SCHOOL_BUS_STOP_ARM_CAMERA_ENFORCEMENT_EQUIPMENT_AND_SERVICES.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2025-RFP-230

SCHOOL BUS STOP ARM CAMERA ENFORCEMENT EQUIPMENT

AND SERVICES

RELEASE DATE: May 23, 2025

RESPONSE DEADLINE: June 24, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-RFP-230

Title: SCHOOL BUS STOP ARM CAMERA ENFORCEMENT EQUIPMENT AND SERVICES

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Local Preference Ordinance

2.10. Equal Employment Opportunity

2.11. Construction Related Permits

2.12. Alternate Responses

2.13. Pricing Sheet

2.14. Solicitation Process and Submission

2.15. Solicitation Protest

2.16. Award of Contract

2.17. Execution of Contract

2.18. Notice to Proceed

2.19. No Purchase Order – No Payment Policy

2.20. Electronic Invoice Policy

2.21. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criteria

3.3. Response Submittals

3.4. Attachments

Attachments:

A - 9a-Exhibit _RFP Standard Form of Agreement - City of New Haven

B - 9b-Exhibit_ RFP Standard Terms Part II - City of New Haven

E - EEOC_Vendors_Notice of Fees

1. Project Summary

1.1. Summary

Contract Name: SCHOOL BUS STOP ARM CAMERA ENFORCEMENT EQUIPMENT AND

SERVICES

Solicitation #: 2025-RFP-230

Department: Traffic and Parking

The City of New Haven is issuing a Request for Proposals (“RFP”) to qualified vendors who can provide live digital video school bus stop arm violation detection monitoring systems (the “Monitoring System”) and enforcement program (the “Monitoring Enforcement”) to enhance student safety for the City and the New

Haven Public Schools (“NHPS”). This includes the installation, implementation, and operation of certain aspects of the Monitoring System, training and continuing performance of the hardware, software and supporting services needed for this system to function properly. The proposals shall be for a complete “turnkey” operation.

The City seeks proposals to provide, install, operate, and maintain equipment and hardware for New Haven public school student transportation buses in accordance with project proposals / plans acceptable to the Public

Schools Department and the New Haven Police Department. See Exhibit A for an example of the desired equipment. The proposals should be to equip the entire school bus fleet that transports City public school children (approx. 300 vehicles). Alternatives may also be submitted that provide for coverage of only a portion of the fleet, with the City reserving the right to determine the level of coverage it desires.

The purpose of this solicitation is to enable appropriate monitoring of, and enforcement action (including collection of monetary penalties for violations) related to, non-compliance with Connecticut State laws and regulations. Respondents should familiarize themselves with CT State laws, including but not limited to Public

Act No. 24-107, Connecticut General Statutes, Sections 14-279a, 14-279b, 14-107, 14-140, 51-56a and 51-

164n, 51-164r. Respondents should be prepared to present how the City can best be served in view of existing laws; and with the realization that change in law may occur.

It is anticipated that the project will have no direct out-of-pocket cost to the City; respondents should include means to minimize use of City personnel services and a fee schedule with their proposal.

The services to be provided should include provisions for securing and maintaining as statutorily required all electronic evidence / data collected by monitoring cameras; as well as such other professional services as respondents deem appropriate for this engagement, including proper customer support and training.

1.2. Timeline

Solicitation/Advertise Date: May 23, 2025

Pre-Proposal Questions Due (Non-

Mandatory):

June 3, 2025, 10:00am submit through the portal.

Response to Questions: June 12, 2025, 5:00pm

Solicitation Due Date: June 24, 2025, 11:00am

Interviews/presentations, if conducted: June 30, 2025

Contractor Selection Date: July 10, 2025

1.3. Procurement Contact

Shawn Garris

Deputy Purchasing Agent

200 Orange Street

New Haven, CT 06510

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/165672 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/165672

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/165672, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is Three(3) years with no renewal renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

Certificates of Insurance

The successful bidder shall provide certificates of insurance showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State. The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Contractor shall submit an insurance certificate in addition to a copy of each policy. The Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work. All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to your project contact.

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation. (1). Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s rating of “A-“VIII.

