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R-08-07-24-10E1 - 7/24/2008
RESOLUTION NO. R -08-07-24-10E1 WHEREAS, the City of Round Rock desires to retain professional automated traffic enforcement services, and WHEREAS, LaserCraft, Inc. has submitted an Agreement to provide said services, and WHEREAS, the City Council desires to enter into said agreement with LaserCraft, Inc., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Agreement for Provision of Automated Traffic Enforcement Services with LaserCraft, Inc., a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended RESOLVED this 24th day of July, 2008. ALAN MCGRAW, Mayor City of Round Rock, Texas SARA L. WHITE, City Secretary 0:\WDOX\RESOLUTI\R80724E1.DOC/rmc EXHIBIT a"A" CITY OF ROUND ROCK AGREEMENT FOR PROVISION OF AUTOMATED TRAFFIC ENFORCEMENT SERVICES WITH LASERCRAFT, INC. THIS AGREEMENT (hereinafter referred to as the "Agreement") is for provision of Automated Traffic Enforcement Services, and is made and entered into on this the day of the month of , 2008 by and between the CITY OF ROUND ROCK, TEXAS, a Texas home -rule municipality with its principal place of business located at 221 East Main Street, Round Rock, Texas 78664 (hereinafter referred to as the "City"), and LASERCRAFT, INC., a Georgia corporation with its principal place of business located at 1450 Oakbrook Drive, Suite 900, Norcross, Georgia 30093 (hereinafter referred to as "LaserCraft"). RECITALS WHEREAS, the City seeks to promote the health, safety and general welfare of its citizens; and WHEREAS, there is convincing documented evidence that motorists running red lights is a significant problem resulting in traffic accidents causing fatalities, injuries, and loss of property; and WHEREAS, Texas statutes authorize municipalities to regulate traffic by traffic -control devices and through criminal, civil, and administrative enforcement methods; and WHEREAS, the City's concern relating to traffic accidents caused by motorists running red lights is a legitimate public safety concern which supports implementation of reasonable regulations; and WHEREAS, by implementation of such reasonable regulations, it is not the City's intent or purpose to intrude upon individual liberties or to seek to increase revenues but rather to increase safety, to increase motorists' consciousness, and to reduce property loss due to traffic accidents involving the running of red lights; and WHEREAS, the City desires to implement a photographic traffic enforcement system and program in order to promote the health, safety and general welfare of the citizens of the City by reducing the hazards related to running red lights; and WHEREAS, LaserCraft has substantial expertise in the area of installing, servicing and supporting automated red light enforcement camera systems (hereinafter referred to as "Automated Traffic Enforcement Services"), and has provided a quotation or proposal to the City under which LaserCraft would provide Automated Traffic Enforcement Services to the City; and WHEREAS, the City desires to purchase and use Automated Traffic Enforcement Services from LaserCraft in order to utilize such information to determine whether and who to cite for certain traffic violations; and 00137155/jkg WHEREAS, LaserCraft desires to provide such Automated Traffic Enforcement Services, and the City desires to purchase same from LaserCraft; NOW THEREFORE, WITNESSETH: That for and in consideration of the mutual promises and covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: SECTION 1 GUARANTEE OF COST NEUTRALITY 1.01 For the purposes of this Agreement, any terms or concepts expressed as "cost neutrality" or "revenue neutrality" or "revenue neutrality guarantee" shall mean that LaserCraft hereby guarantees as follows: LaserCraft hereby guarantees that for each month during the entire term of this Agreement (initial term and all renewal periods) the total monthly revenue received by the City as a result of notices of violation issued during such month, excluding any revenue retained by or required to be remitted to another entity, shall equal the total applicable monthly fee of LaserCraft for camera systems and related processing services. To allow time for the payment and processing of issued notices of violation and to permit an accurate calculation of revenue received, such guarantee shall be reviewed and calculated one hundred twenty (120) days after the close of a month for such month. In the event that the City's revenue from notices of violation for a month is less than LaserCraft's total camera system fixed fee charges for that month, LaserCraft shall issue a credit to the City in an amount equal to the revenue shortfall for such month to be applied against the next invoice issued to the City. During the entire term of this Agreement (initial term and all renewal periods), upon the second occurrence that the total revenue generated from the installed approaches is less than the total aggregated cost of the monthly fee, both parties agree to meet to discuss resolution options including but not limited to re -deployment of non-performing approaches. In no event shall the total amount invoiced exceed the total amount collected by the City for the same invoice period. SECTION 2 SCOPE OF AGREEMENT 2.01 Scope of Agreement. LaserCraft agrees to provide to the City certain herein -described Automated Traffic Enforcement Services (hereinafter referred to as the "Services") during the term of this Agreement, such Services to be delivered pursuant to the terms and conditions of this Agreement, and the City hereby agrees to purchase said Services. The Services shall be performed by means of the LaserCraft OnlineViolationTM Processing System (hereinafter referred to as the "System"), or by other comparable systems mutually and expressly agreed upon in advance in writing by LaserCraft and the City. By way of delineation and not limitation, the Services shall be provided for the number of the approach directions listed in Exhibit "A" which is attached hereto and incorporated herein by reference for all purposes. Targeted approach direction locations listed in Exhibit "A" are hereinafter referred to as "Location" individually and/or "Locations" collectively. Each System will monitor up to three (3) lanes of traffic at each red Light Location. When agreed to in writing by both parties, the City and 2 LaserCraft may add and/or remove targeted Locations listed in Exhibit "A." In addition, and at no additional cost whatsoever to the City, each System will provide video clip evidence for violations. 2.02 Services and Pricing All -Inclusive. The pricing delineated in this Agreement shall include all products, services, first class postage, and motor vehicle "look -up" information necessary for all of the installation, training, operation, and maintenance of the Services. The City shall not be obligated in any manner for the provision of any hardware or software other than the following: (i) Internet connections at desired system access points, and (ii) a standard PC with an Internet connection and web browser for each access point. 2.03 Limitation on Scope. It is expressly understood and agreed that the City reserves to itself the sole and exclusive right and privilege to enforce the City's traffic ordinances. It is further expressly understood and agreed that the Services do not, and are not intended to, include the manner and enforcement of the City's traffic ordinances. SECTION 3 EFFECTIVE DATE, TERM, ALLOWABLE RENEWALS, AND RIGHT OF REVIEW 3.01 Effective Date. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein, or until terminated or extended as provided herein. 3.02 Term. The initial term of this Agreement shall be for twelve (12) months from the Effective Date hereof. After that initial term, this Agreement may be renewed for successive terms of twelve (12) months each, not to exceed in the aggregate six (6) such renewals, with such renewals to occur on or before the expiration date of the preceding term, and with such renewals being absolutely predicated upon the express written agreement of both parties. Such renewals are permitted only provided LaserCraft has performed each and every non -waived contractual obligation specified in this Agreement. The parties expressly agree that pricing hereunder shall be firm for the duration of this Agreement and any renewal periods. 3.03 Right of Review. The City reserves the right to review LaserCraft's provision of goods and services at any time during the initial term or any renewal periods, and may elect to terminate this Agreement with or without cause or may elect to continue. If the City elects to terminate this Agreement pursuant to this Paragraph 3.03, it shall give ninety (90) days' prior written notice of such intent to LaserCraft, whereupon the parties shall meet and discuss possible alternatives. By way of illustration and not limitation, the City may review as a consideration for renewal the following: performance, pricing, continued need, and substantial advancements in technologies and/or services. SECTION 4 CONTRACT DOCUMENTS 4.01 The City selected LaserCraft to supply the goods and services as outlined in RFP 07-027, Specification Number 07-550-09 dated June 2007, and Response to RFP submitted by LaserCraft, all made a part hereof by reference for all purposes. For purposes of contract 3 interpretation, this Agreement (together with attached exhibits) shall have precedence, followed by LaserCraft's proposal dated July 17, 2007, and finally followed by the City's RFP 07-027, Specification Number 07-550-09 dated June 2007. SECTION 5 RESPONSIBILITIES OF LASERCRAFT LaserCraft shall satisfactorily and in compliance with this Agreement perform and discharge the following; 5.01 Equipment, Installation and Operation. LaserCraft shall provide and operate all cameras and detection equipment, including poles, wiring and enclosures, for installation at the Locations as necessary or as directed by the City. LaserCraft shall also coordinate with the City, County or Counties, and/or State traffic engineers during the City's design and installation of the traffic controller interface circuitry, as necessary or as directed by the City. LaserCraft shall provide to the City all of the equipment listed in Section 3 of LaserCraft's proposal dated July 17, 2007, which is attached hereto and incorporated herein by reference for all purposes, such proposal to be for use in the determination by the City of the manner of enforcement, and the enforcement itself, of the City's traffic ordinances, including but not limited to issuance of notices of violation, collection of fines, reviewing, processing, tracking, and approval of traffic light notice of violation documents (hereinafter referred to as the "Violation Processing Equipment"). The Violation Processing Equipment will remain the property of LaserCraft during the term of this Agreement, and LaserCraft agrees to remove such equipment within thirty (30) days of the date of expiration or termination of this Agreement for any reason. 