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RFP_Automated Red Light and Speed Camera Enforcment ProgramMasterpiece on the Mississippi Dubuque Al- Amedcacity 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Automated Red Light and Speed Camera Enforcement Program Request for Proposals DATE: November 17, 2011 For the past five to ten years, various cities in Iowa have been implementing automated traffic safety cameras as a means to reduce traffic violations and prevent accidents. The cities in Iowa include, but are not limited to, Davenport, Cedar Rapids, Clive, Des Moines, Muscatine and Sioux City. One of the Mayor and City Council priorities established in the September, 2011, goal setting was to research Red Light and Speed Enforcement Cameras. With Davenport and Cedar Rapids being geographically close to Dubuque, the Police Department has been able to follow much of the media coverage on the camera systems. Police department representatives in these cities have reported many times how the camera systems have assisted in the reduction of accidents and violations in those communities. As an example, the Davenport Police Department did a study of the year prior to red light cameras being installed and the year after the lights were installed and reported finding a 60% reduction in accidents caused by running red lights and a 47% reduction in rear end crashes. They also found an 8.5% reduction in personal injury accidents and a 9.5% reduction in total accidents citywide. Cities in more than 20 states have implemented automated traffic safety systems with great success. As examples, an Arizona State University research project showed a Scottsdale camera program resulted in a 54% reduction of accidents; and a University of New Mexico study showed a 22% reduction in injury accidents in monitored intersections and a 59% reduction in right angle crashes. In calendar year 2010 the Dubuque Police Department responded to 2,965 accident investigations and through September, 2011, the Police Department has responded to 2,112 accidents. In this almost two year time period there were over 500 accidents involving injuries. While accidents occur for a variety of reasons, speed, failure to obey traffic control devices and other intersection related issues are some of the more common. A recent Dubuque Police Department study of Iowa Department of Transportation crash data was completed for years 2003 to 2010 for accident intersections in Dubuque. In the study the top accident intersections were identified for each year. While the specific intersections and ranking of the intersections change over the years, the same intersections routinely show up in each year's statistics. The study also showed that the 10 -15 intersections identified each year also comprise approximately 10% of all of the City's accidents in the given year. With the hundreds of intersections and streets in the city, having 1 out of every 10 accidents at ten individual locations is cause for concern. It is with data like this that the Police Department encourages and directs officers to concentrate their enforcement efforts. There are several shortcomings to this method. First, not all locations are physically designed to allow for traditional observation and enforcement. Multi -lane intersections without adjoining off street spaces for squad cars make observation and enforcement activities very difficult. As an example, the intersection of Dodge & Locust at the foot of the Julien Dubuque Bridge is traditionally in the top five accident intersections. The lack of off - street observation points and overall traffic congestion makes enforcement very difficult. A second major factor is staffing and calls for service, which limits the time available for traffic enforcement. Tied in with both of the above is the fact that traffic is moving 24 hours a day in the City and it is impossible to try and watch each and every intersection and roadway at all times to prevent violations and accidents. This is where automated enforcement can assist the City. Automated enforcement can monitor intersections and roadways at all times, and enforcement action can be taken on violators at a later time. Just as important as enforcement, is driver awareness and education. A well publicized traffic camera campaign, as well as obvious signage for enforcement zones, will hopefully also contribute to better driving habits. In order to estimate any City expense or potential number of violations, the City will need to contract with a vendor to initiate implementation of a system. Once an agreement is in place, the City will work with the vendor to conduct traffic studies and violation counts. Once completed the vendor will be able to determine viable locations for its products. Chief of Police Mark Da[sing is recommending implementation of a Red Light and Speed Camera Enforcement Program and the issuance of a Request for Proposals to select a vendor. This would appear again on a City Council Agenda in late January or February to consider the vendor selection. 2 I concur with the recommendation and respectfully request Mayor and City Council approval. brihot4 ',,,,74,,, Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Mark Dalsing, Chief of Police 3 1 DUBUQUE CITY COUNCIL Nib MAYOR Roy D. Buol 2640 Becker Ct. Dubuque, Iowa 52001 Home: (563) 564 -5455 rdbuol @cityofdubuque. org Term Expires: Dec. 31, 2013 AT -LARGE Ric W. Jones 1270 Dunleith Ct. Dubuque, Iowa 52003 Home: (563) 556 -3490 rjones @cityof dubuque.org Term Expires: Dec. 31, 2013 AT -LARGE David T. Resnick 375 Alpine Street Dubuque, Iowa 52001 Home: (563) 582 -9217 dresnick: cityofdubuque.org Term Expires: Dec. 31, 2015 FIRST WARD Kevin J. Lynch 3999 Pennsylvania Avenue Dubuque, Iowa 52002 Home: (563) 582 -2655 klynch: cityofdubuque.org Term Expires: Dec. 31, 2013 SECOND WARD Karla A. Braig 1795 Loras Blvd. Dubuque, Iowa 52001 Home: (563) 582 -0595 kbraig @cityof dubuque. org Term Expires: Dec. 31, 2015 THIRD WARD Joyce E. Connors 660 Edith Street Dubuque, Iowa 52001 Home: (563) 582 -3843 jconnors @cityofdubuque. org Term Expires: Dec. 31, 2013 FOURTH WARD Lynn V. Sutton 876 Yale Ct., #1 Dubuque, Iowa 52001 Home: (563) 585 -0129 lsutton @cityofdubuque. org Term Expires: Dec. 31, 2015 Masterpiece on the Mississippi 2026 VISION STATEMENT Dubuque is a city of history, beauty, opportunities, excitement ... the Masterpiece on the Mississippi. The city of Dubuque is a progressive, sustainable city with a strong diversified economy and expanding global connections; the Dubuque community is an inclusive community celebrating culture and heritage and has actively preserved our Masterpiece on the Mississippi; Dubuque citizens experience healthy living and active retirement through quality, livable neighborhoods and an abundance of fun things to do and they are engaged