* REQUEST FOR PROPOSAL *

I. The CITY OF KISSIMMEE is seeking SEALED PROPOSALS on the following:

Request for Proposal Number RFP2026001 School Zone Speed Detection Cameras

II. All proposals must be submitted in a SEALED envelope and plainly marked with the proposal number on the exterior of the proposal envelope, one (1) original, one (1) copy and (1) electronic copy on CD.

III. To be considered proposals MUST be delivered OR mailed to:

City of Kissimmee Finance Department 4th Floor Attn: Purchasing Division 101 Church Street Kissimmee, FL 34741

And time stamped on or before 2:00PM January 06, 2026.

IV. All proposals shall be opened and read publicly in the City of Kissimmee Finance

Department 4th Floor, Allendale Conference Room, 101 Church Street, Kissimmee, Florida at 2:30PM January 06, 2026.

V. All proposals must be according to specifications and conditions, and on the forms provided herein.

VI. The Proposal's name and address shall be clearly shown on the exterior of the Sealed

Envelope.

VII. The City of Kissimmee reserves the right to accept and/or reject any or all proposals, with or without cause, to waive technicalities or to accept the proposal which, in its judgment, best serves the interest of the City of Kissimmee. Persons are advised that, if they decide to appeal any decision made concerning the award of this proposal, they will need a record of the proceedings, and for such purpose, they may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be made. Proposal results other than the apparent low offer will not be provided in response to telephone inquiries. Proposals desiring a copy of the Abstract of Offers should include such request with a self addressed stamped envelope in their proposal.

Brandon Durango Financial Resources and System Manger

General Requirements:

1.1 PROPOSAL PREPARATION

Submission of a proposal in response to this solicitation shall evidence the proposer’s acknowledgement that he is cognizant of all the conditions and specifications contained herein and that any offer made is in accordance with the contained specifications and conditions unless, specifically identified and explained as exceptions on the proposer’s schedule. Each proposer is responsible for the completeness and accuracy of their proposal. Proposals must show manual signatures by an individual authorized to offer such obligations, and shall contain evidence of that person’s authority to make such offers. Unsigned proposals will be rejected. Stamped or otherwise reproduced signatures are not acceptable. Erasures or other changes must be initialed by the person signing the proposal. Proposers should include all descriptive literature specifications, or catalogs or cuts necessary to specifically identify and describe the item(s) being offered. Failure to do so may result in the proposal being declared non-responsive.

1.2 SUBMISSION OF PROPOSALS

All bids shall be submitted in a sealed envelope on the forms included with this solicitation with the bidder’s name and address and bid number plainly marked on the exterior of the envelope. Timely submission of a bid is important. Official receipt is acknowledged using an atomic date/time stamp interfaced with the U.S. Government’s National Institute of Standards and Technology (NIST) which is the official time keeper for the U.S. Facsimile or telegraphed bids will not be accepted.

1.3 PRICING

The unit price for each item being proposed will be shown on the Proposal Schedule and will include all costs for or associated with the item. A total for each line item will be entered on the Proposal Schedule. In case of a discrepancy between unit price and extended price, the unit price shown shall prevail.

1.4 DELIVERY

Exact delivery times frames or dates must be shown on the proposal, such as, “(x) days after receipt of order”. Number of days for delivery shall be presumed to include all weekends or holidays in the period. All offers shall be FOB Destination and shall include inside delivery to the delivery point specified.

1.5 DEFAULT

Should the successful proposer for any award made as a result of this solicitation fail to deliver a product in accordance with the specifications contained herein and within the time frame promised, the City of Kissimmee reserves the right to cancel the contract for default and to award this contract to the next most qualified offer. The proposer in default may be held liable for any added cost to the City of Kissimmee incurred as a result of such action.

1.6 LATE PROPOSALS AND WITHDRAWL OF OFFERS

No proposal will be accepted after the published deadline for accepting proposals in response to this solicitation. Proposals may be withdrawn at any time prior to the official time set for the proposal opening. No modification or withdrawal of any offer received will be allowed after the time and date set for the official proposal opening.

1.7 DISCOUNTS

Proposers may offer cash discounts for prompt payment, however, any such discount offered will not be considered as a factor in determining the lowest proposals offered. Any other discounts should be reflected in the unit price proposal.

1.8 PROPOSAL EVALUATION AND AWARD

All proposals received will be evaluated based on one or more of the following factors: price;

quality of product offered; compliance with specifications; delivery; reputation of the proposal;

previous contract proximity of parts and service; compatibility with similar, existing products; and any other factors detailed in the specifications. Award will be made to the lowest responsive and responsible proposer complying with the provisions of the invitation to Proposal, provided that such award is in the best interests of the City of Kissimmee.

The City of Kissimmee reserves the right to accept and /or reject any or all proposals in whole or in part with or without cause; to waive technicalities; to make multiple awards on a line item basis;

and accept the proposal which in its judgment, best services the interest of the City of Kissimmee.