5.02 Signing. LaserCraft shall be responsible for the production and expenses of installing and maintaining signage that informs motorists that the upcoming intersection is photo -enforced. Such signage shall be installed for the equipped Locations. The City will dictate the format/content, size, and location of the signing to comply with requirements of the State and other applicable legal requirements. 5.03 Violation Processing and Tracking. LaserCraft shall provide to the City for use in the determination by the City of the manner of enforcement, and the enforcement itself, of the City's traffic ordinances, violation processing services and software, including but not limited to the following: 5.03(a) Download all violation event files from each System and all associated self - test data; 5.03(b) Pre-process violation files, including addition of registered owner data; 5.03(c) Present pre-screened violation events to authorized City officials for approval, via Internet -based features of the System; 4 5.03(d) Print and send (by first class mail) notices of violation fo`r all violations issued by an authorized official of the City, with authorization received, via online connection and including a digital signature; 5.03(e) Facilitate the City's provision of a web -based payment and violation review system for citizens; 5.03(f) Provide information packages as required by the City for court challenges; 5.03(g) Collect and reconcile notice of violation payments (check, web payment, cash or other) using the System; 5.03(h) Work with the City to properly track check and other payment types, to the City's reasonable satisfaction; 5.03(i) Through the System, supply the City with the capability to generate detailed daily, weekly, monthly, quarterly and annual reports for tracking system performance, payment history, audit trails, and the like. [See details of the System reports as delineated in Section 3.7.1 of LaserCraft's proposal dated July 17, 2007, and see further description of the System given in Section 3.7.2 through Section 3.9.5 of LaserCrafts's proposal dated July 17, 2007, which description is agreed to be general in nature and capable of modification to fit the City's requirements if mutually agreed by the parties.] Violation processing services and software is as delineated and described in Exhibit "B" which is attached hereto and incorporated herein by reference for all purposes. 5.04 Testing and Maintenance. In addition to the daily violation retrieval and self -tests performed on all Systems described herein, at least once per contract year LaserCraft shall test each System for accuracy in accordance with LaserCraft's standard testing procedures (as provided in advance to the City); and LaserCraft shall certify the System's compliance with LaserCraft's minimum accuracy requirements. LaserCraft shall promptly provide in writing to the City a copy of the results of such tests. 5.05 Repair. LaserCraft shall respond to a report of a malfunction in accordance with all requirements as stated in the attached RFP 07-027, Specification Number 07-550-09 dated June 2007, specifically delineated under Part III, Section 6, Item 6.2.3. Unless the equipment is determined to have been severely damaged by construction, vehicular accidents, extreme vandalism, or similar events by third parties (such determination to be agreed to by the City, with the City's agreement not to be unreasonably withheld), then and in that event LaserCraft shall promptly and properly repair and/or replace the equipment in accordance with all requirements as stated in the attached RFP 07-027, Specification Number 07-550-09 dated June 2007, specifically delineated under Part III, Section 6.2, Item 6.2.1. 5 5.06 Notice of Violation Format. LaserCraft shall assist the City in developing a standard format and design of a notice of violation for the City's issuance of notices of violation that meet City and statutory requirements. Once the City and LaserCraft have agreed upon same, LaserCraft shall use said notice of violation format for the duration of this Agreement, unless otherwise directed by the City. 5.07 Reports and Certification. LaserCraft shall provide the City with monthly reports on the performance of the System, which reports are delineated in Exhibit "C" attached hereto and incorporated herein by reference for all purposes. The System shall allow the City to generate daily, weekly, monthly, quarterly, and annual reports on violations captured, notices of violation issued, and violations rejected on a daily, weekly, monthly, quarterly, and annual basis. SECTION 6 RESPONSIBILITIES OF THE CITY The City hereby agrees that its responsibilities shall include the following: 6.01 Enforcement of Ordinances. The City shall be solely responsible for both the manner of enforcement, and the enforcement itself, of the City's traffic ordinances. 6.02 Permits and Approvals. City agrees to provide reasonable assistance to LaserCraft in obtaining necessary permits and approvals, and agrees to provide reasonable assistance to LaserCraft in communications with transportation officials, processing vendors, power and communication companies, and other third parties as may be reasonably required in relation to installation and operation of the System. 6.03 Intersection Schematics, Signal Operations, and Locations. The City and LaserCraft shall work together to identify mutually -agreeable Locations. The City shall provide reasonable assistance to LaserCraft in obtaining necessary schematics and plans from the City, County or Counties, or State DOT records for designated Locations. The City shall advise LaserCraft in writing at least thirty (30) days in advance if the traffic signal operations are to be modified; provided, however, that the City shall not be considered to be in breach of this Agreement to the extent that its failure to so notify LaserCraft is the result of the failure of officials to provide such information to the City. 6.04 Systems Interface. The City shall provide reasonable assistance, access to personnel and systems, and information to allow LaserCraft to provide data interfaces, if desired by the City, i.e. files to periodically update the accounting system for accounts receivable, returned checks, and the like. In order to ensure continued compatibility and interoperability between the System and the notice of violation tracking software utilized by the City, the City shall advise LaserCraft in writing at least thirty (30) days in advance if the City's notice of violation tracking software is to be substantively modified or replaced. The City shall be responsible for any additional actual costs associated with the interface to a new records management system. 6.05 Services to be Provided by City Personnel. The City shall: 6.05(a) Provide LaserCraft an "Originating Resource Indicator (ORI) Authorization Letter" for LaserCraft's use in obtaining owner registration data from DMV; 6.05(b) Review and confirm all violations; and 6.05(d) Prosecute cases that are appealed. SECTION 7 SOFTWARE LICENSE 7.01 Software License. If utilized as part of the System, during the term of this Agreement, LaserCraft licenses to the City the web -based use of the System pursuant to the terms and conditions stated in this Agreement. For purposes of this Agreement, the LaserCraft "Red Light Camera Enforcement System" and the LaserCraft "OnlineViolationTM Processing System" shall include the proprietary software owned by LaserCraft to allow the City to monitor the operations of the System at all Locations, including but not limited to approving, printing, receiving payments, tracking status of and reporting on traffic violations files generated from the System. The System is solely for use on the violation events information provided by LaserCraft under this Agreement generated by the LaserCraft equipment. 7.02 Restrictions on Use. The City may not, without LaserCraft's express prior written consent, alter, modify or adapt the executable code portions (not including configurable functions) of the System or knowingly allow a third party to do so, including but not limited to translating, reverse engineering, decompiling or reverse compiling or disassembling. The System shall be used only for the purposes stated in this Agreement; any use of the System for other purposes, including but not limited to commercial distribution, time-sharing, rental, or service bureau use, is expressly prohibited. LaserCraft shall, however, have the obligation to assist and cooperate with the City in the establishment of a method for exchanging information with the City's Court system. SECTION 8 PRICES, INVOICING, AND COLLECTIONS 8.01 Prices for Services. The parties hereby agree that pricing for the Services to be provided hereunder shall be as delineated in Exhibit "D," subject to the conditions of Subsection 8.03 below. Exhibit "D" is attached hereto and incorporated herein by reference for all purposes. 8.02 Invoicing and Payment. Invoicing shall begin for each Location after the system is installed and accepted at that Location and LaserCraft has operated the system for the thirty -day testing period, or such longer testing period as may be mutually agreed by the parties. After the testing period, all invoices will be sent to the City at the end of each month of operation. Invoicing shall be by hard copy unless otherwise agreed upon by the parties in writing. 7 8.03 Collections. After an agreed time period where no payment has been received on a given notice of violation, LaserCraft shall provide to the City, at no additional cost to the City, a data interface to facilitate attempts by the City or a third party agent of the City to collect. Alternatively, LaserCraft and the City may agree upon terms by which (i) LaserCraft may supply separate collection services on past due receivables, or (ii) LaserCraft may provide custom interface programming to the City. SECTION 9 PROMPT PAYMENT POLICY 9.01 In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by the City to LaserCraft will be made within thirty (30) days of the date the City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date the City receives a correct invoice for the goods or services, whichever is later. LaserCraft may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by the City in the event: 9.01(a) There is a bona fide dispute between the City and LaserCraft, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late; or 9.01(b) There is a bona fide dispute between LaserCraft and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or 9.01(c) The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with federal funds; or 9.01(d) The invoice is not mailed to the City in strict accordance with any instruction on the purchase order relating to the payment. SECTION 10 NON -APPROPRIATION AND FISCAL FUNDING 10.01 This Agreement is a commitment of the City's current revenues only. It is understood and agreed that the City shall have the right to terminate this Agreement at the end of any of the City's fiscal years if the governing body of the City does not appropriate funds sufficient to purchase the services as determined by the City's budget for the fiscal year in question. The City may effect such termination by giving LaserCraft a written notice of termination at the end of its then -current fiscal year. SECTION 11 GRATUITIES AND BRIBES 11.01 The City may, by written notice to LaserCraft, cancel this Agreement without liability owed to LaserCraft if it is determined by the City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by LaserCraft or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, LaserCraft may be subject to penalties stated in Title 8 of the Texas Penal Code. SECTION 12 TAXES 12.01 The City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in any of LaserCraft's charges. SECTION 13 WARRANTY BY LASERCRAFT 13.01 LaserCraft hereby guarantees and warrants as follows: (i) that the System shall comply with the specifications delineated herein and in all contract documents; (ii) its employees shall have sufficient skill, knowledge, and training to properly and satisfactorily perform the Services; and (iii) the Services shall be performed in a professional and workmanlike manner and in compliance with this Agreement and applicable industry standards. LaserCraft makes no warranty that operation of the System will be uninterrupted or error -free. SECTION 14 INSURANCE 14.01 LaserCraft shall meet or exceed all requirements as stated in the attached RFP 07-027, Specification Number 07-550-09 dated June 2007, specifically delineated under Part II "General Terms and Conditions," Item 6, and such item's integrally -included Attachment A entitled "City of Round Rock Insurance Requirements." SECTION 15 INTELLECTUAL PROPERTY INDEMNITY AND OWNERSHIP 15.01 Intellectual Property Indemnity. 