in the community, achieving goals through partnerships; and Dubuque City government is financially sound and providing services with citizens getting value for their tax dollars. FIVE -YEAR CITY GOALS • Planned & Managed Growth • Partnering for a Better Dubuque • Improved Connectivity - Transportation & Telecommunications FIVE -YEAR COMMUNITY GOALS FOR A SUSTAINABLE DUBUQUE • Economic Prosperity • Social /Cultural Vibrancy • Environmental Integrity 2011 -2013 POLICY AGENDA TOP PRIORITY • 9 -1 -1 Center Relocation Analysis • Arts and Culture Strategy • Clean Air Attainment Strategy • Historic Millwork District Master Plan • Southwest Arterial Project • Support of Greater Dubuque Development Corporation • Washington Neighborhood Strategy HIGH PRIORITY • Annexation Study • Every Child 1 Every Promise • Master Plan for Chaplain Schmitt Island • Multicultural Family Center Support • New Industrial Park Location and Action Plan • Red Light and Speed Enforcement Cameras • Safe Community Initiative • Street Improvement Program 2011 -2013 MANAGEMENT AGENDA & MAJOR PROJECTS In addition to affirming the 15 -year Vision Statement, Mission Statement, Five -Year Goals, and Policy Agenda, the Dubuque City Council also identified a 69 -item Management Agenda and 11 Major Projects for 2011 -2013. To view the Management Agenda and Major Projects list, please visit www.cityofdubuque.org /councilgoals. CITY COUNCIL MEETINGS The Dubuque City Council meets on the first and third Monday of each month in the City Council Chambers on the second floor of the Historic Federal Building at 350 West 6th Street. Meetings begin at 6:30 p.m. and are broadcast live on CityChannel, Dubuque's local government access channel (97.2 digital, 8 analog) on the Mediacom cable system. Meetings are also streamed live and archived on the City website, www. cityofdubuque.org /media. For agenda and minutes information, visit www .cityofdubuque.org /citycouncil or contact the City Clerk's Office at (563)589 -4120 or cityclerk ©cityofdubuque.org. CITY OF DUBUQUE, IOWA City Manager's Office, 50 West 13th Street, Dubuque, IA 52001 Phone: (563)589 -4110 E -mail: ctymgr @cityofdubuque.org www.cityofdubuque.org C /_•) SUSTAINABLE DUBUQUE viable • livable • equitable Dubuque's 11 Sustainability Principles Vision Statement Dubuque is a viable, livable, and equitable community. We embrace economic prosperity, social /cultural vibrancy and environmental integrity to create a sustainable legacy for generations to come. Economic Prosperity 0 0 Regional Economy Smart Resource Use Smart Energy Use Community Design Environmental Integrity @, V -‘‹ Healthy Air Clean Water Native Plants &Animals For more information on Sustainable Dubuque, visit www.sustainabledubuque.org or call 563 - 690 -6038. Social /Cultural Vibrancy it r Community Knowledge Green Buildings Healthy Local Food Reasonable Mobility NovusAGENDA - Home Novus A ENDA http: / /agenda.novus .cityofdubuque.org /ItemDetai l s /ClientApproval She... THE CITY OF Dui Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Mark M. Dalsing, Chief of Police DATE: November 17, 2011 SUBJECT: Automated Traffic Safety Camera RFP INTRODUCTION Logout Dubuque M41llleldca 11 1 1 2007 This memorandum will detail a proposed timeline for the release of a Request for Proposal (RFP) for Automated Traffic Safety Cameras for the City of Dubuque. BACKGROUND For the past five to ten years, various cities in Iowa have been implementing automated traffic safety cameras as a means to reduce traffic violations and prevent accidents. These cities include but are not limited to Davenport, Cedar Rapids, Clive, Des Moines, Muscatine and Sioux City. With Davenport and Cedar Rapids being geographically close to Dubuque, we have been able to follow much of the media coverage on the camera systems. Police department representatives in these cities have reported many times how the camera systems have assisted in the reduction of accidents and violations in those communities. As an example, the Davenport Police Department did a study of the year prior to red light cameras being installed and the year after the lights were installed and reported finding a 60% reduction in accidents caused by running red lights and a 47% reduction in rear end crashes. They also found an 8.5% reduction in personal injury accidents and a 9.5% reduction in total accidents citywide. This is not an Iowa specific topic. Cities in more than 20 states have implemented automated traffic safety systems with great success. As examples, an Arizona State University research project showed a Scottsdale camera program resulted in a 54% reduction of accidents; and a University of New Mexico study showed a 22% reduction in injury accidents in monitored intersections and a 59% reduction in right angle crashes. DISCUSSION Based on data such as the above, the Dubuque Police Department has been exploring automated camera systems for the City of Dubuque. In calendar year 2010 the Dubuque Police Department responded to 2965 accident investigations and through September 2011 we have responded to 2112 accidents. While accidents occur for a variety of reasons, speed, failure to obey traffic control devices (traffic signals, signs) and other intersection related issues are some of the more common causes. A recent Dubuque Police Department study of Iowa Department of Transportation crash data was completed for years 2003 to 2010 for accident intersections in Dubuque. In the study the top accident intersections were identified for each year. While the specific intersections and ranking of the intersections 1 of 3 11/17/2011 4:08 PM NovusAGENDA - Home http: / /agenda.novus. cityofdubuque. org/ ItemDetails /ClientApprovalShe... change over the years, the same intersections routinely show up in each year's statistics. The study also showed that the 10 -15 intersections identified each year also comprise approximately 10% of all of the City's accidents in the given year. With the hundreds of intersections and streets in the city, having 1 out of every 10 accidents at ten individual locations is cause for concern. It is with data like this that we encourage and direct our officers to concentrate their enforcement efforts. While we can encourage and direct our efforts on known problem areas, there are several shortcomings to this method. First, not all locations are physically designed to allow for traditional observation and enforcement. Multi -lane intersections without adjoining off street spaces for squad cars make observation and enforcement activities very difficult. As an example, the intersection of Dodge & Locust at the foot of the Julien Dubuque Bridge is traditionally in the top five accident intersections. The lack of off- street observation points and overall traffic congestion makes enforcement very difficult. A second major factor