Proposers are cautioned that no communication with any City of Kissimmee employee involved in the evaluation process is authorized during the proposal evaluation process unless such communication is originated by the City of Kissimmee for the purpose of clarifying the proposal.

Questions regarding the status of any proposal should be directed to the Purchasing Agent.

Proposal awards will be posted in the Purchasing Office after Commission Approval. Vendors are responsible for following up on the status of any proposal. The City of Kissimmee will only notify successful vendor(s).

1.9 BILLING AND PAYMENT

The City of Kissimmee will pay all proper invoices submitted for supplies and/or services within 30 calendar days. To be considered a proper invoice it must be submitted in 2 copies to the City of Kissimmee Accounting Department, 101 Church Street Kissimmee, FL 34741, show the Vendor FEID Number, the purchase order number and be based on proper delivery installation or provision of goods or services to and accepted by The City of Kissimmee. The payment cycle will not start until all the above requirements are met.

1.10 SAMPLES

The City of Kissimmee may, at its discretion, require submission of samples for inspection and testing. When specifications require such submissions, all costs for such samples, including postage, will be the responsibility of the proposer. Samples that are not consumed in the evaluation process or determined necessary for comparison with future deliveries may be returned at the proposers request and at the proposers’ expense. The City of Kissimmee will not be held liable for any sample provided.

1.11 SILENCE OF SPECIFICATIONS

The silence of these specifications regarding exact details of any product or service required shall be regarded as meaning that only the best commercial practices will prevail and that only materials of first quality and correct type, size, or design are to be used. All workmanship will be first quality. Unless otherwise specified all products provided as a result of this solicitation will be new, unused, the latest model in production, and in compliance with the enclosed specifications.

1.12 USE OF BRAND NAMES

Unless otherwise stated, the use of brand names in specifications is not intended to restrict any offer. Brand names are only used to illustrate the type and quality of product acceptable for this solicitation and to provide a simplified specification. Vendors should feel free to propose any equal item provided that all exceptions to these specifications are clearly identified and explained and definitive specifications for the item being proposed including product literature, cuts or samples are included with the proposal. The City of Kissimmee reserves the sole right of final determination of product equivalency.

1.13 WARRANTY

All warranties for products or services provided under any contract resulting from this solicitation will meet or exceed that warranty offered the providers most favored customer and in no instance will be less than unlimited twelve-month non-prorated warranty. If individual specifications contained herein require a warranty in conflict with this provision, the warranty provisions of the individual specification shall prevail.

1.14 ADDENDUMS

In the event modifying addenda to the basic solicitation are issued the City of Kissimmee will attempt to provide such addenda to all vendors who have been furnished proposal packages.

However, it shall be the proposer’s responsibility to verify with the Purchasing Office before the proposal is submitted whether or not addenda have been issued and to obtain such addenda for submission with the proposal. Receipt of any addenda issued must be acknowledged on the proposal schedule.

1.15 PROPOSERS CERTIFICATION

By signature on this proposal, proposer certifies or in the case of a joint proposal each party certifies that:

A. He has not given, offered nor intends to give at any time economic opportunity, future employment, favor or gratuity in any kind to any employee of the City of Kissimmee in connection with this proposal.

B. That the proposer has not divulged or discussed his offer with other proposers.

C. Prices offered have been determined independently without collusion with other proposers for the purpose of restricting competition.

D. No attempt has been made to induce any potential proposer to submit or decline to submit an offer in response to this solicitation.

1.16 “NO PROPOSAL” RESPONSE

Vendors electing to not submit proposals in response to this solicitation should complete the attached “Notice to Proposers” form. Failure to return the form may result in your omission from future proposal lists.

1.17 COMPLIANCE WITH THE JESSICA LUNSFORD ACT

If applicable, compliance with the Jessica Lunsford Act will be required by Contractor.

1.18 PROTEST

Any protest must be made within three (3) days following posting of the proposal award. Protest procedures are available from the City of Kissimmee Finance Department 4th Floor Attn:

Purchasing Division, 101 Church Street, Kissimmee, FL 34741.

Notice of decision or intended decision concerning a bid solicitation or award may be given by posting the bid tabulation or recommended award at the location where the bids were opened or posted electronically on the City’s website www.kissimmee.gov. Failure to file a protest within the deadlines prescribed shall constitute a waiver of protest proceedings.

2.0 SPECIAL PROVISIONS:

2.1 PUBLIC ENTITY CRIMES: "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact http://www.kissimmee.gov/ business with any public entity in excess of the threshold amount provided in Section 287.0l7, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list".

2.2 CLARIFICATION OF REQUIREMENTS: Questions regarding clarification or interpretation of the technical specifications and/or non-technical nature regarding this solicitation must be addressed IN WRITING to Debbie Luke, Purchasing Coordinator at 101 Church Street, Kissimmee, Florida 34741 OR BY EMAIL to procurement@kissimmee.gov not less than seven (7) days prior to the RFP opening date. Last day for questions is Wednesday, December 10, 2025 by 4pm.