15.01(a) LaserCraft will indemnify and hold harmless the City against any and all costs, damages and expenses (including reasonable legal expenses) finally awarded against the City by a court of competent jurisdiction or agreed to in a written settlement arising out of any suit or claim brought by a third party against the City alleging that the System infringes any United States patent issued as of the date of this Agreement or any United States copyright or trade secret, provided that LaserCraft is given prompt written notice of any such claim and the opportunity to participate in the defense of such claim and any settlement, and the City provides reasonable information and assistance to LaserCraft in defending any claim. 15.01(b) If the System is held by a court of competent jurisdiction to infringe, or in LaserCraft's opinion is likely to be held to infringe, any United States patent issued as of the date of this Agreement or any United States copyright or trade secret, LaserCraft shall, at its sole expense and sole option, promptly: (i) secure the right for the City to continue use of the System in accordance with the terms of this Agreement; (ii) replace or modify the System to make it non - infringing; or if, in the reasonable estimation of LaserCraft, neither option (i) or (ii) is economically or otherwise feasible, then (iii) remove all or the infringing part of the System, adjust the monthly fee payable hereunder to reflect such removal, and refund any amounts paid by the City to the extent that such amounts relate to periods in which the infringing part of the System was not available. 15.01(c) LaserCraft's obligations under this Section 15.01 shall not apply to any claim resulting from an alleged infringement in the System in a condition other than substantially as delivered to the City, including but not limited to any alleged infringement arising from the City's unauthorized modification of the System or the combination of the System with other hardware or software, use other than in accordance with LaserCraft's specifications, or infringement resulting from use by the City of hardware or third party software not specifically approved in writing by LaserCraft. 15.02 Ownership of Intellectual Property. Title and ownership rights to all Intellectual Property (as defined in this Subsection 15.02) of LaserCraft shall remain in LaserCraft, and LaserCraft reserves all rights not expressly granted. Except for rights specifically granted herein, the City shall have no right, title, or interest in or to such Intellectual Property. For purposes of this Agreement, "Intellectual Property" shall mean all proprietary knowledge and information of LaserCraft, including but not limited to the System, Confidential Information, patents, copyrights, trade secrets, trademarks, inventions, listings and documentation related thereto, or any revisions, alterations or derivative works thereof in any form. SECTION 16 CONFIDENTIALITY 16.01 Texas Public Information Act. For purposes of this Section 16 and this Agreement as a whole, LaserCraft expressly acknowledges its understanding and agreement that the City is subject to the Texas Public Information Act, and that the City's duties run in accordance therewith. 10 16.02 Definitions. For purposes of this Section 16 and this Agreement as a whole: (i) "Confidential Information" shall mean all non-public or competitively sensitive information of the Disclosing Party that is disclosed to the Receiving Party. Subject to the foregoing limitation, Confidential Information shall include without limitation technical or non-technical data, formulae, patterns, compilations, programs, devices, methods, techniques, drawings, processes, financial data, product plans, specifications, drawings, designs, plans, proposals, and business plans and internal projections of the Disclosing Party; (ii) "Disclosing Party" shall mean any party disclosing Confidential Information hereunder; and (iii) "Receiving Party" shall mean any party receiving or coming into substantial contact with Confidential Information hereunder. 16.03 Nondisclosure. For so long as the Confidential Information of the Disclosing Party remains competitively sensitive, up to a maximum of two (2) years after expiration or termination of this Agreement, the Receiving Party will not, without written authorization from Disclosing Party to do so, use for its own benefit or purposes, disclose to others, or knowingly permit any other person to obtain any Confidential Information of Disclosing Party. The Receiving Party agrees to use its best efforts in connection with its foregoing commitments regarding Confidential Information. The foregoing restrictions shall not apply to: (i) the Disclosing Party's information that has been voluntarily disclosed to the public (other than through unauthorized disclosures) by the Disclosing Party, (ii) information independently developed and disclosed by others, (iii) information that has otherwise entered the public domain; or (iv) information that is required to be disclosed pursuant to a valid subpoena or order of a court of competent jurisdiction, provided that in such case the Receiving Party shall provide prompt notice to the Disclosing Party of such subpoena or order. 16.04 Public Records Demands. In the event a demand is made by any person, agency, or organization pursuant to any public records or freedom of information act to view or examine items under this Agreement that constitute Confidential Information, the City agrees to assert exemption of the material so long as the City reasonably deems such material to be exempt. If such demands are pursued after the City's assertion of exemption, the City agrees to promptly notify LaserCraft. SECTION 17 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING 17.01 Authority for local governments to contract with one another to perform certain governmental functions and services, including but not limited to purchasing functions, is granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts, Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter F, Section 271.101 and Section 271.102. 17.02 Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City of Round Rock's bid, with the consent and agreement of the successful vendor(s) and the City of Round Rock. Such consent and agreement shall be conclusively inferred for the vendor from lack of exception to this clause in the vendor's response. However, all parties indicate their understanding and all parties hereby expressly agree that the City of 11 Round Rock is not an agent of, partner to, or representative of those outside agencies or entities and that the City of Round Rock is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. SECTION 18 DESIGNATED REPRESENTATIVE(S) FOR THE CITY 18.01 The City hereby designates the following representative(s) authorized to act in its behalf with regard to this Agreement: David Bartels Planning, Programs & Administration 2008 Enterprise Drive Round Rock, Texas 78664 512-671-2760 dbartels@round-rock.tx.us SECTION 19 RIGHT TO ASSURANCE 19.01 Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. SECTION 20 DEFAULT 20.01 LaserCraft shall be declared in default of this Agreement if it does any of the following: 20.01(a) Fails to make any payment in full when due; 20.01(b) Fails to fully and timely perform any of its material obligations hereunder; 20.01(c) Fails to provide adequate assurance of performance under the "Right to Assurance" section herein; or 20.01(d) Becomes insolvent or seeks relief under U.S. bankruptcy laws. SECTION 21 TERMINATION 21.01 After the first year of this Agreement, the City has the right to terminate this Agreement, in whole or in part, for convenience and without cause, at any time upon ninety (90) days' written notice to LaserCraft. 12 21.02 In the event of any default by LaserCraft or the City, the other party has the right to terminate this Agreement for cause, upon giving the following notice and opportunity to cure: If either party (referred to as the "Defaulting Party") fails to comply with its obligations hereunder or is otherwise in breach or default hereunder, then the other party (referred to as the "Non - Defaulting Party") shall not have a right to invoke any rights or remedies with respect to such default until and unless (i) the Non -Defaulting Party delivers to the Defaulting Party a written notice that specifies all particulars of the default and specifies the actions necessary to cure the default; and (ii) the Defaulting Party fails to cure (within 30 days of receipt of the default notice) any matters specified in the default notice that may be cured solely by the payment of money, or the Defaulting Party fails to commence (within 60 days of receipt of the default notice) the cure of any matters specified in the default notice that cannot be cured solely by the payment of money, or fails to thereafter pursue curative action with reasonable diligence to completion. 21.03 LaserCraft has the right to terminate this Agreement only for cause, that being in the event of a material and substantial breach by the City, or by mutual agreement to terminate evidenced in writing by and between the parties. 