is staffing and calls for service. While the department has added additional officers over the past five years, we have also experienced a high level of turnover. As of this memo, we are down 11 officers. This combined with the fact that we experience an increase in calls for service every year results in decreased time available for extra traffic enforcement. Tied in with both of the above is the fact that traffic is moving 24 hours a day in the City and it is impossible to try and watch each and every intersection and roadway at all times to prevent violations and accidents. This is where automated enforcement can assist the City. Automated enforcement can monitor intersections and roadways at all times, and enforcement action can be taken on violators at a later time. Just as important as enforcement, is driver awareness and education. A well publicized traffic camera campaign, as well as obvious signage for enforcement zones, will hopefully also contribute to better driving habits. In researching this project, Dubuque Police Department staff and other City personnel have traveled to communities with automated systems and have met with vendors. Systems vary between vendors but one of the promising aspects of many of these systems is that they are initiated without an initial City investment. Many vendors provide equipment and service up front and recoup their investment through a share of violator fines. In order to estimate any City expense or potential number of violations, the City will need to contract with a vendor to initiate implementation of a system. Once an agreement is in place, the City will work with the vendor to conduct traffic studies and violation counts. Once completed the vendor will be able to determine viable locations for its products. To this end, a Request for Proposal (RFP) has been created and is ready for release. Once this step has been taken, the City will be able to move forward towards implementing a project. The RFP is included with this memo and would follow the following proposed schedule. Event Date Release RFP November 25, 2011 Requests for Clarification or Inquiries Due December 09, 2011 Responses to Requests for Clarification or Inquiries December 15, 2011 Proposal Responses Due December 22, 2011 Vendor Selected Date January 31, 2012 Contract Award Date February 28, 2012 The Proposal Review Committee will evaluate the received proposals. By Administrative Policy, I am a member of the committee and the chairperson. Other members of the Proposal Review Committee include the following: • Finance - Ken Tekippe (or designee) • Budget - Jennifer Larson (or designee) • Information Services - Chris Kohlman (or designee) • Dubuque Police Department -Terry Tobin, Scott Crabill, Scott Baxter, Kevin Klein • Engineering - Gus Phihoyos (or designee) • Legal - Barry Lindahl (or designee) 2 of 3 11/17/2011 4:08 PM NovusAGENDA - Home http: // agenda. novus .cityofdubuque.orgItemDetails /ClientApprovalShe... RECOMMENDATION Based on the ongoing review and scope of the project, I am recommending that the City of Dubuque continue in the process to obtain an automated traffic enforcement system, and that the attached RFP be released according to the above schedule. ACTION TO BE TAKEN City Manager review and approval Prepared by: Mark M. Dalsing, Police Chief ■ Novusolutlons Copyright 2001 -2011 3 of 3 11/17/2011 4:08 PM CITY OF DUBUQUE, IOWA REQUEST FOR PROPOSALS FOR AUTOMATED RED LIGHT AND SPEED CAMERA ENFORCEMENT PROGRAM Purpose The City of Dubuque is currently seeking sealed proposals from qualified firms with demonstrated experience in automated red light and speed enforcement to provide and operate photo enforcement equipment and citation processing service as outlined herein. Services to be provided include, but are not necessarily limited to, provision and installation of equipment, system upgrades and maintenance, violation identification assistance, management information reports, and citation processing and mailing services. Vendors may submit a proposal for the entire project (both red light and speed units) or proposals for the individual components. All proposals will be evaluated. Background The City of Dubuque has identified automated red light and speed enforcement camera systems as systems that can assist the City of Dubuque in traffic safety and accident reduction. The City recognizes that these systems can provide year round, 24 hr. enforcement and are not dependent on direct, live observation of violations. The City also recognizes that the review of violations and subsequent enforcement actions can be a time consuming task for authorized personnel. In order to maximize accident prevention and safety enforcement while minimizing staff involvement, the City of Dubuque is seeking proposals from qualified firms to provide automated traffic violation enforcement. Method This solicitation is a Request for Proposals (RFP). Proposals will be reviewed by a Selection Committee that will evaluate each proposal according to selection criteria outlined in the RFP. Interviews may be requested with one or more firms responding to the RFP. All costs associated with preparing a response or attendance at subsequent interviews, are to be the vendor's responsibility. Award of this contract, if any, will be to the firm or firms deemed most qualified, in accordance with the selection criteria, to perform the services outlined in this RFP and other services as deemed necessary by the City. Pricing, while an important factor, will be only one of the criteria used to evaluate the responses to the RFP. Proposals will be opened at the date and time specified and each firm responding will be recorded as a respondent. Proposal content, including pricing, will be kept confidential until the contract is awarded. 1 The City may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject any or all proposals. The City reserves the right to waive any requirement or condition of the RFP upon finding that it is in the public's best interest to do so. The City reserves the right to award to one or multiple vendors. All proposals will become the property of the City of Dubuque. The respondent must clearly identify any part of its proposal deemed to be proprietary information. Proposal Deadline Sealed proposals — one original and five (5) copies, will be accepted by the City of Dubuque, City Clerk's Office, 50 W 13th Street, Dubuque, IA 52001, until 2:00 p.m. on December 22, 2011. Proposals received after the stated date and time will be considered non - responsive and returned to the vendor unopened. Faxed or emailed proposals are not acceptable. Vendors wishing to upload their proposal to the City of Dubuque FTP site can do so by contacting the Information Services Director at Ckohlman(u�cityofdubuque.orq. Reports received under this method must be