However, unless modified by a written addendum issued by the Purchasing Agent, the specifications and conditions contained herein stand as stated. Verbal communications are neither authoritative or binding. Any verbal interpretation in conflict with these specifications as written should immediately be directed in writing to the Purchasing Agent for the City of Kissimmee. Any interpretation provided to any vendor in response to inquiries regarding this solicitation which may affect the outcome of this proposal will be furnished in writing to all vendors who have received proposal packages.

2.4 No minor children are permitted to accompany proposers during pre-proposal conferences, proposal opening or site tour.

2.5 A link to this website is available through the City’s Web Page http://www.kissimmee.gov, under the Finance Department, Purchasing. Notice of Award, Proposals currently available, and Tabulation sheets are available Online. Proposers, who do not have Internet access, may request a copy of the tabulation by enclosing a stamped, self-addressed envelope with the Proposal response.

2.6 FEES AND LICENSURE COST: This bid requires the following fees/licensure: proof of a valid occupational license from the jurisdiction of the bidder's place of business.

2.7 The City of Kissimmee has a Local Vendor Preference Policy: When written bids, responses to request for proposals or quotations are received by the City as part of the competitive sealed bid process, and the lowest responsible price is offered by an individual or entity that is not an Osceola County person, firm and/or corporation and the next lowest responsible bidder is an Osceola County person, firm and/or corporation, the Osceola County individual or entity will be given an opportunity to match the lowest price offered.

If an offer is made to match the lowest price and the Osceola County individual or entity is otherwise fully qualified and meets all City requirements, the bid shall be awarded to the Osceola County individual or entity at the lowest price. In order to receive the local vendor preference provided herein, the Osceola County individual or entity that qualifies as the next lowest price bidder hereunder, must unconditionally agree in writing to match the lowest price bid and deliver to the City designated representative by 8:30 a.m. on the third regular business day after notification of opportunity to match bid. Eligibility form is Attachment A.

2.8 INSURANCE PROVISIONS: Contractor shall be responsible for all damages to person or property that occur on the job site or adjacent thereto as a result of Contractor’s fault or negligence in connection with this Agreement. Contractor shall, prior to commencing work, furnish evidence to the City of Kissimmee of required insurance policies naming City of Kissimmee as additional insured, underwritten by a firm rated A-X or better by A.M. Best and qualified to do business in the State of Florida. Policies must be “Occurrence” form. Each carrier will give the City sixty (60) days’ notice prior to cancellation. Throughout the term of this Agreement, Contractor and/or any and all subcontractors or anyone directly or indirectly employed by either of them must maintain in mailto:procurement@kissimmee.gov http://www.kissimmee.gov/ force, Contractor at their sole cost and expense, at all times, insurance coverage as follows:

a. Workers Compensation: Worker’s Compensation coverage for all employees at the site location. The limits will be statutory for Worker’s Compensation and $300,000.00 for Employers’ Liability.

b. Comprehensive General Liability (CGLI): CGLI coverage with limits of not less than $2,000,000.00 per occurrence, or CGLI coverage combined with Umbrella Insurance with limits of not less than $2,000,000.00 per occurrence, completed operations, product liability, combined single limit for Bodily Injury and Property Damage including coverage for premises/operations, contractual liability, personal injury, and broad form property damage.

This policy of insurance must be written in an “occurrence” based format.

c. Comprehensive Automobile Liability: Comprehensive Automobile Liability coverage for all owned and non-owed vehicles for limits of not less than $1,000,000.00 per occurrence.

d. Cyber Liability Coverage: such coverage includes loss or disclosure of electronic data, media and content rights infringement and liability, network security failure, and software copyright infringement liability, and Privacy and Network Security coverage which includes providing protection against liability due to (a) system attacks, (b) denial or loss of service attacks, (c) spread of malicious software code, (d) unauthorized access and use of computer systems, (e) crisis management and consumer notification expenses, (f) privacy regulatory defense and penalties where insurable by law, and (g) liability arising form the loss or disclosure of confidential data. Such coverage limits shall be $1,000,000 per claim and $2,000,000 annual aggregate.

2.9 This bid contains pages 1 - 60. Please contact the Purchasing Office at 407-518-2214 if you are missing any pages.

3.0 INTRODUCTION:

1. It is the intent of this Request for Proposals for School Zone Speed Detection Cameras (RFP) to hire a qualified contractor (hereinafter “Contractor”) to provide a turnkey school speed zone detection system program (hereinafter “Program”) to City to enhance public safety.

2. It is the intent and purpose of this solicitation to promote competition. It shall be the proposer’s responsibility to advise the Purchasing Coordinator at the address noted above, if any language, requirements, etc., or any combination thereof, inadvertently restricts or limits competition or if the requirements stated in this document limits it to a single source. Such notification must be submitted in writing and must be received by the Purchasing Coordinator no later than ten (10) calendar days prior to the proposal closing date.