2.6.1. General Liability

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y mailto:NHpurchasingCOI@newhavenct.gov

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

2.6.3. Auto Liability (includes all owned, hired & non-owned autos)

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Combined Single

Limit Each accident including endorsements

$1,000,000 Y Y

2.6.4. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$1,000,000 Y Y

Combined Aggregate --$1,000,000 Y Y

2.6.5. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.6. Cyber Liability/Data Compromise

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $3,000,000 Y Y

2.6.7. Technology Error & Omissions

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $3,000,000 Y Y

2.6.8. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.9. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Local Preference Ordinance

A. For this section, "City Based Business" shall mean a business with a principal place of business located within the City of New Haven. A "City Based Business” shall maintain such status throughout the term of any Contract with the City. Failure to maintain such status shall be grounds for the City to terminate said Contract.

B. To be considered a City Based Business you must submit satisfactory proof to the Purchasing Agent of your current City of New Haven address. Some examples of proof include are, but not limited to:

1. Proof of payment of City of New Haven Real Estate tax bill(s)

2. A current, long term lease in the City of New Haven

3. Proof of payment of City of New Haven personal Property tax bill(s)

C. The Local Preference ordinance can be found in Section 2-483 of the City of New Haven’s Code. Please review for further details.

2.10. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.11. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.12. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.13. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.14. Solicitation Process and Submission

2.14.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/165672 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.14.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.15. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.16. Award of Contract

A. No contract shall be awarded to any contractor, if the entity, or any owner, officer or director thereof is delinquent in any tax or other financial obligation to the city, including, without limitation, a current or ongoing contract dispute concerning performance under an agreement with the municipal government if, in the opinion of the Corporation Counsel, the current or ongoing contract dispute is related to the requirements of the solicitation.The fact that any other entity of which the owner or principal of any contractor is an officer or director is delinquent in the payment of any tax or other financial obligation to the city, shall be a negative factor in the selection or award of such contractor until such obligation is settled.

B. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

C. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

D. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

E. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

F. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

G. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

H. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

mailto:purchasing@newhavenct.gov

I. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

J. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

K. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.17. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility mailto:NHpurchasingCOI@newhavenct.gov for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.18. Notice to Proceed

Once a contract is formally signed and in effect, the specific City department that initiated the need for the contracted work will then issue a Notice to Proceed (NTP). This official written communication formally authorizes the contractor to commence the contracted services or project. The NTP typically specifies the start date of the work and may also include important details such as:

• Project name and contract number: For clear identification.

• Contact information: For relevant City and contractor personnel.

• Project schedule and milestones: Outlining key deadlines and deliverables.

• Specific instructions or clarifications: Regarding the execution of the work.

• Conditions for commencement: Any prerequisites that must be met before work can begin.

2.19. No Purchase Order – No Payment Policy

Policies and Procedures

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.20. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.21. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/general-information/policies-and-procedures https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. Instructions to Bidders

• All responses submitted for this RFP become the property of the City of New Haven, and are subject to public disclosure under Connecticut General Statutes, particularly Chapter 14 (Conn. General Statute § 1-200 et seq.)

• Any information contained in the Proposal that the Respondent considers proprietary, a trade secret, or otherwise confidential must be clearly designated. Marking the entire Proposal or entire sections of the Proposal as proprietary or confidential will not be acknowledged. Marking pricing as proprietary or confidential will not be acknowledged.

• If a Respondent has validly marked any part of the Proposal as proprietary or confidential the City agrees to give the Respondent third party notice consistent with CT General Statutes should the City receive a public records request for the information. The third party notice will contain the information that is being requested and the anticipated date the records will be released to the requestor, unless the Respondent provides the City with a court order enjoining the disclosure. It is the sole responsibility of the Respondent to obtain such a court order, if the Respondent chooses. If the Respondent does not obtain and deliver to the City such a court order, the City will release the requested information on or after the anticipated date.

• The City’s sole responsibility shall be limited to notifying the Respondent of any request(s) for disclosure so long as the City retains the Proposal in the City’s records. Failure by the Respondent to label parts as confidential or proprietary, or failure to deliver a court order enjoining disclosure by the specified date shall be deemed a waiver by the Respondent of any claim that such materials are exempt from disclosure, and any damages alleged from the City’s release of such materials.

3.1.2. Purpose

The City of New Haven is issuing this RFP to obtain proposals from highly experienced and professional firms to provide, install and service automated camera systems (“Solution”) on the City of New Havens Board of

Education/New Haven Public School fleet of school buses. The Solution shall be capable of detecting and recording school bus flashing light and/or stop arm violators while providing Turnkey Violation Processing

Systems (“Back Office Services) for the issuance and adjudication of school bus flashing light and/or stop arm violator citations.