received within the above stated deadlines. Proposals must be in a sealed envelope or package, and must be clearly marked on the outside "AUTOMATED ENFORCEMENT CAMERAS" The sender's name and address should also appear on the outside of the package. Request for Clarifications or Inquiries All inquiries or requests for clarifications must be submitted in writing to the City Clerk and must be received by 4:00 p.m. on December 9, 2011. Inquiries may be sent via mail, fax, or email to the following address: City of Dubuque City Clerk's Office 50 W 13th Street Dubuque, IA 52001 Fax: (563)589 -0890 E -Mail: CtyClerk(a citvofdubuaue.orq Responses will be sent to all original recipients of the RFP on or before 5:00 pm December 15, 2011, and will be posted on the City's website under "Bids /RFP's ". The City will issue a response in the form of an addendum to the RFP if a substantive clarification is in order. Oral instructions or information concerning the RFP given out by officers, employees or agents of the City to prospective respondents shall not be binding. The City is not responsible for late or incomplete proposals. The City is not responsible for any costs associated with compilation or submittal of the response. 2 Project Description The vendor shall provide a photo red Tight and /or speed enforcement system(s) that produces photos, which are communicated directly from the system to the vendor. Prior to issuing a citation, the vendor shall process the photos and electronically transmit the processed photos to the secure website for review by authorized issuing officer(s). The officer(s) shall be able to electronically approve or reject those images for which citations will or will not be issued. The vendor shall send the citations to the violator via first class U.S. mail and document the process for evidentiary purposes in court. If the violator does not pay the fine within a specified period of time, a second and third notice will be sent by the vendor. Citations that remain unpaid after the third notice will be turned over to a collection agency approved by the City of Dubuque. The awarded firm shall provide a representative for contact and field technical work (i.e. moving cameras and repair of malfunctioning equipment). The vendor will also supply management information reports that include the number of violations at each installation, number of violations cited, number of violations not cited, and reasons for non - issuance. Proposals should contain other report data that can be included under the proposed system. Scope of Services The contractor will be responsible for the provision, implementation and continuing satisfactory performance of the hardware, software, vehicle (if applicable), and services described in this RFP. This includes the integration of all necessary camera and detection equipment, computer hardware and software, any related infrastructure and relationships for citation processing services, training, and any other related services as necessary into a functioning system. Partial proposals are not acceptable. The contractor shall maintain ownership of the equipment throughout the course of this contract but may offer optional terms for lease agreement or per paid citation basis. Services to be performed under this contract include but are not limited to: • Provide, install, and make operational, automated enforcement devices for the duration of the contract • Provide, install, and make operational, the computer hardware and software, and all other electronic equipment necessary to support data capture and retrieval • Provide citation processing services that include, but are not limited to: image processing, owner identification, citation and notification preparation and mailing, coordination with Police Department personnel, transferring data as required for collections or to the District Court of Dubuque County, making citation images available on a secure website and tracking and reporting statistical information and data • Create, maintain and host a secure website which allows officers to review violation photos and choose to issue or not issue a violation citation; the vendor would then process and mail the violations 3 • Create, maintain and host a website for violators to view their own violations. • Provide ongoing service and support to photo RADAR /LIDAR operations such as: equipment maintenance; repair and servicing; system modifications as needed to ensure accuracy and efficiency without reducing hours of operation; staff training; expert testimony in court as needed; and participation in program communications and strategy evaluation • Training personnel involved with the operation of the program • Work closely with City staff throughout all stages of the project to ensure the needs of the City are met Equipment Requirements The equipment proposed must satisfy the following minimum criteria: • Imprint the following information on each image without obstructing the images of the vehicle or license plate: a. Date, time and year of the violation b. Time of the violation stated in military time of hours, minutes and seconds c. The frame sequence d. Location identifiers — name of intersection and /or streets or other appropriate identifiers; and e. The speed of the vehicle at the time of the violation • Be capable of providing an image visible to the naked eye of the license plate of the vehicle. The image may be digitized for retrieval and archiving purposes; however, the original images must be maintained until such time as the case has been completely adjudicated. • Be able to automatically detect a vehicle that is violating the red light and set speed. • Include camera enclosures that are tamper - proof. • Provide clear and readable images twenty -four hours a day in any type of weather conditions, including but not limited to, bright sunlight, darkness, wind, rain or snow. • Provide images that clearly show 1) the scene of location where the violation occurred, 2) the vehicle in violation identified by color, make and model of vehicle, and 3) license plate of the vehicle including license plate numbers and letters and state of issuance. • Proposals shall describe in detail the maximum coverage area of the camera, how many lanes, etc. 4 • All equipment supplied pursuant to this RFP shall be certified new and current and manufacturer certified to be in good working condition and capable of all warranties. • The proposal shall identify operational standards for the system offered, including down time for the camera, percentage of images that cannot be processed and other operational characteristics that may have an impact on the effectiveness of the system. Technology Requirements • Respondent must propose and supply a product line that, to the best of its knowledge, is not obsolete or near obsolete. • Should equipment