the right to review the references and background information of any of the Vendor’s employees directly involved in providing services.

The Town may request the replacement of any employee providing services to the Town.

2.2.6.6 Customer Service. The Vendor will respond to public inquiries about the program, citations, and enforcement, or any related citizen concern. The Vendor will also coordinate with the Town and stay involved in the Town’s efforts to inform the public about the program. The

Vendor will pay for and coordinate media relations with the Town.

2.2.6.6.1 Town shall provide signage advising the public that a red-light camera enforcement system is utilized by the Town. This Signage shall be posted at each intersection where camera systems operate, as well as at key roadways entering the Town Limits.

2.2.6.6.2 Installation of signage will be performed by the Town of Farragut. The cost of installation, material and maintenance of the signage will be borne by the Town.

2.2.6.6.3 Once the determination has been made by the Town’s qualified law enforcement officer, notices of violation or a citation shall be sent by the Vendor by first class mail to the registered owner of the vehicle within twenty (20) working days after the occurrence of the violation. The notices shall include the information required by T.C.A. § 55-8-198(b)(1)-(6) and shall be printed and posted at the cost of the Vendor.

2.2.6.6.4 Vendor will aid with the content and design of public education program materials to be funded by the Vendor and approved and implemented by the Town.

2.2.6.6.5 Vendor will support the Town by training staff related to presentation of public seminars or presentations with respect to the Vendor’s system.

2.2.6.6.6 Vendor will provide Public Service Announcement spots for radio and television and copy for print publications, if available.

2.2.6.6.7 Vendor will provide samples of educational materials to the Town.

2.2.6.6.8 The system Proposal, at a minimum, shall enable the Town to access specific case information, such as payments, correspondence, images, notices and other information for customer service purposes.

2.2.6.7 Collections. The Vendor will be responsible for handling all payment collections related to citations, and the Town of Farragut will not directly accept payments from citizens.

The Vendor must provide at least one local payment option, either by maintaining a physical payment location within or near the Town of Farragut or by providing a local post office box to which citizens may mail payments. Citizens may choose to pay their citation in person at the Vendor’s designated local payment location or by mail to the local post office box. The Vendor may accept payments from citizens by cash, check, money order, or credit card via mail, telephone, in person, or over the Internet.

All payments collected by the Vendor shall be properly recorded and deposited directly into the Town of Farragut’s designated bank account in accordance with the Town’s financial policies and applicable State laws. The Vendor shall not commingle these funds with those of any other entity and shall provide regular reporting of all collections to the Town.

2.2.6.7.1 It is lawful for municipal entities to accept payment of public fines and fees by check, money order, credit card, and debit card pursuant to Tennessee Code Annotated § 9- 1-108, and to use a third-party processor and charge a separate processing or convenience fee in an amount equal to that charged by the processor. Any credit or debit card payments accepted on behalf of the Town of Farragut that include a convenience or processing fee shall show that fee as a separate charge on the violator’s card statement and shall be deposited directly to the third-party processor’s account, with all remaining funds deposited into the Town’s designated bank account, and such funds shall not be commingled with funds of any other entity. The Vendor shall provide regular reporting of all collections to the Town in accordance with the Town’s financial policies and applicable State laws.

2.2.6.7.2 The Vendor will issue a check or ACH payment to the Town of Farragut upon receipt of a monthly reconcilement and approval of such reconcilement by the appropriate parties. Fine collection procedures will be developed in accordance with the Governmental Accounting Principles and applicable State of Tennessee Codes adhered to by the Town of Farragut. Records will be kept in accordance with generally accepted accounting practices.

2.2.6.7.3 Subject to the requirements of T.C.A. § 55-8-198, Vendor shall prepare citations for all chargeable violations and shall mail citations to vehicle owners. A second notice shall be issued for any violations that remain unpaid that provides that the offender shall have thirty (30) additional days for payment of the violation or citation.

2.2.6.7.4 Violations shall be issued within twenty (20) working days of the violation event date otherwise the potential violation will be rejected.

2.2.6.7.5 The offender has the right to request a hearing date prior to paying their fine. A list of dates or days will be provided to the Vendor and/or the Red Light Office in the event of a request for a hearing date. Any fine remaining unpaid following the hearing date shall be collected by the Town or by the Vendor.

2.2.6.7.6 Vendor should provide a description of any online payment system that their system is capable of supporting.

2.2.6.7.7 The Vendor shall be expected to establish a relationship with a collection agency to pursue any unpaid citations. If necessary, the Vendor may be required to bring a civil suit for unpaid citations with approval of the Town’s legal department and provide a technical expert to testify in court regarding the operation of the cameras and the program in general.