21.04 In the event the City terminates under Subsections 21.01 or 21.02 of this Section 21, the following shall apply: Upon the City's delivery of the referenced notice to LaserCraft, LaserCraft shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice of termination, LaserCraft shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement to the date of termination. The City shall then pay LaserCraft that portion of the charges, if undisputed. The parties agree that LaserCraft is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 21.05 Upon expiration or termination of this Agreement: 21.05(a) 21.05(b) LaserCraft shall promptly remove and take possession of all LaserCraft equipment provided to the City hereunder, including but not limited to cameras and detection equipment. City shall promptly return to LaserCraft all LaserCraft equipment provided hereunder that is under the control or in the possession of the City. The City shall promptly, at LaserCraft's option, (i) return all copies of the System and supporting materials to LaserCraft and provide an affidavit to LaserCraft certifying that all known copies have been returned and that any subsequently discovered copies will be returned upon discovery; or (ii) destroy all copies of the System and supporting materials and supply an affidavit to LaserCraft certifying such destruction. 21.05(c) The parties shall, upon written request by the other party, return all Confidential Information of the other party. 13 21.05(d) LaserCraft shall supply to the City, in a flat file or other mutually agreeable format, the relevant contents of the project database, including but not limited to all notices of violation and information records whether open or closed; provided, however, all violation images and video may be supplied on separate media sources and the database shall contain a "pointer" to the associated images or video file. SECTION 22 INDEMNIFICATION 22.01 Indemnification by LaserCraft. To the fullest extent permitted by law, LaserCraft shall indemnify, defend, protect, and hold harmless the City, its employees, members, managers, officers, directors, agents, and contractors (collectively and individually, the "City Indemnified Party") from and against: 22.01(a) Any injury, death, loss, or damage to any person, tangible property, or facilities of any person or entity (including reasonable attorneys' fees and costs at trial and appeal) to the extent arising out of or resulting from the negligent wrongful acts or omissions of LaserCraft, its officers, employees, servants, affiliates, agents, contractors, or underlying facility owners or from any person for whom it is in law responsible, or otherwise resulting from, arising in connection with, or relating to its performance (including breach or failure thereto) under this Agreement; or 22.01(b) Any claims, liabilities or damages arising out of any violation by LaserCraft of regulations, rules, statutes, or court orders of any local, state, or federal governmental agency, court, or body in connection with its performance under this Agreement or otherwise; or 22.01(c) Any claims, liabilities or damages arising out of any claim that this Agreement or any term or condition of this Agreement violates any regulation, rule, statute, or court order of any local, state, or federal governmental agency, court, or body. 22.01(d) LaserCraft shall have the right to defend the City Indemnified Party by counsel of LaserCraft's selection (reasonably satisfactory to the City Indemnified Party), with respect to any claims within the indemnification provisions hereof. The parties shall give each other prompt notice of any asserted claims or actions indemnified against, shall cooperate with each other in the defense of any such claims or actions, and shall not settle any such claims or actions without the prior consent of LaserCraft, such consent not to be unreasonably withheld. 22.02 Indemnification by the City. To the fullest extent permitted by law, the City shall indemnify, defend, protect, and hold harmless LaserCraft, its employees, members, managers, 14 officers, directors, agents, and contractors (collectively and individually, the "LaserCraft Indemnified Party") from and against: 22.02(a) Any injury, death, loss, or damage to any person, tangible property, or facilities of any person or entity (including reasonable attorneys' fees and costs at trial and appeal) to the extent arising out of or resulting from the negligent wrongful acts or omissions of the City, its officers, employees, servants, affiliates, agents, contractors, or underlying facility owners or from any person for whom it is in law responsible, or otherwise resulting from, arising in connection with, or relating to its performance (including breach or failure thereto) under this Agreement; 22.02(b) Any claims, liabilities or damages arising out of any violation by the City of regulations, rules, statutes, or court orders of any local, state, or federal governmental agency, court, or body in connection with its performance under this Agreement or otherwise; or 22.02(c) Any claims, liabilities or damages arising out of any claim that this Agreement or any term or condition of this Agreement violates any regulation, rule, statute, or court order of any local, state, or federal governmental agency, court, or body. 22.02(d) The City shall have the right to defend the LaserCraft Indemnified Party by counsel of the City's selection (reasonably satisfactory to the LaserCraft Indemnified Party), with respect to any claims within the indemnification provisions hereof. The parties shall give each other prompt notice of any asserted claims or actions indemnified against, shall cooperate with each other in the defense of any such claims or actions, and shall not settle any such claims or actions without the prior consent of the City, such consent not to be unreasonably withheld. 22.03 The obligations of this Section 22 shall survive the expiration or earlier termination of this Agreement. 22.04 Nothing herein shall be deemed to limit the rights of the City or LaserCraft (including but not limited to the right to seek contribution) against any third party who may be liable for an indemnified claim. SECTION 23 LIMITATION OF LIABILITY 23.01 LaserCraft shall not be liable to the City or any third party to the extent that: (i) the City fails to use the System in substantial accordance with this Agreement; (ii) the System or any part thereof has been damaged due to the City's intentional misuse, intentional neglect, or unauthorized alteration, repair, installation, testing, or modification, or which has been moved by 15 the City from the original installation location; or (iii) the claimed defect or error has been caused by persons other than by LaserCraft or by products, equipment or software not provided by LaserCraft. Additionally, neither party nor any indemnified party shall be liable to the other party for special, punitive, exemplary, consequential, incidental or indirect losses or damages. SECTION 24 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES 24.01 LaserCraft, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. SECTION 25 ASSIGNMENT AND DELEGATION 25.01 The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. SECTION 26 NOTICES 26.01 All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: 26.01(a) When delivered personally to the recipient's address as Agreement; or 26.01(b) Three (3) days after being deposited in the United States mail prepaid to the recipient's address as stated in this Agreement. Notice to LaserCraft: LaserCraft, Inc. Attention: Tom Quinn Executive Vice President and Chief Financial Officer 1450 Oakbrook Drive, Suite 900 Norcross, GA 30093 Notice to City: James R. Nuse, City Manager 221 East Main Street Round Rock, TX 78664 16 stated in this , with postage AND TO: Stephan L. Sheets, City Attorney 309 East Main Street Round Rock, TX 78664 26.02 Either party may from time to time change its designated recipient or address for notification purposes by giving the other party written notice of the new designated recipient or address. 26.03 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. SECTION 27 APPLICABLE LAW; ENFORCEMENT AND VENUE 27.01 This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. SECTION 28 EXCLUSIVE AGREEMENT 28.01 This document and all appended documents constitute the entire Agreement between LaserCraft and the City, and supersede any prior or contemporaneous agreements, discussions or understandings. Both parties expressly state that they are not relying on any other oral or written statements, discussion, agreements or understandings. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing, duly authorized on behalf of the City by appropriate action of the City Council or City Manager. SECTION 29 DISPUTE RESOLUTION 29.01 If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution, then and in that event any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, the City and LaserCraft shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. 29.02 The City and LaserCraft hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 17 SECTION 30 SEVERABILITY 30.01 The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. SECTION 31 MISCELLANEOUS PROVISIONS 31.01 Standard of Care. LaserCraft represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to this Agreement and generally accepted industry practices. 31.02 Time is of the Essence. LaserCraft understands and agrees that time is of the essence and that any failure of LaserCraft to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. LaserCraft shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to the City due to LaserCraft's failure to perform in these circumstances, the City may pursue any remedy available without waiver of any of the City's additional legal rights or remedies. 31.03 Force Majeure. Neither party will be liable to the other or be deemed to be in breach of this Agreement for any failure or delay in rendering performance arising out of causes beyond its reasonable control and without its fault or negligence. Such causes include but are not limited to acts of God or the public enemy, acts or omissions of a nation or any state, territory, province, or other political subdivision thereof, acts of terrorism, fires, floods, earthquakes, epidemics, theft, quarantine restrictions, strikes, freight embargoes, unusually severe weather, or other causes beyond the control of the party claiming excusable delay or other failure to perform. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. 31.04 Accounting Records. Records necessary to support LaserCraft invoices shall be kept for three (3) years from issuance date, and shall be available to the City or its authorized representatives at mutually convenient times. 31.05 Compliance with Law. The City hereby represents and warrants that its use of the Services and the System will be in compliance with any and all applicable laws, rules, and regulations of the United States or the State of Texas. The City further represents and warrants that it will not knowingly use, disseminate or transfer the System or any portion thereof in 18 violation of the foregoing laws, rules and regulations, including but not limited to the export control laws of the United States. 31.06 Waiver. No delay or omission by either party in the exercise of any right or power shall be construed to be a waiver thereof. A waiver by either of the parties of any of the covenants, conditions, or agreements to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition, or agreement herein contained. No change, waiver, or discharge hereof shall be valid unless in writing and signed by an authorized representative of the party against which such change, waiver, or discharge is sought to be enforced. 31.07 Headings and Interpretation. The headings used herein are for reference and convenience only, and shall not enter into the interpretation hereof. 