or technological upgrades become available during the course of the project, the vendor must offer the City the opportunity to upgrade their equipment at no charge. • Only equipment or production models that have been satisfactorily demonstrated to the City, or that have a demonstrated record of successful deployment by other law enforcement agencies, in similar sized cities will be used. City should not be either the smallest or largest customer of the vendor. The vendor must document successful deployments by including the names and telephone numbers of contact persons as part of the reference requirements of this RFP. • The equipment supplied must be of new manufacture (not used or demo units) and best quality and installed in accordance with approved recommendations of the manufacturer thereof, and must conform to the equipment specifications listed in this RFP. • The equipment must meet all applicable Federal standards and specifications and be of a type approved for this use. • The equipment must be capable of executing its functions so that it performs according to, and fulfills the requirements of the City of Dubuque. • Respondent must provide and install all equipment necessary to meet the requirements of this RFP. • The equipment must be capable of detecting and displaying red light violations of target vehicles. • The equipment must be capable of detecting and displaying in a digital readout manner the speed of target vehicles. • The equipment must provide readouts in miles per hour and be capable of recording speeds within an accuracy tolerance of plus or minus one mile per hour ( +1- 1 mph) of the actual speed of target vehicles. • Cameras must be capable of high -speed image capture on multi -lane streets (a minimum of four lanes of traffic) and be capable of capturing high - resolution images of offending vehicles. • Speed and ease of processing - the system must be able to load images in a timely manner (less than one minute) for approval by police personnel. 5 Statistical Analysis and Reports • System must incorporate a software application capable of computing and analyzing time, date, speed, number of vehicles, weather and other data required for automated citation generation and traffic analysis. • Vendor must provide the City with a monthly report within ten (10) days following the end of the month. • The monthly report must include the following: a. The total number of citations issued. b. The total number of images and percentage of total vehicles whose image was taken; and c. The total number and percentage of violations, delineated by speed and location. • Vendor must provide the City with the ability to research and generate its own custom reports. Archiving and Storing • In the event that respondent offers digital image storage systems, the City will require on line retention of images for a period of six (6) months. This does not apply to images for which citations are dismissed, unless the image was part of trial evidence. • The City of Dubuque will provide specifications for storage facilities. • Retrieval of archived information must be available within eight (8) working hours of a request for retrieval. System Maintenance • Contractor must provide maintenance on the photo enforcement unit and related equipment, such as but not limited to, the camera, video, sensors, and computer, during the duration of the contract. • Contractor must provide service and support response times along with an emergency response policy and Vendor must provide backup equipment so that no operational down time is experienced. If repairs and replacement parts need to be provided by the vendor, a substitute photo enforcement unit with comparable functioning equipment must be provided at no charge to the City to prevent down time. Any down time in enforcement due to repairs, maintenance and /or accidents (if on a monthly lease agreement) will result in a reduction in the monthly payment to the contractor prorated to the average number of citations issued per day during the highest citation volume month of the current year. • In order to achieve reasonable reliability and availability, the contractor must provide a preventive maintenance program. Maintenance should occur at scheduled intervals. Maintenance should include the running of diagnostics to ensure the early identification of any component failure. 6 • Vendor must provide a mechanism and procedure for backing up all data files. • Vendor must provide security precautions against unauthorized use and accidental destruction or modification of data as a result of human intervention or other disasters such as power failure. Training Requirements • Vendor must provide training of photo enforcement operators and relevant other staff including but not limited to staff from the Police, Finance, and Information Services Departments. The vendor must provide technical instruction on equipment use and operation. Such training must be an appropriate blend of classroom instruction and "hands on" practical training with the equipment to be used. Course content must include the theory of device; the technical knowledge required for court purposes; imagery principles; and actual deployment techniques. • Vendor must supply all technical training materials and handouts in sufficient quantities to cover the training of identified persons. • Vendor must provide the City with the license to duplicate training materials if necessary. • Vendor must provide the training at a City facility. Court Challenges • Vendor must provide on demand a technically qualified witness to provide expert testimony in court with respect to photo enforcement technology if necessary. Citations and Records • Vendor will be responsible for processing and delivering violator images and data on a daily basis to the Dubuque Police Department. • Vendor will use the license plate number from the photographs to identify the vehicle owner from the Department of Motor Vehicle records. • Vendor must prepare and mail citations, photos, and required forms within ten (10) business days to all violators for those images approved by Police Department staff. • Vendor must provide an electronic file containing all of the data on the respective citations to the City of Dubuque. The file format must be acceptable to the respective parties. • Vendor must maintain and provide supporting records of violations to the City. • Vendor must maintain a proper chain of evidence that meets the needs and requirements of the City. • Vendor must destroy all images within sixty (60) days when the Police Department and the court dismiss citations or when citations are not issued. • Vendor must provide an audit trail of all voided and destroyed images. 