2.2.6.7.8 After expiration of the third and final notice due date, Vendor shall pursue collections on unpaid notices. Explain collections approach. Pursuant to T.C.A. §55-8-198 (m) Vendor shall not disclose any records or information regarding a red-light citation, including payments made pursuant to receipt of a notice of violation or a citation, whether timely or delinquent, a consumer reporting agency. In addition, no information regarding a violation shall be disclosed or identified in any credit report. “Consumer report” and “consumer reporting agency” have the same meanings ascribed to those terms by § 604 of the Fair Credit Reporting Act, codified in 15

U.S.C. § 1681a. “Credit report” means any written, oral, or other communication of information, including a consumer report, by a consumer reporting agency bearing on a consumer's creditworthiness, credit standing, which is used or expected to be used or collected in whole or in part for the purpose of serving as a factor in establishing a consumer's eligibility for credit to be used primarily for personal, family, or household purposes.

2.2.6.7.9 Vendor and any associated collection agency shall fully comply with the Fair Debt

Collection Practices Act, 15 U.S.C. 1692, et. seq., and any other applicable state or federal law.

Vendor shall conform to state law and comply with all applicable revisions of state law.

2.2.6.7.10 Town of Farragut Town Court employees shall be able to access the Vendor’s software for the purpose of accepting payments, receipting payments and pulling reports and hearing information.

2.2.6.8 Challenge Process. Any challenge of a red-light enforcement citation issued by the

Town shall be heard by the Farragut Town Court pursuant to the Town code and rules and regulations. The Vendor shall assist the Town with any appeal of a red-light enforcement citation by providing testimony, if needed, and all background materials related to the appeal to the court, including but not limited to the following:

• All notices issued to the party

• A violation history report

• A correspondence file

• A payment history

2.2.6.8.1 The Farragut Town Court Clerk shall designate all Town Court dates in which an offender may appear in Farragut Town Court if the offender chooses to dispute the citation.

2.2.6.8.2 Vendor shall maintain a proper chain of evidence, which meets the needs of the Town

Court function.

2.2.6.8.3 Vendor shall provide, when required for court testimony, a qualified expert witness who is knowledgeable on the theory, operation and functional capabilities of the automated red light camera unit.

2.2.6.9 Office and Operating Location

2.2.6.9.1 An adequate number of service and maintenance staff to service the cameras will need to be readily available to the Town.

2.2.6.10 Record Keeping

2.2.6.10.1 The Vendor shall keep true and accurate records of revenue and expenses and shall provide copies of this information to the Town upon request in a form to be specified by the

Town. All financial records shall be made available to a duly authorized representative of the

Town upon request. As part of the Proposal submittal, the Vendor shall provide samples of all reports which will be provided to the Town, and the Vendor shall describe how reports can be accessed by the Town.

2.2.6.10.2 Information and data collected shall be stored in a database to enable tracking of citations and the capability to print statistical reports as needed. The Vendor may be requested to maintain other non-financial information as it relates to the Program and as mutually agreed upon. Such information may include, but not be limited to, traffic count of violations per intersection, number of events captured, emergency responders, citations issued, front or rear license plate vehicles, false alerts, etc.

2.2.6.10.3 All citation images must be stored for a (3) three-year period on reproducible digital format or equivalent and shall be accessible, on request, by the RFP Coordinator or designee(s). Images, both video and still, will be downloadable for inclusion into the Farragut

Records Management System.

2.2.6.10.4 Description of raw images format and retention procedures will be included in

Proposal. Captured images are for the exclusive use of the Town, and may not be sold, distributed or otherwise released without permission of the Town.

2.2.6.10.5 The Town will require online storage of all images and data for a period of one (1) month after disposition and offline storage of images and data for one (1) year thereafter.

2.2.6.10.6 The Town requires the retrieval of archived information within three (3) working days of a request for retrieval.

2.2.6.10.7 Vendor will provide all required notice processing supplies including paper, envelopes, postage, toner, and any and all notice printing supplies.

2.2.6.10.8 Vendor shall be responsible for processing of all images.

2.2.6.10.9 Vendor shall include three (3) clear images on each citation: the vehicle behind the violation line with the red light on; the vehicle in the intersection completing the violation; and a license plate image.