31.08 Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. IN WITNESS WHEREOF, the City and LaserCraft have executed this Agreement on the dates indicated. City of Round Rock, Texas By: Nyle Maxwell, Mayor Date Signed: Attest: By: Sara L. White, City Secretary Stephan L. Sheets, City Attorney LaserCraft, Inc. By: Title: Date Signed: mot 24:0e For City, Approved as to Form: By: 19 EXHIBIT "A" Locations A. A minimum of four (4) approaches will be installed initially, with additional approaches allowed to be added within the scope of this Agreement if mutually agreed by both parties. B. Targeted initial approach locations are as noted below: • IH 35 & SH 45 • US 79 & MAYS STREET • IH 35 & RM 620 • IH 35 & OLD SETTLERS BOULEVARD • LOUIS HENNA BOULEVARD & GREENLAWN BOULEVARD • US 79 & RED BUD LANE • RM 620 & DEEPWOOD DRIVE • IH 35 & US 79 • IH 35 & HESTER'S CROSSING • US 79 & GEORGETOWN STREET The parties expressly acknowledge that such "targeted initial approach locations" result from preliminary projections, and are subject to review on the basis of new data, and are subject to re- ordering and/or deletion from the list. The parties expressly acknowledge their understanding that the listing of such "targeted initial approach locations" in this Section B is not exclusive and/or exhaustive, and that other locations may be added to the list. The City and LaserCraft agree to mutually evaluate and approve intersections suitable for installation. The parties expressly agree that final approval is the province of the City in accordance with RFP 07-027, Specification Number 07-550-09 dated June 2007, Page 6, Section 3.2; and Response to RFP submitted by LaserCraft, Page 9, Section 3.3.2. C. Approved approaches can be installed with red light camera systems under this Agreement provided that: 1. Permits can be obtained; 2. Right-of-way clearance permits installation; 3. Underground or overhead obstructions or limitations do not prevent conventional infrastructure installation; and 4. Positioning of LaserCraft system will permit clear view of the vehicle license plate as necessary to capture images of the vehicle and vehicle license plate. 20 EXHIBIT "B" OnlineViolationTM Description [See Section 3.7.2 through Section 3.9.5 of LaserCraft's proposal dated July 17, 2007.] 21 EXHIBIT "C" Reports [See "Reports" in Section 3.7.1 and "System Description" in Section 3.7.2 through Section 3.7.5 of LaserCraft's proposal dated July 17, 2007.] 22 e�' EXHIBIT "D" Pricing The price for the System and related services for a full turnkey solution is as follows: Fixed Monthly Fee per Installed System (Approach) $4,495.00 Cost Neutrality Vendor hereby guarantees that for each month during the entire term of this Agreement (initial term and all renewal periods) the total monthly revenue received by the City as a result of notices of violation issued during such month, excluding any revenue retained by or required to be remitted to another entity, shall equal the total applicable monthly fee of the Vendor for camera systems and related processing services. To allow time for the payment and processing of issued notices of violation and to permit an accurate calculation of revenue received, such guarantee shall be reviewed and calculated one hundred twenty (120) days after the close of a month for such month. In the event that the City Revenue from notices of violation for a month is less than the Vendor's total Camera System fixed fee charges for that month, Vendor shall issue a credit to the City in an amount equal to the revenue shortfall for such month to be applied against the next invoice issued to the City. During the entire term of this Agreement (initial term and all renewal periods), upon the second occurrence that the total revenue generated from the installed approaches is less than the total aggregated cost of the monthly fee, both parties agree to meet to discuss resolution options including but not limited to re -deployment of non-performing approaches. In no event shall the total amount invoiced exceed the total amount collected by the City for the same invoice period. Deferred Payment Invoicing shall begin for each Location after: (i) the LaserCraft Equipment is installed and accepted at a Location; and (ii) LaserCraft has operated the Red Light System at the Location for a thirty (30) day testing period, or such longer testing period as may be mutually agreed upon by the Parties. Notwithstanding any provisions herein to the contrary, the first payment for the collective approaches initially installed shall be due sixty (60) days from the issuance of the first notice of violation. 23 ATTACHMENT 1 RFP 07-027 Specification Number 07-550-09 dated June 2007 24 ATTACHMENT 2 LaserCraft's Proposal dated July 17, 2007 25 1. PURPOSE 1.1. RFP 07-02i Specification Number 07.550-0: Dated: June 200/ City of Round Rock REQUEST FOR PROPOSALS RED LIGHT CAMERA ENFORCEMENT PROGRAM PART 1 GENERAL INFORMATION The City of Round Rock, Texas seeks the services of qualified contractor(s) to provide F.O.B. Destination, camera systems capable of detecting and recording red light violations, and providing back office citation processing as described in this Request for Proposal. The City of Round Rock seeks to improve its enforcement of traffic laws, specifically for red Tight traffic signal photo enforcement and associated services. This project will assist in efforts to improve the overall safety of the community. 2. DEFINITIONS: The following definitions will be used for identified terms throughout the specification and proposal document: 2.1. Agreement — a mutually binding legal document obligating the Vendor to fumish the goods, equipment or services, and obligating the City to pay for it. 2.2. City — identifies the City of Round Rock, Travis and Williamson Counties, Texas. 2.3. Deliverables means the goods, products, materials, and/or services to be provided to the City by Proposer if awarded the agreement. 2.4. Goods represent materials, supplies, commodities and equipment. 2.5. Professional Services means services that use skills that are predominantly mental or intellectual, rather than physical or manual including, but not limited to, accounting, architecture, land surveying, law, medicine, optometry and professional engineering. 2.6. Proposal is a complete, properly signed response to a Solicitation that if accepted, would bind the Proposer to perform the resulting agreement. 2.7. Proposer identifies persons and entities that submit a proposal. 2.8. Purchase Order - is an order placed by the Purchasing Office for the purchase of Goods or Services written on the City's standard Purchase Order form and which, when accepted by the Proposer, becomes an agreement. The Purchase Order is the Proposer's authority to deliver and invoice the City for Goods or Services specified, and the City's commitment to accept the Goods or Services for an agreed upon price. 2.9. Services - work performed to meet a demand. The furnishing of labor, time, or effort by the vendor and their ability to comply with promised delivery dates, specification and technical assistance specified 2.10. State — identifies the State of Texas. 2.11. Subcontractor - any person or business enterprise providing goods, labor, and/or services to a Vendor if such goods, equipment, labor, and/or services are procured or used in fulfillment of the Vendor's obligations arising from an agreement with the City. 2.12. Turnkey — indicates fully equipped and ready to go into operation. 2.13. TxDOT — identifies the State of Texas Department of Transportation. 2.14. Vendor (sometimes referred to as Contractor) - a person or business enterprise providing goods, equipment, labor and/or services to the City as fulfillment of obligations arising from an agreement or purchase order. Page 1 of 24 RFP OT -02i Specification Number 07-550.05 Dated: June 2001 3. CONFLICT OF INTEREST 3.1. Effective January'', 2006, Chapter 176 of the Texas Local Govemment Code (House Bill 914) requires that any vendor or person considering doing business with a local govemment entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local govemment entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing a completed form, please mail to: City of Round Rock Christine Martinez, City Secretary 221 East Main Round Rock, Texas 78664-5299 3.2. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal. 4. CITY CONTACT: All responses for Request for Proposals (RFP), as well as any questions, clarifications or requests for general information are to be directed to: Randy Barker Purchasing Supervisor 221 East Main Round Rock, TX 78664-5299 Telephone (512) 218-3295 Fax (512) 218-7028 rbarker(round-rock.tx.us 4.1. The individual above may be telephoned for clarification of the specifications of this Request for Proposals only. No authority is intended or implied that specifications may be amended or aftemates accepted prior to closing date without written approval of the City. Under no circumstances will private meetings be scheduled between Proposer and city staff. 5. EX PARTE COMMUNICATION: 5.1. Please note that to insure the proper and fair evaluation of a proposal, the City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Proposer to a City Official or Employee evaluating or considering the proposals prior to the time a formal decision has been made. Questions and other communication from vendors will be permissible until 5:00 pm on the day specified as the deadline for questions. Any communication between Proposer and the City after the deadline for questions will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Ex parte communication may be grounds for disqualifying the offending Proposer from consideration or award of the solicitation then in evaluation, or any future solicitation. 6. PROPOSAL SCHEDULE 6.1. It is the City's intention to comply with the following proposal timeline: 6.1.1. Request for Proposals released 6.1.2. Deadline for questions 6.1.3. City response to all questions/addendums 6.1.4. Responses for RFP due by 3:00 p.m. June 12, 2007 June 29, 2007 July 6, 2007 July 17, 2007 NOTE: These dates represent a tentative schedule of events. The City reserves the right to modify these dates at any time, with appropriate notice to prospective Proposer. 6.2. All questions regarding the RFP shall be submitted in writing (either electronically, fax, or regular mail) by 5:00 pm on June 29, 2007 to above named City Contact. All interested firms will be provided with a copy of the questions submitted and the City's response. Questions shall be submitted to the contact named above. Page 2 of 24 RFP 07-021 Specification Numbei 07-550-0f Dated: June 2007 7. PROPOSAL DUE DATE: 7.1. Sealed proposals are due no Tater than 3:00 p.m., July 17, 2007 to the office of the Purchasing Department. Mali or cavy sealed proposals to: City of Round Rock, Texas 221 East Main Round Rock, Texas 78664-5299 7.2. Proposals received after this time and date will not be considered. 7.3. Sealed proposals should be clearly marked on the outside of packaging "DO NOT OPEN — RFP 07-027 RED LIGHT CAMERA ENFORCEMENT PROGRAM". 7.4. Facsimile or electronically transmitted proposals are not acceptable. 