Whereas, enforcement of school bus stop flashing light and/or stop arm violations through the issuance of municipal citations will be implemented by City of New Haven Department of Transportation, Traffic and

Parking under this contract in accordance with State of Connecticut General Statutes (in particular CT CGS 14-

279 and 14-279c [Public Act 24-107]), City of New Haven Ordinances and a memoranda of understanding to be executed by and among City of New Haven (hereafter “City”), City of New Haven Board of Education

(hereafter“ BOE”) and school bus fleet vendor (hereafter “fleet”)

The Back Office Services shall allow for the review of school bus flashing light and/or stop arm enforcement imagery, be able to access motor vehicle registration information sufficient to meet the requirements for issuance of citations according to City of New Haven Ordinances and State of Connecticut General Statutes.

The Back Office Services shall allow for the creation of reports, as required but not limited to, for meeting

3.1.3. Background

• BOE fleet is currently approximately 300 school buses. Pricing shall be per bus regardless of make/model/age of bus. The City has the right to add or delete buses in the BOE fleet at any time.

• The Contractor must have in-house capability for performing all infraction- processing services without third-party assistance or reliance on outsourced processing centers by third parties. Preference will be given to contractors that produce and support all software without the use of third-party suppliers offered as part of the automated enforcement system and possess the ability to modify the software code as necessary.

• The Contractor must own (or have documented licensing rights) to all intellectual property.

• All information and data pertaining to any portion of the City’s Automated Enforcement Programs shall be held in the strictest confidence and not be released to anyone without the express consent of the City and/or Director of the Department Transportation, Traffic and Parking.

3.1.4. Contractor Responsibilities

The Contractor shall minimally:

• Provide and install camera systems, which includes above ground detection devices.

• Provide and install housings, wirings and infrastructure as needed.

• Provide onsite or locally based personnel to maintain camera system hardware.

• Provide maintenance of the transmission system that transmit information from the camera systems to the Back Office Services.

• Provide regularly scheduled maintenance, in addition to normal maintenance and emergency maintenance of the camera systems.

• Provide proposed construction plan prior to the installation of camera systems.

• Provide as-built drawings after installation to include field modifications.

• Warrant and fully maintain all equipment provided throughout the duration of the contract.

• Have the ability to provide information about registered owner of the vehicle to allow for the issuance of citations.

• Have the ability to provide services that allow for the processing and/or issuance of citations to the registered owner of the vehicle via first class US Postal Service mail.

• Provide training for City of New Haven Transportation, Traffic and Parking personnel, City of New

Haven hearing officers, and others involved in the use of the system.

• Provide computer software or equivalent that will allow the City of New Haven to adjudicate citations and to allow the City to monitor the performance of the system.

• Provide reporting capabilities to allow for the City to comply with reporting requirements as required by

CT General Statute, Regulations and City of New Haven Ordinances.

• Provide expert witness testimony as needed in Court confirming the functionality and accuracy of the system.

• Adhere to data privacy and retention requirements as outlined in CT General Statutes and City of New

Haven’s ordinance(s).

• Provide a portal or interface for fines to be paid and processed electronically.

• Agree to and provide a conversion plan, in the event of contract non-renewal, detailing how to accomplish a six-month camera conversion to a new Contractor. The conversion plan must be submitted for approval not less than six months prior to the expiration of the intimal term of the contract.

• Agree that all data (including images) that is collected or created by the Back Office Services is the property of the City of New Haven.

3.1.5. Installation Schedule

• The Contractor will provide a plan to implement the agreed upon Violation Detection Monitoring system and enforcement program within thirty (30) days of the acceptance and signing of a contract with the City.

• The plan will include an expected number of buses that will have camera systems installed per day; per week; and per month.

• The Contractor’s plan will cause minimal disruption to BOE transportation schedules

3.1.6. Camera Housings

The successful Respondent will be required to enter into a contract with the City of New Haven that will include the following:

Weather and vandal-proof housings shall be provided to protect the camera units and ancillary equipment and shall have the following:

• External cameras shall be water and spray resistant with a sealed access panel.

• Camera shall have a rust proof finish (e.g., baked enamel) in a color and sheen matching that of the surface(s) on which it is mounted.