2.2.6.10.10 Vendor shall provide a secure website from which an authorized Town designee can access:

• Enforceable violation events that are pre-viewed and submitted for determination

(charging) by the Town;

• Violation image and history data for any open violation;

• Designated reports as defined in the contract;

• The hearing schedule and evidence package print function and a video

2.2.6.10.11 At this time the current vendor accepts online payments. The Vendor shall provide a description of any secure website from which an offender can access their citation and make payment.

2.2.6.10.12 Vendor shall be able to provide an easy to access audit trail of all voided and discarded images rejected by the officer assigned to review all incidents.

2.2.6.10.13 Describe the security architecture and how the Town’s data, including violator data and personal information is secured against internet attacks.

2.2.6.10.14 For purposes of this Contract, “Captured Plate Data” has the same meaning as in

T.C.A. § 55-10-302 and includes, without limitation, global positioning device (GPS) coordinates, date and time of capture, photographic images, license plate numbers, and any other data captured by or derived from any automated license plate recognition or license plate reader

(LPR) system.

Captured Plate Data shall be treated as confidential and shall not be open for inspection by members of the public and shall otherwise be handled in accordance with T.C.A. § 10-7-504 and any other applicable provisions of the Tennessee Public Records Act. The Vendor shall implement and maintain appropriate technical and administrative safeguards to prevent unauthorized access, disclosure, use, or dissemination of Captured Plate Data.

All Captured Plate Data is and shall remain the exclusive property of the Town of Farragut

(and/or other applicable governmental entities) and may be used only for legitimate governmental purposes, including law enforcement purposes, as authorized by applicable law.

The Vendor shall not sell, license, data-mine, aggregate, or otherwise use Captured Plate Data for any secondary commercial purpose, advertising, or analytics unrelated to the Vendor’s or

Town’s official duties.

Any Captured Plate Data collected or retained through use of the LPR system provided or supported under this Contract may not be stored for more than ninety (90) days unless the data is retained or stored as part of an ongoing investigation, as that term is understood under T.C.A.

§ 55-10-302. In any such investigation, the Captured Plate Data shall be destroyed at the conclusion of either: (a) an investigation that does not result in any criminal charges being filed;

or (b) any criminal action undertaken in the matter involving the Captured Plate Data, following the completion of prosecution

The Vendor shall configure and maintain the LPR system, including any hosted or cloud-based components, to ensure that Captured Plate Data is automatically deleted in accordance with the retention limits in Section 2, and that any litigation holds or legally authorized preservation requests issued by the Town of Farragut can be implemented without violating T.C.A. § 55-10-

302. The Vendor shall promptly certify in writing to the Town of Farragut, upon request or upon expiration or termination of this Contract, that all Captured Plate Data in its possession, custody, or control has been deleted or destroyed in accordance with applicable law and this Contract.

The Vendor shall ensure that any subcontractor, hosting provider, or other third party that may receive or have access to Captured Plate Data is bound by written obligations that are at least as protective as those contained in this Contract, including but not limited to confidentiality, retention, and destruction obligations consistent with T.C.A. §§ 10-7-504 and 55-10-302.

2.2.6.11 Automated Red Light Camera System.

2.2.6.11.1 The automated red light camera system shall be capable of detecting multiple red light violations and photographing an incident twice, once prior to the violation while the facing signal is red and again after the vehicle has fully crossed the violation line.

2.2.6.11.2 Use of a high quality digital camera system is required and must be able to capture a set of two (2) high resolution color digital still images of the offending vehicle and the license plate without revealing the faces of the driver or passengers(s). Wet film applications are specifically excluded. Vendor must detail the image quality specifications and provide five (5) example sets of violation photos (one before the stop bar and one after the stop bar) under the following conditions: (1) daytime – fair conditions, (2) daytime – sunlight shining directly in or in the direction of the camera, (3) daytime – rain or snow, (4) nighttime – fair conditions, and (5) nighttime – rain or snow. Systems should use a combination of high resolution still images with an output in excess of 3000 x 2000 pixels per frame/image and full motion digital video technologies. Vendor must be able to provide a reference for at least one location in a Town of a similar size where their digital camera system Proposal has worked effectively using high-resolution digital photography.

Fully describe how the system Proposal will utilize a single, high resolution digital camera to capture a set of two (2) images of the violation event: the first image shall clearly show the scene, including the red signal and a clear view of the vehicle with its front tires in front of the stop bar, prior to committing a violation; and the second image shall clearly show the scene, including the red signal and a clear view of the vehicle inside the intersection while the traffic signal is still red. The license plate number and details must be clearly visible in either one of the two images. Any close-ups or zoomed views must be extracted from one of the two images described above.

It will not be acceptable to utilize a separate or secondary camera or system to capture a separate close-up or license plate image.