3.1 PROJECT BACKGROUND AND DESCRIPTION

In 2023, House Bill 657 gave municipalities the authority to implement a Program by passage of an ordinance. The City of Kissimmee will seek to attempt to ratify an ordinance authorizing Program following selection of a qualified contractor. The Program may not go into effect until the City of Kissimmee Commission pass an ordinance authorizing Program. The award of this contract and the implementation of the Program is subject to the discretion of the City Commission.

The City wishes to implement a Program to enhance public safety in school zones by increasing awareness of and enforcement of speed limits within school zones. It is the hope of the City that the Program will significantly reduce speeding in school zones and protecting pedestrians and motorists. This Program aims to create safer environments for schoolchildren and reinforce responsible driving behavior in high-risk school zones.

The City is seeking a qualified Contractor that will deliver a comprehensive solution to ensure effective operation of the Program. The Contractor must be capable of performing every aspect in the scope of services below. The Contractor may propose a Flat-Fee, Revenue Share, or Cost- Per Ticket Model as compensation for the Program by completing Attachment A.

3.2 SCOPE OF SERVICES

The project scope includes installing and maintaining all equipment and providing a turnkey violation notice processing system for issuing and adjudicating school zone speed violations. The proposer must identify in its proposal whether it intends to outsource any turnkey violation notice processing functions, including violation processing, accessing motor vehicle information via fiber or any other approved method, and printing and mailing violation notices.

The Contractor is responsible for complete compliance with all laws, rules, and regulations which may be applicable. This RFP and any resulting Contract intend to require that the Program provided comply with all of the requirements established by the State of Florida and the Florida Department of Transportation (“FDOT”). The City intends to have effective, fair, and reliable school zone speed enforcement pursuant to the Program.

The Contractor will supply a speed camera detection system and program for school zones within the City of Kissimmee that are designated by the City of Kissimmee Commission. Contractor’s consideration for this project shall be either a Flat-Fee, Revenue Share, or Cost-Per Ticket Model.

All installation, maintenance, calibration, administration, and regulatory compliance costs are the responsibility of the vendor.

Contractor shall be responsible for the following with regard to the Program:

a. Traffic Studies. Contractor shall compile traffic data to allow the City of Kissimmee Commission to determine whether there is a need for a school speed zone detection system (hereinafter “System”) at various school speed zones within the City.

i. If the City requests that Contractor compile traffic data to determine the feasibility of a System at a particular school speed zone, Contractor shall compile such data within ninety (90) days.

ii. Contactor may, on its own initiative, compile traffic data for a particular school speed zone, however City staff shall be solely responsible for deciding whether to request City Commission to authorize installation of a System at a particular school speed zone.

iii. Contractor understands that the City of Kissimmee Commission retains the sole authority to determine whether to install a System within a particular school speed zone within the City.

b. System Locations. Contractor shall install a System at each location authorized by City

Commission.

i. The City does not guarantee any minimum number of Systems under the Agreement.

ii. City shall have the right to require the Contractor to remove or relocate any System installed by Contractor during the term of the Agreement by providing Contractor written notice. Such relocations and removal may be subject to the payment of a reasonable fee by the City, as may be negotiated with the Contractor, but such fee shall not include Contractor’s anticipated or future profits from operation of the System after the date of removal, relocation, or termination.

iii. If Contractor is required to remove or relocate a System by City, Contractor shall remove or relocate all equipment related to a System and restore the site surrounding the removed or relocated System to the condition that the site was in prior to installation within 30 days of receiving notice.

c. Public Awareness Campaign, Public Announcement, and Warnings. Contractor shall conduct a public awareness campaign for at least thirty (30) days before commencing enforcement pursuant to the Program. Contractor shall make a public announcement regarding the Program which complies with Florida Statutes section 316.0076(3)(b).

Contractor shall ensure that during the public awareness campaign that all operable Systems only issue warnings to the registered owners of a motor vehicle for a violation.

Contractor shall procure and install signs within each school zone where Contractor installs a System, which comply with Florida Statute section 316.0776(3)(a) and inform drivers of the presence of school zone detection systems within particular school zones.

i. The public awareness campaign shall include information and statistics regarding the dangers of school zone speeding.

ii. The City expects that Contractor will share any knowledge that Contractor has gained in its experience as to the most effective and creative ways to conduct a public awareness campaign and dispense traffic safety awareness information.

d. Hardware and Equipment. Contractor shall provide all the hardware and equipment necessary to operate the Program.

i. Hardware and equipment necessary to operate the Program includes but is not limited to, all image capture devices, radar or LiDAR equipment, poles, cabinets, and other related equipment.

ii. Contractor shall install fixed Systems and each System shall be automated.

iii. Each System must detect speed by radar or LiDAR.

iv. Each System must capture both photographs or still images taken from video and video of speeding violations.

v. Each System must provide at least two (2) photographs or still images taken from video and one (1) video of each potential violation event captured by the system.