• The camera housing cabinets shall be designed in a manner to ensure system operation under an ambient temperature range of -10 degrees Fahrenheit to 122 degrees Fahrenheit and an outside humidity of

100%.

• The camera housing shall contain a system which automatically activates to reduce any fogging on the windows that may obstruct the view of the camera.

3.1.7. Digital Camera Systems

• The camera system shall be equipped to detect a violating vehicle, activate the camera, and produce color images of the vehicle approaching and overtaking the school bus. All violation images shall be in color or as otherwise approved by the City. Violation images shall be saved in 24-bit or better color at

16 megapixels or greater in resolution for still-photography, and 1080p or greater resolution for video cameras. Images shall allow for the easy recognition of the violation, vehicle license plates and vehicle make and models when displayed on standard color monitors. Images shall be equally visible when printed to a hardcopy citation. Images shall be saved in a universally acceptable format (i.e. JPG, BMP, TIFF or other City approved alternate) and save at a resolution of no less than 600 PPI.

• Each system shall be capable of clearly photographing and recording the rear of the vehicle so as to clearly identify the rear license plate and make of the vehicle that is reasonably believed to have been violating the school bus flashing lights and/or stop arm.

• Each system shall be capable of clearly recording the entire school bus flashing light and/or stop arm violation to include approach and departure of the violating vehicle. To the extent practicable occupants of a violating vehicle shall not be identifiable.

• Each system shall be capable of consistently photographing license plates regardless of glare or materials used to obscure the license plate from clear view at various viewing angles.

• Each system shall be capable of accurately monitoring up to four traffic lanes at once.

• All cameras shall have the ability to operate effectively during all weather conditions, including extreme heat and cold, fog, rain, and high humidity, etc.

• The system shall be able to use existing ambient lighting (natural or artificial) to photograph violations and license plate shots under low light or night conditions. A flash-free system is desired. The camera shall offer light sensitivity to ambient light that can provide night and low light images with standard street lighting, so a flash is not necessary. The available lighting shall be sufficient to illuminate all images taken for the violation from 6:00 a.m. to 8:00 p.m. regardless of the season.

• Auto aperture is desired over the widest possible lighting conditions from dimmest to brightest, where dimmest shall be lighting at night without street lighting or moonlight of a black vehicle on a black road surface and brightest shall be full sunlight reflecting off a white vehicle surrounded by snow to increase the contrast.

• From point of data capture, all violation images shall be capable of secure storage and transmission and capable of maintaining a secure chain of evidence. Contractors shall briefly describe their approach to maintaining security of evidence.

• The camera units shall be easily removable from the cabinet housings. Camera units shall be interchangeable as to allow easy relocation to other pre-installed vehicles.

• All camera units shall provide a display of the site/bus/route number, current day, date and time in 24-hour military time so it can be easily verified as functioning and correct. At a minimum, the system clock should maintain the correct time to within ten seconds over a period of no less than seven days.

Service personnel shall be able to easily set the time and date at the camera site. The system shall also be capable of remote adjustment of date and time (24-hour military time) and remote verification of same.

• The camera units shall be designed so that malfunctions can be easily identified and corrected. The unit shall:

o Be capable of performing a self-test and logging and recording the results in an easily retrievable fashion.

o Simulate violations being recorded for testing.

o Provide and error signal for selected malfunctions.

o Record date and time of camera shutdown in the event of a malfunction.

• The camera units shall be designed so that malfunctions can be easily identified and corrected.

• The systems data servers and/or data storage system shall be located at a mutually agreed upon location.

The Contractor shall describe the system or arrangement to be used for data storage. The Contractor shall describe specific communications requirements for transmitting images from the cameras back to the data storage location. The Contractor is responsible for data communications for digital images from cameras to the back-office services and shall include cost of installing and operating any communications circuits for data transmission, monitoring or control.

• The Contractor shall provide a detailed description of methods used to ensure image integrity. The

Contractor may submit more than one security option.

• The Contractor shall store only digital still or video images for citations that have been issued. Those images and/or videos must be stored the later of: ninety (90) days after the creation of such digital still or video image, or upon payment or final disposition of all matters related to a citation issued for a violation. Before purging such digital still or video images, the Contractor shall prepare a report for approval by the City and/or Director or Designee of Department of Transportation, Traffic and Parking to authorize the deletion of those images.