7 Documents and Manuals Vendor must provide the City with all relevant specifications, manuals and materials relating to the capabilities and operation of the equipment. Warranty and Maintenance Vendor must warrant and maintain all equipment provided to the City throughout the duration of the contract. Include a complete discussion of the warranty for all equipment in proposal. Invoicing Vendor must coordinate with the City's Finance Department to set up billing and accounting procedures acceptable to the City. Should the respondent propose a citation -based fee, the City will only be billed for those citations that result in money being collected by the City. Delivery Vendor must deliver all equipment F.O.B. to the City. No freight or shipping charges will be allowed. Patents /Copyrights The City requires that all hardware, software and system technology provided by the respondent for this project must be of original development by, or under license to, the respondent and must not infringe upon or violate any patent, copyright, or trade secret of any person or company. The contractor agrees to incur the cost of defending any suit or proceeding brought against the contractor or City, who alleges that all or any part of the RADAR /LIDAR camera technology provided by the contractor infringes on any patent, copyright, or trade secret. In addition, the contractor agrees to pay all damages and costs awarded against the City or contractor as a result of any such suit or proceeding, including attorney's fees. In the event that such a suit or proceeding is held to constitute an infringement, the contractor agrees to incur the expense of either 1) procuring for the city the right to continue using the technology or any part of it; 2) replacing the technology or any part of it with non - infringing technology that is equal or better than the originally installed equipment; or 3) modifying the technology or any part of it to the City's satisfaction so that it becomes non - infringing. 8 Should none of the above options be possible or feasible, the City shall require the contractor to remove the technology from the City's premises at no cost to the City. The contractor shall be held financially responsible for all costs incurred by the City for replacement of the infringing technology with non - infringing technology from another contractor. Contract Term The term of the initial contract with the City shall be one year, beginning on the date of contract execution. The City reserves the right to renew the contract each year for up to four (4) additional years. The total contract term, including all renewals, shall not exceed five (5) years. The contract may be terminated by mutual consent of the parties, or at the City's sole discretion, upon a thirty (30) day written notice. Upon contract expiration or termination, contractor shall arrange with the City to remove equipment from City property at the contractor's sole expense within 30 days of such expiration or termination. Upon removal of equipment, contractor shall restore the affected areas where equipment was placed to the conditions which existed prior to this contract. Proposal Format To standardize responses and simplify the comparison and evaluation process, all proposals must be organized in the manner set forth below, separated into sections, with each section titled appropriately with a Table of Contents identifying each section. A letter of interest must accompany the proposal. The letter shall stipulate that the respondent accepts all terms and conditions of the RFP. The letter shall name the person(s) authorized to represent the respondent in any negotiations and the name of the person(s) authorized to sign any contract that may result. A legal representative of the respondent's firm, authorized to bind the firm in contractual matters, must sign the letter of interest. a. Business Organization. The full name and address of the firm that will perform the services described herein. A statement shall be included from the firm that, to the best of its knowledge, there are no circumstances which shall cause a conflict of interest in performing services for the City of Dubuque and indicating a willingness to enter into a contract to provide the services described herein. b. Business Financial Condition. Provide a general description of the firm's financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede firm's ability to complete or continue the project. Recognizing that substantial capital is required to support an automated enforcement 9 program, only vendors who can demonstrate financial viability will be considered. c. Project Team's Capabilities. The proposal shall indicate how well the team's qualifications and experience relate to this specific project. A project manager for the respondent must be specified as well as the team members and each member's responsibility. A list of all subcontractors, if any, to be utilized by the proposing firm shall be included. Provide for each subcontractor: firm name, address, and contact person(s). Include a detailed description of the work to be performed by each subcontractor. Firms are encouraged to solicit quotes from Disadvantaged Business Enterprises (DBE) if possible. For a listing of certified DBE contractors, visit the State of Iowa website at www.ia.bidx.com /lettings. This section shall also include: 1. Approximate number of people to be assigned to the project. 2. Extent of principle involvement. 3. Team qualifications and experience on similar or related projects. 4. Names of key members who will be performing the work on this project and their responsibilities. 5. Resources available to perform the work for the duration of the Project; and 6. Respondent's internal procedures and /or policies for work quality, accuracy, and timely customer service. d. Project Understanding and Approach. The responding firm shall state in detail its understanding of the project as outlined and a detailed proposal that includes the firm's proposed methods to complete the project, including availability and resources, the system to be used, installation plan, process for citations, and invoicing method. Details to be included under this section include: 1. Descriptive information on the major system components, Equipment, facilities and services, and how they will function together to meet the requirements of the City. 2. Explain the procedure for determining and repairing equipment malfunctions. 3. Provide information on the percentage and kinds of errors experienced by the respondent resulting from citation processing services. 