1. The first photograph or still image shall capture the vehicle within the area of the designated school speed zone at the time of speed capture and the school zone flashing beacon device. If the image contains more than one vehicle, the camera system or Contractor’s software application should include a visual indicator or mark indicating which vehicle in the image was the vehicle captured speeding by the System.

2. The second photograph or still image, which may be a crop from the first image if image quality allows, shall depict a close-up of the license plate of the vehicle.

3. The photographs or still images must allow the viewer to identify the make, model, and color of the motor vehicle that is reasonably believed to have violated the applicable speed limit.

4. Each System shall consistently capture and produce clear images of license plates regardless of glare or materials used to obscure the license plate from a clear view at various viewing angles.

vi. Each System must be capable of monitoring, detecting, and recording speed violations in up to four (4) lanes of traffic in any direction at once.

vii. Each System must be programmable for the school calendar with specific enforcement times.

viii. Each System must record data pertinent to each captured event at the time of capture as necessary to provide and produce evidential documentation of the infraction for purposes of issuing a warning letter, notice of violation (NOV), or Uniform Traffic Citation (UTC).

1. Such data must include, but is not limited to, date, time, location, and vehicle speed.

2. Each System’s technology and the data captured must be able to support that the vehicle being cited for speeding is the vehicle captured by the speed detection system as required by the governing Florida Statute.

e. Installation of Hardware and Equipment. Contractor shall, at Contractor’s cost and expense, be responsible for the site design, construction, and installation of all equipment and hardware related to each System approved by City Commission pursuant to the Program.

i. Installation includes creating and providing system design and installation plans, and submitting such designs and plans to the appropriate permitting bodies for their review prior to installation.

ii. During the term of the Agreement, Contractor shall be responsible for obtaining and maintaining any necessary state or local permits, including but not limited to State of Florida Department of Transportation permits if a System is to be installed on a State Road, necessary to operate a System.

iii. Contractor shall place and install each System in compliance with State of Florida

Department Transportation specifications and all other applicable state and local law and regulations.

iv. Contractor shall be responsible for providing or securing any and all necessary power to operate each System. Unless otherwise approved by the City for a particular location with provision made for appropriate reimbursement to the City or other third party, Contractor shall be required to have separate electrical meters for all hardware and equipment related to a System at all locations at its own expense.

Contractor shall be responsible for paying for the electricity for its Systems.

f. Maintenance and Operation of Hardware and Equipment. After installation of System, Contractor shall, at Contractor’s cost and expense, be responsible for maintaining all Systems in working order through the term of the Agreement. After installation of System, Contractor shall, at Contractor’s cost and expense, be responsible for operating all Systems in compliance with all statutory and legal requirements.

i. The servicing, maintenance, repair, and replacement of hardware or equipment related to a System which is damaged or otherwise not fully functioning will be the exclusive responsibility of the Contractor, unless such damage is caused by the negligence or intentional misconduct of the City.

ii. Contractor shall provide a prompt response to system outages and equipment malfunctions and failures. Contractor shall provide to City regular updates regarding repair status and any expected repair times.

iii. Contractor shall perform any necessary tree trimming and shall be responsible for the removal of other camera obstructions to allow proper operation of its Systems during the term of the Agreement.

iv. Contractor shall be responsible for performing all self-tests and calibration tests of

Systems as required by state law.

1. Each System must perform self-tests as to its detection accuracy at least once every 30 days. Contractor shall maintain a log of the results of each System’s self-tests (hereinafter “Log”). Contractor must provide City a copy of the Log related to each System.

2. Contractor shall have an independent calibration test performed on each

System at least once every twelve (12) months. Contractor shall maintain copies of all independent calibration tests. Contractor shall provide City proof of completion of such independent calibration test for each System.

Contractor shall perform such independent calibration tests at no cost to the City.

v. Contractor shall be responsible for any property damage caused by Contractor or its agents or subcontractors to any City, County, State, or private property during the installation, maintenance, operation, and removal of its Systems.

vi. Contractor shall be responsible for restoring a location to its prior condition when any equipment is removed for any reason and upon termination or expiration of the

g. Time of Operation. Contractor shall ensure that the Program is operated in school speed zones authorized by the City Commission during the following times:

i. Within thirty (30) minutes before through thirty (30) minutes after the start of a regularly scheduled breakfast program,

ii. Within thirty (30) minutes before through thirty (30) minutes after the start of a regularly scheduled school session,

iii. During the entirety of the regularly scheduled school session,

iv. Within thirty (30) minutes before through thirty (30) minutes after the end of a regularly school session.