• The camera system shall be equipped with a cellular network plan to transmit all data and imagery in real time from school buses to the cloud or data storage location as agreed.

• The systems shall be equipped with global positioning satellite systems featuring an Open API to allow for ease of integration into any bus routing systems used by BOE or City departments.

• The camera system shall provide camera angles to record violators as they approach from both the rear and front of the school bus. Added consideration will be given to systems that can enforce violations occurring on both sides of the school bus.

• The camera system shall posses the capability to accurately detect and record vehicle speeds at an accuracy +/- 1 mph for speeds up to 188 mph.

• The City desires a camera system that contains a data bar entry showing speed of the target vehicle, vehicle distance from the bus when the flashing red lights and stop arm activates, length of the yellow and red flashing lights at the time of capture of the photographs or screenshots, the ability to add digitally superimposed marker to video and photographs to identify the distance of 10 feet from the front or rear of the school bus, the elapsed time of the violation from the stop arm and red flashing light activation and the school bus speed at the moment of capture of the photographs or screenshots.

3.1.8. Citation Photograph/Screenshot Data Bar

Each violation photograph shall contain a clear and legible data bar atop the image. The data bar shall be positioned to avoid masking critical violation elements. The data bar shall contain the following data information for each image:

• Date (MM/DD/YY).

• Time (24-hour clock).

• Elapsed Time of Violation from Stop Arm Activation.

• School bus speed.

• Speed of Target Violating Vehicle.

• Violating Vehicle Distance from Bus When Flashing Red lights are activated.

• Number of seconds (in truncated 1/10th second increments) that the amber indication was displayed.

• Number of seconds (in truncated 1/10th second increments) that the red indication was displayed.

• Location code

• GPS Coordinates of the vehicle.

The system shall be capable of performing a self-test on location. A record of completed system self-tests will be kept and be made available for court evidence at the discretion of the City. Designated date elements are only necessary on one of the two photographs taken for each self-test if the self-test consists of two photographs. At a minimum, the data recorded on the self-test shall include the following:

• Date (MM/DD/YY).

• Time (24-hour clock).

• The designation of test mode operation

• The time or distance interval for the second photo image selected.

• The length of the yellow and red signal phases in the test

• Location code

3.1.9. System Operation

• A minimum of three photographs, images or video screenshots will be utilized for each violation in becoming an issuable citation. The images utilized shall adhere to the same aspect ratios of the space allotted on citation template approved by the City without any vertical or horizontal distortion of imagery. The citation template may be subject to change and images shall be able to continually adhere to undistorted presentation using new aspect ratios as needed.

• The system shall be capable of counting the number of violations and total traffic volumes and record this data on a City-approved data storage device as well as present the data in customizable reports.

• The camera system shall have the capability to perform internal calibration checks for accuracy and functionality and have the ability to self-diagnose and notify the Project Manager when a problem arises.

• The Contractor shall guarantee to maintain the proposed equipment, hardware, and software, and provide spare parts, documentation, and support services for the lease of the product, including the timely incorporation of all beneficial technological and engineering modifications. The Contractor shall also guarantee that all components of the system, which might be capable of corruption by virus are virus-free and protection mechanisms are provided.

• The Contractor shall supply the City with an interface document describing the location and medium of transfer for data to the data storage location.

• The Contractor shall be able to provide a video clip showing the violation as it takes place clearly substantiating the violation. The clip shall show the vehicle approaching, show the signal status and the vehicle overtaking the school bus. This video clip shall include a data bar which includes the date, time, location and bus route, amber signal, red signal, the ability to digitally superimpose a marker identifying the approximate distance of 10 feet from the front or rear of bus.

• Only the City shall decide if a citation is to be issued.

• The system shall allow for City to quality control and review of all Contractor actions to include voids or rejected event data and overrides. The data provided shall include the individual of each Contractor personnel involved in processing and review.

• The system shall be capable of generating custom, user defined, ad hoc reports that include but are not limited to financial reports, violation reports, camera performance and maintenance reports. Changes or additions to existing reports shall be completed within 2 weeks of the written notification at no cost to the City. New reports shall be completed within 4 weeks at no cost to the City.

• The system shall be capable of assisting with the collection of payments of the fines imposed under the program including generating notices identifying the violation, follow-up notices, and flagging registrations. The system shall be capable of automatically waiving a portion or all of assessed penalties at the City’s direction.