4. Provide details on how images will be destroyed when citations are dismissed or not issued; and 5. Describe your ability and strength in providing citation - processing services from the time the image is taken until the citation is in the mail. 10 e. References. Include a list of at least five (5) references for whom similar work has been performed in similar sized cities and installations. . Include contact name and phone number for each. Include references for any subcontractors with contact name and phone number as well. Representatives of the City, at their discretion, may call any of the references listed or any other known references to verify the performance of the firm. f. Insurance. Firms responding to this RFP shall include a current Insurance Certificate in proposals for the following coverages: general liability, vehicle, and workers compensation coverages. g. Pricing Proposal. Vendors may propose either or both types of agreements — per paid citation or lease. Include a detailed explanation of which type of system you are proposing and the benefits and costs to the City. A complete pricing proposal must be included that details the costs of all goods and services that would be invoiced to the City, per intersection or per citation, as applicable. Pricing shall be a significant factor in determining the number of intersections that will receive a system. Proposal Review and Selection Criteria Proposals will be evaluated by a selection committee based upon the following criteria. The City intends to award the contract to the respondent(s) whose system is deemed to be most advantageous to the City and cost alone will not be the sole selection criteria. The City reserves the right to reject any and all proposals. During the evaluation process, the City has the right to request clarifications in order to fully understand the respondent's approach to the project and view of the scope of the work. Criteria are: Experience, Qualifications and Expertise Experience and reliability in providing similar services to other agencies. History of similar services provided to the City of Dubuque, if any. Capabilities and Resources Capabilities and resources available to perform the requested services. Financial health and viability of the company. Project Understanding and Approach Firm's understanding of scope of work and methodology to be used. 11 Pricing Proposed pricing and timeframe to complete. Quality, Thoroughness and Responsiveness of Proposal How well the proposal followed the specified format and detailed all requested information. References Information received from references. Geographic Location of your Firm Location of firm to be providing services and proximity to Dubuque. Other Provisions Insurance Certificate Vendor must submit insurance certificate to comply with city requirements, Schedule A. (attached) Signature by Responsible Party All proposals must be signed with the firm name and by a responsible officer or employee authorized to transact business on behalf of the firm, partnership or corporation. No vendor may assign or transfer any legal or equitable interest in his proposal after the date and hour set for the receipt of the proposals. City's Rights Reserved The City reserves the right to accept any or all proposals in whole or in part, to waive any irregularities in any proposal, to accept the proposal which in the judgment of the City is most advantageous to the City and to re- advertise if desired. Conflict of Interest The vendor agrees that it presently has no interest, and shall acquire no interest, direct or indirect, that would conflict in any manner or degree with the performance of its service hereunder. The vendor further agrees that in the performance of the agreement, no person having any such interest shall be employed. Interest of Public Officials No member, officer or employee of the City during this tenure or for one year thereafter, shall have interest, direct or indirect, in this proposal or the proceeds thereof. Ownership All documents and materials prepared pursuant to this proposal are the property of the City of Dubuque. The City shall have the unrestricted authority to publish, disclose, 12 distribute and otherwise use, in whole or in part, any reports, data or other material prepared under this process. Verbal Agreement No verbal agreement or conversation with any elected or appointed official, agent or employee of the City, either before, during or after the submittal of this proposal shall affect or modify any of the terms or obligations herein contained, nor shall such verbal agreement or conversation entitle the firm to any additional compensation or consideration whatsoever under the terms of this Request for Proposal. Anti - Discrimination The vendor shall not discriminate against any person or applicant for employment because of race, color, creed, religion, sex, national origin or ancestry, sexual orientation, gender identity, age, marital status, physical or mental disability, or political beliefs or affiliations. Proposals Not Confidential Under Iowa Open Records Law, Chapter 22 of Iowa Code; Disclosure of Proposal Content, "Examination of Public Records, "all records of a governmental body are presumed to be public records, open to inspection by members of the public. Section 22.7 of the Iowa Code sets forth a number of exceptions to that general rule, establishing several categories of "confidential records ". Under this provision, confidential records are to be kept confidential, "unless otherwise ordered by a court, by the lawful custodian of the records, or by another person duly authorized to release such information ". Among the public records which are considered confidential under this Iowa Code provision are the following: • Trade secrets which are recognized and protected as such by law. • Reports to governmental agencies which, if released, would give advantage to competitors and serve no public purpose. Under Chapter 22 of the Iowa Code, the City, as custodian of the proposal submitted in response to a Request for Proposals or Qualifications, may, but is not required to, keep portions of such proposals confidential under either of the above exceptions ( #3 and #6 in the Code). If a responding individual or firm determines that a portion or portions of its proposal constitute a trade secret, or should otherwise be kept confidential to avoid giving advantage to competitors, a confidentiality request may be submitted with the proposal identifying which portion or portions of the proposal or bid should be kept confidential and why. The burden will be on each individual proposer to make such confidentiality request and to justify application of a confidentiality exception to its proposal. The City will not under any circumstance consider the entire proposal to be a confidential record. If a request is thereafter made by a member of the public to examine a proposal including the portion or portions thereof for which a confidentiality request has been 13 made, the City will so notify the proposer and will keep confidential that portion of the proposal covered by the confidentiality request, pending action by the proposer requesting confidentiality