Contractor shall notify the City within twenty-four (24) hours if a System experiences any of the following errors:

i. Fails a self-test,

ii. Has not been independently calibrated within the preceding twelve months, or

iii. Experiences a failure that prevents the System from capturing a photo or video of a speeding violation.

If a System experiences such an error, Contractor shall provide City with weekly updates as to Contractor’s progress towards rectifying the error. If the error persists for more than 20% of a calendar month, Contractor, if compensated by the Flat-Fee Model, shall not impose any fee for the System experiencing the error for that calendar month.

h. Developing Necessary Documents. Contractor shall develop proofs for all documents required to administer the Program, including but not limited to warning letters, NOVs, UTCs, affidavits of non-responsibility, and hearing request forms.

i. Prior to implementation of Program, Contractor shall provide all proofs of such documents to City for review and approval.

ii. Contractor shall update such documents promptly upon request from City.

iii. NOVs and UTCs shall include all information required by state law and shall include all information required by the recipient to log onto Contractor’s website to view photographs and video of the violation.

i. Software. Contractor shall provide City with access to a software solution which will provide City the ability to review and process speed detection events captured by System.

For the City’s review and issuance of NOVs and UTCs, the software must provide the City access to a clear image or images that capture the vehicle and vehicle license plate, together with the data of the date, time, and location of the traffic event, as well as the speed of the vehicle.

i. Capabilities. The software shall provide the ability to:

1. Issue NOVs and UTCs, reject events, skip events, forward events for supervisor’s review, and save events.

2. Analyze images, re-crop images, and lighten and darken images.

3. Change or update vehicle owner information.

4. Access or request access to live street-view videos (for diagnostic and other purposes to the extent allowed by Florida Law) and previously recorded videos.

5. Review captured events by camera location.

6. Review captured events by date of violation.

7. View and download all original RAW images.

8. Save an event by event type (crash, near hit, etc.).

9. Review an NOV or UTC and display any other violations under that same license plate number.

10. Store, access, and view the archived or closed documents.

11. Enter notes or written reports into the case.

12. Access uploaded documents attached to a case.

13. Download an automatically generated court case file or evidence package for any contested violations consisting of:

a. All images and video of the violation,

b. Registered vehicle information,

c. A violation history report,

d. A correspondence file, and

e. Payment history.

14. If an NOV has not been resolved, by payment or a request for a hearing, thirty (30) days after the date of mailing of an NOV to the registered owner of the violating vehicle, place the violation in a review queue for issuance of a

UTC.

15. To generate a Warning Letter, NOV, Reminder Letter, and UTC (hereinafter

“Event Documents”) for issuance by the City.

16. Reporting or informational tools to allow the City to view overall Program information and metrics, including statistical trends and payment history. The software shall collect, aggregate, and compare traffic data in school speed zones in near real-time. Such reporting and informational tools shall include the ability for the City to access information regarding:

a. Current open cases,

b. Present status of all cases,

c. Number of outstanding NOVs,

d. Payments received and other financial information related to the

Program,

e. Detailed report of all cameras that are in service, and

f. Detailed report of all cameras that are out-of-service.

ii. Registered Owner Information. Contractor shall obtain register vehicle owner information within the United States as necessary for the City to issue the Event Documents. Contractor shall keep access to vehicle owner information secure and confidential in accordance with all requirements of federal and state identification protection laws.

iii. Implementation. Contractor shall cooperate with City’s IT Department to ensure City staff can access software within one (1) month prior to the commencement of the public awareness campaign.

iv. Training. Contractor shall provide training to City staff, including law enforcement or traffic infraction enforcement officers, City clerk staff, and City Finance Department staff, on the use of such software, with no additional cost to the city, within two (2) weeks before commencement of the public awareness campaign.

j. Mailings. Contractor shall mail NOVs to the address of the first registered owner of the violating vehicle by first-class mail within three (3) business days after the City determines that a violation occurred. Contractor shall mail UTCs to the address of the first registered owner of the violating vehicle by certified mail within three (3) business days after the City determines that a violation occurred.

i. Contractor shall provide City with proof that all NOVs were sent by first-class mail and the date that the NOV was mailed.

ii. Contractor shall provide City with proof that all UTCs were sent by certified mail and the date that the UTC was mailed.

k. Customer Service to City. Contractor shall provide customer service to the City by:

i. Conducting a prompt initial review of potential violations and performing quality control on images captured,

ii. Accurately rejecting potential violations that may not be proven according to specifications for enforcement provided by the City,

iii. Promptly forwarding potential violations meeting the specifications for enforcement provided to the City for a determination of whether a violation occurred. In no event shall Contractor forward City any potential violation where the vehicle does not exceed the posted speed limit by more than ten (10) miles per hour,

iv. Processing all payments received on behalf of the City,

v. Upon receipt of payment, updating the payment status of the violation and documenting receipt of the payment in the Software within twenty-four (24) hours or receipt of payment,

vi. Distributing payments collected from UTCs and NOVs to the City and various state and local agencies according to state law,

1. Contractor shall make weekly payments of money due to the State of

Florida Department of Revenue by EFT.