7.5. Each proposal and each proposal variation shall be submitted in one (1) original and five (5) copies. 8. PROPOSAL SUBMISSION REQUIREMENTS: Interested and qualified firms or teams shall: 8.1. Submit one (1) original and five (5) copies of materials that demonstrate their experience in performing projects of this scale and complexity. 8.2. Documentation shall include: 8.2.1. Identification of the firm/team responding to the RFP to include a brief summary of team member experiences. 8.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the specification. 8.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. 8.2.4. Project timeline outlining the steps the firm would take in the implementation of the project. 8.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. 8.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 9. CONFIDENTIALITY OF PROPOSAL CONTENT 9.1. All proposals submitted in response to this RFP shall be held confidential until an agreement is awarded. Following the agreement award, proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 9.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the proposal, which the Proposer believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the agreement is awarded. Page 3 of 24 RFP 07-021 Specification Numbe 07-550-0i Dated: June 2007 10. CLARIFICATION OF PROPOSALS 10.1. The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 11. EVALUATION CRITERIA: All proposals received shall be evaluated based on the best value for the City by considering all or part of the criteria listed below, as well as any relevant criteria specifically listed in the solicitation: 11.1. Price; 11.2. Long-term cost to the City to acquire Proposer's goods and services; 11.3. The extent to which the goods or services meet the City's needs; 11.4. Completeness, technical competence and clarity of the proposal; 11.5. Project process and outline; 11.6. Compliance with requested form and information; 11.7. Reputation of the Proposer and the Proposer's services; 11.8. Technical expertise; 11.9. Client list/sponsor reference and experience; 11.10. Proposer's past relationship with the City. All vendors will be evaluated on their past performance and prior dealings with the City to include, but not limited to, failure to meet specifications, poor quality, poor workmanship, late delivery. 12. EVALUATION PROCESS 12.1. A committee comprised of City Staff and others as appropriate will review the responses to the RFP and may develop a short list of firms/teams. 12.2. Interviews and/or demonstrations may be conducted with any responding firms/teams to discuss their qualifications, resources, and availability to provide the services requested. 12.2.1. Upon completion of the evaluation, the selection committee may recommend a firm/team for the project identified. 12.2.2. An agreement with the recommended firm/team for the project will then be negotiated. This process will be completed with the City Council's authorization to the Mayor for the execution of the agreement or the execution of the agreement by the City Manager. 12.3. The City of Round Rock will not provide compensation or defray any cost incurred by any firm related to the response to this request. The City of Round Rock reserves the right to negotiate with any and all persons or firms. The City of Round Rock also reserves the right to reject any or all proposals, or to accept any proposal deemed most advantageous, or to waive any irregularities or informalities in the proposal received, and to revise the process and/or schedule as circumstances require. PART 11 GENERAL TERMS AND CONDITIONS 1. AGREEMENT: The term of the Agreement resulting from the solicitation may be for five consecutive twelve-month periods of time from the effective date and shall remain in full force and effect unless and until it expires by operation of the term stated or until terminated or extended as provided herein. The City Manager reserves the right to: 1.1. 1.2. Renew the Agreement for two additional periods of time not to exceed twelve months for each renewal provided both parties agree. Review the following at the end of each twelve-month review period or renewal: 1.2.1. Vendor performance; 1.2.2. Price; 1.2.3. Continuing need; 1.2.4. Advancements in technologies and or service; 1.2.5. The City may terminate the Agreement with or without cause or may continue through the next twelve- month review or renewal period. Page 4 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 2. PRICE: The agreement price shall be firm for the duration of the agreement or extension periods except as provided for in paragraph below. No separate line item charges shall be permitted for either proposal or invoice purposes, which shall include equipment rental, demurrage, costs associated with obtaining permits or any other extraneous charges. 3. PRICE ADJUSTMENT: The City may permit "unit price" adjustments upward annually, upon renewal of agreement, only as a result of a cost increase in goods or services in accordance with the Producers Price Index located at httri://stats.bIsmov/ppl/home.htm. Any price increase shall be requested by the Vendor in writing and accompanied with the appropriate documentation to justify the increase. All price increases are subject to City approval before they become effective unto this agreement. The vendor may offer price decreases in excess of the allowable percentage change. 4. INTERLOCAL COOPERATIVE CONTRACTING Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City of Round Rock's solicitation, with the consent and agreement of the successful vendor(s) and the City of Round Rock. Such consent and agreement shall be conclusively inferred from lack of exception to this clause in vendor's response. However, all parties indicate their understanding and all parties hereby expressly agree that the City of Round Rock is not an agent of, partner to, or representative of those outside agencies or entities and that the City of Round Rock is not obligated or liable for any action or debts that may arise out of such independently -negotiated ''piggyback" procurements. 5. INDEMNIFICATION: The successful Proposer shall indemnify, save harmless and exempt the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney fees and any and all other costs or fees incident to any work done as a result of this quote and arising out of a willful or negligent act or omission of the successful Proposer, its officers, agents, servants, and employees; provided, however, that the successful Proposer shall not be liable for any suits, actions, legal proceedings, claims, demands, damages, costs, expenses and attomey fees arising out of a willful or negligent act or omission of the City, it's officers, agents, servants and employees, or third parties. 6. INSURANCE: The successful Proposer shall meet or exceed ALL insurance requirements set forth by the City of Round Rock as identified in Attachment A to the specifications. Any additional insurance requirements of participating or cooperative parties will be included as subsequent Attachments and shall require mandatory compliance. 7. VENUE: The agreement shall be govemed by and construed in accordance with the laws of the State of Texas. Venue shall be in the applicable court, Williamson County, Texas. 8. DISCLOSURE OF LITIGATION 8.1. Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty. 9. RIGHT TO REPRODUCE DOCUMENTATION AND OTHER INFORMATION 9.1. The City shall have the right to reproduce any and all manuals, documentation, software or other information stored on electronic media supplied pursuant to the agreement at no additional cost to the City, regardless of whether the same be copyrighted or otherwise restricted as proprietary information; provided, however, that such reproductions shall be subject to the same restrictions on use and disclosure as are set forth in the agreement. 9.2. The Awarded Proposer agrees to execute any non-exclusive copyright assignments or reproduction authorizations that may be necessary for the City to utilize the rights granted in this subparagraph. Page 5 of 24 RFP 07-027 Specification Numbe, 07-550-09 Dated: June 2007 10. INDEPENDENT CONTRACTOR 10.1. It is understood and agreed that the Contractor shall not be considered an employee of the City. 10.2. The Contractor shall not be within protection or coverage of the City's Worker' Compensation insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect. 1. SCOPE OF WORK 1.1. PART III SPECIFICATIONS The City requests proposals for a full service, tumkey program for red light traffic signal photo enforcement and associated services. The City seeks a combined red light camera system and complete tumkey solution package including all necessary support services. For the purpose of this RFP, a Red Light Camera Enforcement system is defined as inclusive of all equipment and personnel required for automated enforcement of red light violations in concert with the City. 2. RED LIGHT VIOLATION 2.1. As defined in Section 544.007 of the Texas Transportation Code (Attachment E): 2.1.1. An operator of a vehicle facing only a steady red signal shall stop at a clearly marked stop line. In the absence of a stop line, the operator shall stop before entering the crosswalk on the near side of the intersection. A vehicle that is not tuming shall remain standing until an indication to proceed is shown. After stopping, standing until the intersection may be entered safely, and yielding right-of-way to pedestrians lawfully in an adjacent crosswalk and other traffic lawfully using the intersection, the operator may: 2.1.1.1. tum right; or 2.1.1.2. tum left, if the intersecting streets are both one-way streets and a left tum is permissible. 3. PROJECT DUTIES 3.1. Engineering 3.1.1. The awarded vendor shall provide and install all equipment necessary to identify and photograph motor vehicles violating signalized lights. 3.1.1.1. All applicable elements proposed shall meet or exceed requirements identified in Manual on Uniform Traffic Control Devices (MUTCD), 2003 Edition with Revision Number 1 Incorporated, dated November 2004. 3.1.2. Required hardware shall include, at a minimum, all computer interfaces, software, cameras, flash strobes, non-invasive violation detection, wiring and any necessary appurtenances to support a fully functional Red Light Camera Enforcement system. 3.1.3. The awarded vendor shall provide a complete set of design drawings and installation plans signed and sealed by an engineer registered in the State of Texas. 3.1.3.1. The installation plans shall include all electrical, electronics, signing, civil and mechanical work pertaining to the monitoring equipment. 3.2. Site Selection, Analysis and Design 3.2.1. The City shall make the final selection of enforced approaches; however, the City will rely on the selected vendor to provide critical site analysis and information to assist in the selection process. 3.2.1.1. Vendor shall detail its proposed site selection and analysis methodology. 3.2.1.2. Vendor shall present examples of previous implementation strategy and results. 3.2.1.3. Vendor shall identify personnel responsible for site design. Page 6 of 24 RFP 07-02' Specification Numbe 07-550-0! Dated: June 2001 3.2.1.3.1. Vendor shall provide detail of specified personnel's experience in developing plans for the City intersections. 