to defend its request. In that notification, the proposer requesting confidentiality will be given not more than 5 calendar days within which to file suit in Dubuque County District Court seeking the entry of a declaratory order and /or injunction to protect and keep confidential such portion of its proposal. Absent such action by a proposer requesting confidentiality, and absent the entry of a court order declaring such portion or portions of the proposal confidential, the entire proposal will be released for public examination. If the process for selecting the best proposal, or most qualified firm, includes two or more evaluation stages, in which proposals are evaluated at each stage and the field of competing proposals is reduced, all proposals submitted shall be kept confidential, pursuant to Section 22.7 of the Iowa Code, subsection 6 cited above, until completion of the final stage of the evaluation process in order to avoid giving advantage to competing proposers. Upon completion of the final stage in the evaluation process, all competing proposals shall be subject to disclosure, if not otherwise determined confidential as above provided. 14 Official Personal Correspondence Opposition to Automated Red Light and Speed Camera Enforcement Program in the City of Dubuque, IA Dear City Manager, Mayor, and City Council. Please consider this my official opposition to the City Manager's recommendation to implement a Red Light and speed Camera Enforcement Program and the issuance of a Request for Proposals to select a vendor. All across the country Red Light and speed Cameras have been implemented only to be rejected by voters thus their use has been discontinued and the cost of the failed systems passed on to taxpayers. These cameras are unconstitutional and an invasion of privacy. If this plan moves forward expect non - payment of fines and court cases galore. The following articles will provide reference to the opposition across the county that will undoubtedly accompany this proposed plan. http: / /www.nationalreview.com /articles/ 275 510/ big- brother - bloomberg - charlie -cooke In response to the panoply of attempts to institute camera regimes in a variety of cities over the last 20 years, 15 states and countless cities have passed measures that expressly prohibit ticketing based on camera evidence. http: / /blogs .wsj.com /law/2011/08/25/on- red - light- cameras - and - the - constitution/ The city of Sioux Falls, South Dakota shut down its cameras, citing a pending suit claiming that the cameras violate due - process rights because they don't capture images of those who actually are behind the wheel. http: / /www.thenewspaper.com /news /16/1688.asp The Minnesota Supreme Court today delivered the highest -level court rebuke to photo enforcement to date with a unanimous decision against the Minneapolis red light camera program. I anticipate if you continue down this course you will get dramatic citizen push back and out lash. Respectfully submitted, Jeffrey P. Luecke 770 Cody Drive Dubuque, IA 52003 -0219 563 -556 -4584 co C7 N Page 1 of 1 Kevin Firnstahl - Fwd: "Contact Us" inquiry from City of Dubuque website From: Mike Van Milligen To: Firnstahl, Kevin Date: 11/20/2011 7:28 AM Subject: Fwd: "Contact Us" inquiry from City of Dubuque website CC: Brumwell, Crenna; Da!sing, Mark; Hilkin, Juanita; Lindahl, Barry »> "Citizen Support Center" <dubuqueia @mycusthelp.com> 11/19/2011 2:03 PM »> Contact Us Name: Chris Huston Phone: 5635882544 Email: psmc @hotmail.com City Department: City Council Message: I would like to say what a hoirible decision it would be to allow the traffic camers. I personaly stay away from citys such as Cedar Rapids because of the camers. If it's income the city wants, just sit at most intersections and ticket the drivers not using their turn signials which in my oponion is the single worst infraction in driving. Oh that's right, there was a TH article a few years ago that said the police chief considered turn signials a minor issue!!! What a horible thing to say. I do however support the use of carvers in general for traffic accidents and detecting crime. If your still not convinced, put it to a vote. I don't think any of the towns did. Thank you. m , O 0 n lA file: / /C: \Documents and Settings \kfirnsta \Local Settings \Temp \XPgrpwise \4EC8AC2CD... 11/20/2011 Page 1 of 1 Kevin Firnstahl - Fwd: "Contact Us" inquiry from City of Dubuque website From: Mike Van Milligen To: Firnstahl, Kevin Date: 11/20/2011 7:28 AM Subject: Fwd: "Contact Us" inquiry from City of Dubuque website CC: Brumwell, Crenna; Da!sing, Mark; Hilkin, Juanita; Lindahl, Barry »> "Citizen Support Center" <dubuqueia @mycusthelp.com> 11/20/2011 6:57 AM »> Contact Us Name: John w Even Phone: Email: eaglepoint3130 @mchsi.com City Department: City Council Message: Cameras a good idea. n CR C) CD _ C! > 0 CD file: / /C: \Documents and Settings \kfirnsta \Local Settings \Temp \XPgrpwise \4EC8AC19D... 11/20/2011 Page 1 of 1 Kevin Firnstahl - "Contact Us" inquiry from City of Dubuque website From: "Citizen Support Center" <dubuqueia @mycusthelp.com> To: <kfirnsta @cityofdubuque.org> Date: 11/19/2011 2:04 PM Subject: "Contact Us" inquiry from City of Dubuque website Contact Us Name: Chris Huston Phone: 5635882544 Email: psmc @hotmail.com City Department: City Council Message: I would like to say what a hoirible decision it would be to allow the traffic camers. I personaly stay away from citys such as Cedar Rapids because of the camers. If it's income the city wants, just sit at most intersections and ticket the drivers not using their turn signials which in my oponion is the single worst infraction in driving. Oh that's right, there was a TH article a few years ago that said the police chief considered turn signials a minor issue!!! What a horible thing to say. I do however support the use of camers in general for traffic accidents and detecting crime. If your still not convinced, put it to a vote. I don't think any of the towns did. Thank you. tiO :5 WV OZ AON 11 file: / /C: \Documents and Settings \kfirnsta \Local Settings \Temp \XPgrpwise \4EC7B765DB... 11/19/2011 Page 1 of 1 Kevin Firnstahl - "Contact Us" inquiry from City of Dubuque website From: "Citizen Support Center" <dubuqueia @mycusthelp.com> To: < kfirnsta @cityofdubuque.org> Date: 11/21/2011 10:52 AM Subject: "Contact Us" inquiry from City of Dubuque website Contact Us Name: Jeff Walker Phone: 563 -513 -7660 Email: likesboatsthatrule @juno.com City Department: City Council Message: I would like to state my strong objection to the use of cameras for stop light surveillance. I object on many levels, but my main object is based on the incremental intrusion on our liberties in the name of public safety. file: / /C: \Documents and Settings \kfirnsta \Local Settings \Temp \XPgrpwise \4ECA2D54D... 11/21/2011