2. Contractor shall make weekly net payments due to the City into a City designated account as directed by the City’s Finance Department.

3. Contractor shall make monthly payments to the Osceola County School District as directed by the Osceola County School District.

vii. Upon deposit of net payment into a City designated account, documenting payments received and deposited in the Software within twenty-four (24) hours of the deposit,

viii. Accounting for all funds received in connection with the Program using generally accepted accounting principles,

ix. Providing reporting of payments collected to the following parties:

1. To the City on a monthly basis.

a. Which shall include a breakdown of payments received by statutory amount, hearing officer-imposed fines, and administrative hearing fee amounts for both individual violations and by the Program in the aggregate.

2. To the State of Florida Department of Revenue on a weekly basis,

x. Providing the City the right to audit monies received by Contractor under the

Agreement,

xi. Providing legal services to City, at no cost to the City, for any challenge to the installation, deployment, and policy or standard procedures for operation of the Systems and related software Program, and

xii. Upon request of the City and at City’s expense, providing to City an expert witness regarding the operation of Systems and related software.

1. Such witnesses shall be capable of providing expert testimony as needed, concerning all phases of System operation, including, but not limited to, the theory, operation, maintenance, calibration and testing, and functional capabilities of the image capture and laser/radar systems, in support of the prosecution of violations.

2. Expert witnesses shall also be capable of providing all necessary support for the presentation of violations at hearings to include all relevant photo and video evidence under the Program.

3. Upon the request of the City, Contractor’s expert witnesses should be capable of training City-identified individuals such that they themselves can qualify as expert witnesses.

l. Customer Service to Vehicle Owners. Contractor shall provide customer service to vehicle owners who have received a Warning Letter, NOV or UTC (hereinafter “Vehicle Owners”) by:

i. Enabling Vehicle Owners to review photos and video associated with their Warning

Letter, NOV or UTC via a website,

ii. Enabling Vehicle Owners to access, download, and print an affidavit to establish a defense via a website and enabling Vehicle Owners to upload a completed affidavit to a website or email a completed affidavit to Contractor.

1. Contractor shall also allow Vehicle Owners to send a completed affidavit by mail.

2. Contractor shall notify the City of the receipt of the affidavit and make such affidavit available to the City within three (3) business days of receipt of the affidavit.

iii. Providing a customer service phone line for Vehicle Owners in English and Spanish that is available twenty-four (24) hours a day, seven (7) days a week,

iv. Allowing Vehicle Owners to pay violations by check, money order, credit card or debit card by mail, online, or by phone in English and Spanish, either with an operator or with Interactive Voice Response (IVR).

v. If Contractor imposes a convenience fee for credit card or debit card transactions, such convenience fee shall not exceed three (3) dollars per transaction, inclusive of any credit or debit card fees.

m. Data Storage and Retention. Contractor shall be responsible for the secure collection, transmission, storage and access by the City to information collected or obtained by the Contractor related to captured school zone events, including but not limited to NOVs, UTCs, photos, video, self-test logs, annual calibration tests and affidavits, (hereinafter “Data”) in accordance with all applicable federal, state, and local laws and for such time that is necessary to allow the City to prove violations at hearing.

i. Contractor shall provide data backup and disaster recovery protection for Data.

ii. All Data should be stored within the continental United States.

iii. Data shall be easily accessible to City to allow City to access relevant data to prove violations at hearing.

iv. Contractor must destroy any recorded video or photograph obtained through the use of a System within 90 days after the final disposition of the recorded event.

v. Other than recorded video or photographs, Contractor shall retain all other data related to an event for which an NOV or UTC was issued for a minimum of five (5) fiscal years from the date of final disposition.

vi. Contractor shall comply with Florida public records law, including data retention periods, for all other data.

vii. Contractor shall forward all public record requests for Program information, including but not limited to requests for still images and video taken by Contractor’s Systems, received by the Contractor, to City for processing and response, unless otherwise precluded by law.

viii. Contractor shall make available such information in Contractor’s possession related to operations in the City as is necessary for the City to comply with its obligations under public records law.

ix. Contractor and the City shall cooperate in good faith on establishing a process for responding to public records request for Program information in Contractor’s possession.

x. Contractor must provide City with written notice by December 31 of each year that recorded video or photographs obtained through the use of a System have been destroyed in accordance with Florida Statute section 316.1896(15)(b).

xi. Contractor shall not use recorded video or photographs collected pursuant to

Program for any purpose other than documenting violations of Florida Statutes sections 316.1895 and 316.183 and determining criminal or civil liability for incidents captured by the speed detection system incidental to the permissible use of the speed detection system.

xii. Registered motor vehicle owner information obtained as a result of the operation of a System shall not be the property of Contractor, the manufacturer of the System or any component thereof, or any of Contractor’s subcontractors. Contractor, the manufacturer of the System or any component thereof, and Contractor’s subcontractors may only use registered motor vehicle owner information obtained as a result of the operation of a System for purposes of operating the Program.