3.2.1.4. Vendor shall be responsible for preparing installation plan designs. 3.2.1.5. Proposal shall include method and conditions for modification of selected locations as deemed necessary by the City. 3.3. Permitting 3.3.1. Prior to installation, the City and the TXDOT (when applicable) shall approve the design and installation of the system. 3.3.1.1. Installation of equipment shall minimize disruption of roadway surfaces. 3.3.1.2. Installation of equipment shall conform to all city, county, state and federal guidelines. 3.3.2. Selected vendor shall be responsible for obtaining all necessary permits and approvals required by the City and TxDOT for installation of the red Tight camera system. 3.3.2.1. For the purpose of developing installation timeframes, vendors shall assume a 30 calendar -day permit process. If the permit process takes longer than 30 days, vendors will be provided with additional time for final installation equal to the same number of extra days required to obtain permits. 3.3.2.2. Proposal shall include details on vendor's ability to obtain permits and approvals. 3.4. Installation 3.4.1. Vendor shall provide and install all necessary equipment including poles, camera boxes, sensors, related wiring and any supplementary equipment to operate the Red Light Camera Enforcement system. 3.4.2. Installation shall be completed in accordance with a schedule mutually agreed to by the City and the vendor. 3.4.3. Proposal shall fully describe all installation methods and procedures. 3.4.4. Before beginning work on State of Texas right-of-way, the entity performing the work shall provide the State with a fully executed copy of the State's Form 20.120 CSS, Certificate of Insurance (Attachment B), verifying the existence of coverage in the amounts and types specified on the certificate of insurance for all persons and entities working on State right-of-way. The coverage shall be maintained until all work on the State right-of-way is complete. If coverage is not maintained, all work on the State right-of-way shall cease immediately. 3.5. Signage 3.5.1. Proposal shall clearly describe vendor role in signage responsibilities. 3.5.1.1. All signage shall meet or exceed requirements of all applicable local, state and federal laws. 3.6. Project Work Plan 3.6.1. Selected vendor shall be required to complete site analysis within 30 days of Notice to Proceed. 3.6.2. Selected vendor shall submit a Project Work Plan or implementation timeline for the entire project. 3.6.2.1. Plan shall describe the project management methodology and activities needed to complete total project implementation. 3.6.2.2. A typical plan shall: 3.6.2.2.1. Be presented in chart form. 3.6.2.2.2. Indicate weekly and monthly activities in support of the implementation, including quality control reviews and participation of subcontractors. 3.6.2.2.3. Provide milestones, anticipated completion dates and all events required. Page 7 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 4. VIOLATION DETECTION 4.1. Accuracy 4.1.1. Proposal shall include detailed description of vendor's ability to achieve detection accuracy. 4.1.2. Vendor shall describe the system's speed detection accuracy. 4.2. System Configuration 4.2.1. The installation and operation of the camera monitoring equipment shall not damage the highway/roadway, impair safety, impede maintenance or in any way restrict operation of the highway/roadway. 4.2.2. Digital camera system shall cover up to four lanes of traffic, including left tum and right turn lane violations that have their own separate signal indicator. 4.2.3. Describe how proposed system can be configured to maximize issuance for various approach configurations. 4.3. Telecommunications/Data Transfer 4.3.1. Describe the telecommunications infrastructure used to connect the camera systems with violations processing network. 4.3.2. Describe the back-up system in the event telecommunications are shut down. 4.3.3. All telecommunication charges shall be included in vendor's monthly fees. 4.4. System Programming 4.4.1. Proposal shall describe the level of system programming offered by the proposed camera system, to include but not limited to: 4.4.1.1. Lane settings; 4.4.1.2. Speed threshold settings. 4.5. Primary and Auxiliary Flash Components 4.5.1. Description of proposed flash equipment and set up, if applicable. 4.6. Intersection Lighting 4.6.1. Proposal shall include vendor solution for variant lighting conditions at intersections. 4.7. Camera Housings 4.7.1. Camera housing shall mount atop a pole to allow both horizontal and vertical adjustment at the intersection. 4.7.1.1. The housing shall be securely mounted on the top of the pole; 4.7.1.2. The pole is required to have the following characteristics: 4.7.1.2.1. Minimum of eight (8) to maximum of twelve (12) feet from ground level to the base of the housing; 4.7.1.2.2. Meet TxDOT pole standards as identified in Attachment C; 4.7.1.2.3. Secure installation to the ground mounting surface; 4.7.1.2.4. Available access to requisite conduit feed; 4.7.1.2.5. Adherence to breakaway mounting regulations as identified in Attachment C. 4.7.1.3. All cable assemblies and terminal blocks shall be mounted and dressed within the camera housing. 5. CAMERA SYSTEM REQUIREMENTS 5.1. Vendor shall provide digital camera systems capable of photographing through still and video, the rear of vehicles whose drivers commit red light violations so as to clearly identify license plates. 5.2. As primary evidence, the system must capture at least two (2) still environment photographs per violation, as well as a third license plate image. Page 8 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 5.2.1. The first environment photograph shall depict the vehicle behind the legal point of violation with the goveming traffic signal visibly red in the photograph. 5.2.2. The second environment photograph shall depict the same vehicle continuing through the intersection, beyond the legal point of violation with the traffic signal visibly red in the photograph. 5.2.3. A third license plate image shall be provided that is clear and legible. 5.2.4. Black and white photographs are not acceptable for any of the three images. 5.3. Vendor shall provide detailed description of the camera system's ability to comply with the following: 5.3.1. Accurately detect red light violators 24 hours per day; 5.3.2. Operate effectively under all weather conditions, including extreme heat or cold; 5.3.3. Accurately monitor several traffic lanes for red Tight violations, including left tum lanes; 5.3.4. Perform internal calibration checks for accuracy and functionality; 5.3.5. Have sufficient computer and associated equipment to record, document and track red light enforcement data for recordkeeping and court purposes. 5.3.5.1. Each camera system shall be capable of gathering detailed computer data for statistical analysis, producing histograms and other graphical depictions. 5.3.5.2. Vendor shall be required to produce monthly reports of activity. 5.3.5.2.1. Data shall be provided by location as well as in summary format. 5.3.6. Use isolation relays or equivalent to protect traffic signal equipment from noise, transient voltage and any related remote interconnect or interference problems in accordance with the International Municipal Signal Association (I.M.S.A.) standard cable requirements as provided in Attachment D. 5.3.7. Provide a convenient means of disconnecting from the traffic signal system. 5.3.7.1. The City shall retain the right to disconnect the vendor's system from the traffic signal system when, in the opinion of the City, it is in the City's best interest to do so for purposes of maintenance, repair, troubleshooting or other reasons related to the proper operation of the traffic signal system. 5.3.8. Monitor status of traffic signal via field terminals (120 VAC). 5.3.9. Be operated on a 24 hour per day basis, with an exception for downtime associated with repair, maintenance or rotating the camera system from one location to another. 5.3.10. Capture video of the violation, of image quality acceptable to the City, for use as secondary evidence. 5.4. Encryption 5.4.1. The proposal shall include detailed systems encryption specifications demonstrating the ability to encrypt images and data for a violation together at the time of violation capture to insure evidence integrity. 5.5. Data Bar 5.5.1. The data bar on image one shall display: 5.5.1.1. Legible and easily read date; 5.5.1.2. Time of day (expressed in military time); 5.5.1.3. Lane number in which violation occurred; 5.5.1.4. Photo number 1; 5.5.1.5. Violation number, 5.5.1.6. Amount of time the traffic signal Tight was red when the violation occurred; 5.5.1.7. Amount of time the amber traffic signal light was illuminated; 5.5.1.7.1. It is not acceptable to pre -insert amber time into a data bar. 5.5.1.8. Delay time into the red phase if any programmed into system; 5.5.1.9. Location name and/or code number. Page 9 of 24 RFP 07-02i Specification Numbei 07-550-0: Dated: June 2007 5.5.2. The data bar for image two shall display: 5.5.2.1. Legible and easily read date; 5.5.2.2. Time of day (expressed in military time); 5.5.2.3. Lane number in which violation occurred; 5.5.2.4. Photo number 2; 5.5.2.5. Same violation number as image one connecting the two images; 5.5.2.6. Amount of time the traffic signal light was red when the second image was captured; 5.5.2.7. Amount of time the amber traffic signal light was illuminated; 5.5.2.8. Delay time into the red phase if any programmed into the system; 5.5.2.9. Interval time between first and second images; 5.5.2.10. Speed of violator; 5.5.2.11. Location name and/or code number. 5.5.3. Database shall be encrypted with the violation images at the time of capture. 5.5.4. Data bar information, point type and font shall not be manipulated by the vendor at any time. 6. MAINTENANCE REQUIREMENTS 6.1. Vendor shall be responsible for maintenance of all vendor -supplied equipment. 6.2. Proposal shall describe vendor's ability to: 6.2.1. Guarantee repair or replacement of inoperable equipment within 72 hours after notification by the City. 6.2.2. Provide maintenance and support operations, preventive maintenance and calibration. 6.2.3. Provide a monthly report to include: 6.2.3.1. All maintenance performed; 6.2.3.2. All system errors identified; 6.2.3.3. Total non -operational time for each camera site. 6.3. Proposal shall include vendor's maintenance plan, including all available resources and systems for performing scheduled maintenance and tracking issues. 7. VIOLATION PROCESSING 7.1. System 7.1.1. The City seeks a comprehensive Violation Processing System that has proven capacity to handle high volume red Tight violations processing activity, including: 7.1.1.1. Violation event review; 7.1.1.2. Registered vehicle owner name and address acquisition; 7.1.1.3. Notice printing and mailing; 7.1.1.4. Payment processing; 7.1.1.5. Customer Service; 7.1.1.6. Delinquent collections. 7.1.2. Proposal shall include description of the following: 7.1.2.1. System capabilities; 7.1.2.2. System security and audit ability; 7.12.3. System capacity; Page 10 of 24 7.1.2.4. 