Explain how the system Proposal can compensate for the effects of license plate covers.

Explain how the system Proposal can compensate for the effects of reflective material on license plates.

2.2.6.12.3 The equipment should be capable of maintaining traffic data for statistical analysis.

2.2.6.12.4 The equipment should be capable of deployment in a wide range of operating conditions (heavy traffic volumes, adverse weather conditions, road surface configurations and across all moving lanes of traffic).

2.2.6.12.5 In order to minimize operator error, cameras should be automated as much as possible with regard to set up (aperture settings, focusing, and leveling).

2.2.6.12.6 Red light camera and associated equipment must be tamperproof.

2.2.6.12.7 Red light camera enclosures must be designed in such a fashion that maintenance, and other operations can be accomplished easily and quickly without creating a public safety hazard. Explain typical maintenance procedures.

2.2.6.12.8 Remote accessibility of images and data is required. Explain methods used to ensure that image and data cannot be manipulated through remote access.

2.2.6.12.9 The camera unit must produce an image which contains the following:

• Scene of location where violation occurred

• Motor vehicle during violation

• Display of rear license plate of vehicle

• Plate must be readable from the main image (a secondary or separate camera to capture a third, close-up image of the license plate will not be acceptable)

• The day, month, and year of the violation

• The time of the violation in hours, minutes and seconds

• The amount of time that has passed since the light turned red

• Location of violation

• Frame sequence number

• Imprint all the information along the bottom or top edge of the frame but shall not obstruct the violation image

• Color images are required

• Systems that can reduce the effects of license plate covers are preferred, and

• Duration of yellow light

2.2.6.12.10 The Town requires an ancillary video clip option as supporting information to the violation provided by the still images at no cost to the Town.

2.2.6.12.11 Vendor shall detail any quality standard (either national or international) with which their equipment complies.

2.2.6.12.12 Provide examples of the rate of possible violations captured from the camera systems divided into the possible violations provided to the Town’s law enforcement officer for determination from the camera systems Proposal to the Town.

2.2.6.13 Statistical Analysis and Reporting System

2.2.6.13.1 Systems will produce statistical analysis of camera operations, including at minimum, hours of use per camera by operational site, results achieved by each camera by site, offenses recorded by site, equipment malfunctions, real-time traffic volume and vehicle counts, real-time violation information by individual lane by time of day and day of week.

2.2.6.13.2 Preference will be given to systems, which can analyze results obtained from each camera location to show the total number of possible violations captured versus the total number of potential violations sent to the Town.

2.2.6.13.3 Vendor will provide the Town with a monthly activity report within ten (10) days following the end of each month.

2.2.6.13.4 Aside from Town access to the reporting function, Vendor shall provide monthly reports that shall indicate the following type of information in a format convenient to the Vendor but acceptable to the Town:

• The total number of events detected, and the total number of possible violations captured versus the total number of potential violations sent to the Town by location and in total by month or by week.

• The total number of violations which occurred and percentage of total vehicle traffic by lane by month or by week.

• The total number and percentage of rejected images by reason; divided into controllable and uncontrollable reasons. The sum of all shall include all the exceptions listed below including controllable and uncontrollable events:

o Vendor Controllable exceptions such as (but not limited to)

False camera trigger events

Improperly lit or dark images

Washed out plates/reflective sheeting

Plates with plate blockers

Unfocused/unreadable plate images

Vehicles out of position in the first or second image

Images with unmated violation event data

Improper red time delay

Green light in second image

Too old to issue notice (legal time expiration)

Wrong plate entered

Red light not visible in frame o Uncontrollable rejections (outside vendor’s control)

• Emergency vehicle (marked and un-marked) with emergency lighting activated

• Missing plate

• Obstructed plate

• Paper/dealer plate

• Unenforceable plate – police/diplomat/emergency vehicle

• Funeral procession or other wave through

• No DMV record found o Additional information to be available upon request by the Town o Financial reports should be segregated by the following means:

Date Paid

Date of Citation

Payment Amount

Citation Number

Location of Payment (if lockbox and web payments are approved) o Form of payment unapplied payments (if any). An outstanding Citations

Report should be provided on a month-end basis. This report should indicate:

Citation Number

Issuance Date

2.2.6.13.5 Vendor shall be able to provide an audit trail of all voided and discarded images for at least thirteen (13) months from the violation event date.

2.2.6.13.6 How does the system Proposal allow the Vendor and the Town to track violations that have been captured and reconcile each violation (issued or non-issued) from capture through disposition.

2.2.6.13.7 Show the…