n. Annual Reporting. Contractor shall prepare annual reports and collect and compile the necessary data for such reports, to the City Commission and the State of Florida Department of Highway Safety and Motor Vehicles, or more frequently if required by the City Commission or the State.

i. The annual report for the City Commission shall be provided to City on or before

September 1 of each year that this contract is in effect and shall comply with Florida Statute section 316.0776(3)(c) and include the following information:

1. Number of NOVs issued,

2. Number of NOVs contested,

3. Number of NOVs upheld,

4. Number of NOVs dismissed,

5. Number of UTCs issued,

6. Number of citations paid, and

7. How collected funds were distributed and in what amounts.

ii. The annual report for the State of Florida Department of Highway Safety and Motor Vehicles shall be provided to City on or before September 1 of each year that this contract is in effect and shall comply with Florida Statute section 316.1896(16)(a) and include the following information:

1. The public safety objectives used to identify a school zone for enforcement,

2. Whether the City provided an annual report to City Commission, as further defined in Florida Statutes Section 316.0766(3)(c),

3. The results of the speed detection system in the school zone,

4. The procedures for enforcement,

5. Provides location information for each speed detection system, including:

a. The geocoordinates of the school zone,

b. The directional approach of the speed detection system,

c. The school name,

d. The school level,

e. The times the speed detection system was active,

f. The restricted school zone speed limit enforced pursuant to Florida Statutes Section 316.1895(5),

g. The posted speed limit enforced at times other than those authorized by Florida Statutes Section 316.1895(5),

h. The date the systems were activated to enforce violations of Florida Statutes Sections 316.1895 and 316.183, and

i. If applicable, the date the systems were deactivated,

6. The following enforcement information:

a. Number of NOVs issued

b. Number of NOVs contested

c. Number of NOVs upheld

d. Number of NOVs dismissed

e. Number of UTCs issued

f. Number of citations paid, and

7. Any other statistical data and information related to the procedures for enforcement which is required by the State of Florida Department of Highway Safety and Motor Vehicles.

iii. Contractor shall maintain the respective data related to annual reports to the City

Commission and State of Florida Department of Highway Safety and Motor Vehicles for at least two (2) years after such data is reported.

o. Technical Support. Contractor shall provide technical support to City on an as needed basis to keep the Program operating.

p. Remote Surveillance Prohibited. Contractor shall ensure that Contractor’s agents and employees do not use any speed detection system to conduct remote surveillance.

City shall be responsible for the following regarding the program:

a. Drafting an ordinance authorizing Program and bringing such ordinance before City Commission.

b. Presenting annual reports concerning Program data to the City Commission.

c. Submitting annual reports concerning Program data to the State of Florida Department of Highway Safety and Motor Vehicles.

d. Providing Contractor the start time for any regularly scheduled breakfast program, the start time and end time of regularly scheduled school session, and the dates of regularly scheduled school sessions for each school speed zone that is part of the Program. City shall update Contractor as to any changes to breakfast programs, school start and end times, and the dates of regularly scheduled school sessions.

e. Designating appropriate staffing, which may consist of a law enforcement or traffic infraction enforcement officer, to review an event to determine if a violation has occurred.

f. Staff shall determine if a violation has occurred and issue NOVs and UTCs by utilizing

Contractor’s software.

g. Litigating, when appropriate in the sole discretion of the City, challenges to individual notices of violation that do not affect Program-wide operation.

PROJECT SPECIFICATIONS

Key Features:

• School Zone Speed Enforcement: Mobile or fixed units capable of capturing speeding violations in designated school zones.

• Real-time Monitoring: Seamless system that allows real-time monitoring and data flow for enforcement activities.

• Violation Processing: Automated system for processing and managing traffic violations, including sending citations.

• Data Security: Ensure all data is encrypted and compliant with local and state regulations.

Project Deliverables:

• Detailed Project Plan and Timeline: A comprehensive project schedule outlining all phases from installation to final implementation.

• Installation of Enforcement Systems: Complete setup of School Zone Speed Enforcement units, including any mobile units as needed.

• Integrated System: A fully functional system that integrates speed enforcement data for efficient violation processing. Integration with the current system with the ability to advance and upgrade.

• Training Materials and Sessions: Provide training materials and hands-on sessions for City staff to ensure effective system use.

• Ongoing Support Plan: A robust plan for continued maintenance, system updates, and technical support post-implementation.

Timeline:

The timeline should include:

Phase 1: Installation of School Zone Speed Enforcement units, including mobile units where applicable (X weeks).

Phase 2: System integration and testing (X weeks).

Phase 3: Training for department personnel (X weeks).

Phase 4: Full deployment and ongoing support.

Functional Requirements:

• Scalability: The system must be able to scale and…