7.1.2.5. 7.1.2.6. System features; System modules; System support. RFP 07-02' Specification Numbe 07-550-01 Dated: June 200' 7.1.3. Vendor database shall provide standard relational database functions to permit both vendor and City personnel to easily enter, access, search and sort the violator database by various parameters, to include but not limited to: 7.1.3.1. Date of violation; 7.1.3.2. Violation tracking number; 7.1.3.3. Time of violation; 7.1.3.4. Location of violation; 7.1.3.5. Vehicle registration plate information; 7.1.3.6. Registered owner of vehicle; 7.1.3.7. Date of notice; 7.1.3.8. Name and/or ID number of reviewing officer, 7.1.3.9. Adjudication status; 7.1.3.10. City hearing date and time. 7.1.4. Vendor shall include with proposal a list of at least three (3) cities currently using the proposed violation processing system including: 7.1.4.1. Volume of processing activity the vendor's proposed system directly processes; 7.1.4.2. Annual violations mailed; 7.1.4.3. Annual collection notices mailed; 7.1.4.4. Annual customer service calls reported; 7.1.4.5. Annual Payments processed; 7.1.4.6. Annual mail -in correspondence (non-payment) processed; 7.1.4.7. Annual name and address requests facilitated. 7.2. Interface with Existing City Systems 7.2.1. Vendor's system shall be capable of interfacing and exporting all data and images with other City databases as required. 7.2.2. Vendor shall include in proposal information on other jurisdictions where proposed system interfaces with existing city systems (i.e., financial, Judicial). 7.3. Operations 7.3.1. Vendor shall provide sufficient and trained personnel to view all digital recorded event images and enter event data, to include but not limited to: 7.3.1.1. Vehicle registration plate numbers and characters; 7.3.1.2. State of issue for the vehicle registration plate; and 7.3.1.3. Vehicle registration plate type (if available). 7.3.2. Vendor personnel shall view each image and make preliminary decision relative to City's criteria to issue a citation. 7.3.2.1. If City's criteria are not met, the representative must enter the appropriate City -defined explanation code. 7.3.2.2. If City's criteria are met, vendor shall prepare the image for City verification that recorded image is a citable offense. Page 11 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 7.3.3. Vendor personnel may create a third plate image by cropping, scaling and appropriately adjusting brightness, contrast, etc. to maximize the clarity of the registration plate. 7.3.4. Vendor shall obtain registered owner information for the citable offense on identified registration plates. 7.3.4.1. Registered owner's information shall be entered into the system with the violation images. 7.3.5. Vendor shall offer a proposed solution for acquiring in-state and out-of-state registered owner information in a timely fashion. 7.3.5.1. First notice shall be mailed within 3 working days of issuance. 7.3.6. Vendor shall describe similar jurisdictions where proposed registered owner information acquisition solution has proven successful. 7.3.6.1. Vendor shall detail the number of registered owner requests performed annually for each referenced project. 7.3.6.2. Vendor shall detail the registered owner success (hit) rate for each referenced project. 7.3.7. Vendor shall include in proposal a process for handling government, rental and fleet vehicles that are captured in violation of the City's red light regulations. 7.3.7.1. Include a description of successful implementation of the process in other jurisdictions. 7.3.8. Vendor shall prepare and print citations for all City -approved citable offenses. 7.3.8.1. All citations shall be in accordance with City -approved format. 7.3.8.2. First notices shall be mailed within statutory timeline after the alleged violation. 7.3.8.3. Printed citations shall include three (3) color digitized violation images as indicated in PART III, SPECIFICATIONS, 4.2. 7.3.8.3.1. First image shall clearly show the vehicle prior to touching the marked stop line and at least one of the goveming traffic signal heads with the red indication illuminated. 7.3.8.3.2. Second image shall clearly show the same vehicle continued through the intersection. 7.3.8.3.3. Third image shall be the vehicle's registration plate, clearly readable to the average naked eye. 7.3.8.4. Printed citations shall also include: 7.3.8.4.1. Date and time of the violation; 7.3.8.4.2. Location of the intersection; 7.3.8.4.3. Amount of civil penalty imposed; 7.3.8.4.4. Date by which the civil monetary penalty shall be paid. 7.3.8.5. Citations shall include electronic signature of the officer approving the citation. 7.3.8.6. Vendor shall mail law enforcement approved citations. 7.3.8.6.1. Postage is to be paid by the vendor. 7.3.9. Vendor shall provide statistical analysis of violations and related data during the term of the program agreement. 7.3.9.1. Information generated may be used by the City to evaluate the performance of the Red Light Camera Enforcement program. 7.3.9.2. Information generated may be used by the City to assess the relative success in achieving the goal of improved traffic safety at signalized intersections by modification of driver behavior. Page 12 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 7.3.10. Vendor shall clearly define the proposed database and reporting system allowing statistical analysis of violations and related data over time. 7.3.10.1. Proposal shall include description of program management software and capabilities. 7.3.10.1.1. 7.3.10.1.2. Information management software system shall provide record keeping and tracking functions for all citations from issuance through final disposition. Proposal shall indicate types of data reports available from management software. 7.3.10.1.2.1. Vendor shall provide sample reports. 7.3.10.1.2.2. Reporting cycle shall include, but not limited to: 7.3.10.1.2.2.1. Monthly reports of Red Light Camera Enforcement; 7.3.10.1.2.2.2. Quarterly summary data as it pertains to monthly reporting mandates; 7.3.10.1.2.2.3. Annual reports to include, but not limited to: 7.3.10.1.2.2.3.1. Year-to-date statistics; 7.3.10.1.2.2.3.2. Analysis of initial program data; 7.3.10.1.2.2.3.3. Explanation of program improvements that have been planned and implemented; 7.3.10.1.2.2.3.4. Annual reports shall be completed by July 15 of each year to allow the City to compile its own annual report on use of traffic control monitoring devices. 7.3.10.1.2.2.4. Vendor shall provide any other such report(s) and documentation as are mutually agreed upon by the City and the vendor that are useful to further the mission of reducing red light violations and vehicular collisions. 7.3.10.1.2.3. The following is a partial list of topics on which data and reports shall be required: 7.3.10.1.2.3.1. Number of events; 7.3.10.1.2.3.2. Number of violations recorded; 7.3.10.1.2.3.3. Number of citable violations; 7.3.10.1.2.3.4. Number of violations not resulting in citations; 7.3.10.1.2.3.5. Breakdown of violation rejection categories and amounts; 7.3.10.1.2.3.6. Breakdown of citations by location; 7.3.10.1.2.3.7. Number of citations prepared and mailed; 7.3.10.1.2.3.8. Number and dollar amounts of fines collected monthly and total to -date; 7.3.10.1.2.3.9. Status of citations issued (i.e. outstanding, paid, in collection status); 7.3.10.1.2.3.10. Number of telephone calls, their resolution, wait time; 7.3.10.1.2.3.11. Adjudication hearings scheduled and held; 7.3.10.1.2.3.12. Adjudication appointments scheduled; Page 13 of 24 RFP 07-027 Specification Numbei 07-550-0E Dated: June 2007 7.3.10.1.2.3.13. Disposition of adjudication hearings; 7.3.10.1.2.3.14. Equipment hours of service; 7.3.10.1.2.3.15. Camera maintenance status and downtime with reasons. 7.4. Remote Access 7.4.1. Selected vendor shall provide to the City online access to core violation processing system and allow designated City users to remotely approve violation notices online (web -based applications preferred). 7.4.1.1. The violation processing system shall attach the electronic signature of the reviewing officer to the actual notice mailed to the violator. 7.4.2. Vendor shall also provide to designated City users to review monthly reports and review/update violator account information online (web -based applications preferred). The system shall allow designated City users to review all relevant account information to include, but not limited to: 7.4.2.1. Vehicle registration plate numbers and characters; 7.4.2.2. State of issue for vehicle registration plate; 7.4.2.3. Vehicle registration plate type; 7.4.2.4. Date of violation event; 7.4.2.5. Time of violation event; 7.4.2.6. Location of violation event; 7.4.2.7. All three (3) digitized images demonstrating the violation and license plate close-up; 7.4.2.8. Payment status; 7.4.2.9. Hearing status; 7.4.2.10. Correspondence tracking; and 7.4.2.11. Standardized monthly reports (shall include capability to review and print reports). 7.4.3. Designated users shall have the ability through a remote workstation to: 7.4.3.1. Download violation images for printing or mailing to citizens; and 7.4.3.2. Suspend activity on accounts until further research is completed in special circumstances. 7.5. Customer Service 7.5.1. Vendor shall make every effort to work with the City in resolving citizen inquiries for frequently asked questions or complaints made concerning the use of red light camera enforcement technology at a minimum between the hours of 8:00 a.m. and 5:00 p.m. local time, Monday through Friday. 7.5.1.1. Describe level and available hours of customer service proposed for this project. 7.5.2. Vendor shall assist in establishing clear written protocols to be approved by Program Administrator for handling citizen complaints. 7.5.3. Vendor shall have demonstrated experience in establishing, staffing and operating a customer service operation with trained customer service representatives (CSRs) to handle call volumes and citizen questions about the program or a particular traffic citation. 7.5.3.1. Describe customer service experience in similarly sized jurisdictions. 7.5.3.2. Include any enhanced customer service tools or technology offered by vendor. 7.5.3.3. Describe automated tools available for customer service representatives to: 7.5.3.3.1. 7.5.3.3.2. 7.5.3.3.3. Review account data and violation images; Send automated correspondence; and Suspend account activity as appropriate. Page 14 of 24 RFP 07-027 Specification Number 07-550-0f Dated: June 2007 7.6. Delinquent Debt Collections 7.6.1. Vendor shalt mail one initial notice as detailed in PART 111, SPECIFICATIONS, 6.3.8 as part of the base fixed monthly fee. 7.6.2. Vendor shall describe delinquent collections strategy to maximize payment to the City in the event the initial notice does not result in closed accounts. 7.6.3. Vendor shall detail, including example notices, the exact collection approach proposed for the City. 7.6.3.1. Provide three (3) examples) of other cities where similar collections strategies have been implemented and detail the collection rates and results for such efforts. 7.6.4. Vendor shall include delinquent collection of debt in the event of non -response after a city specified time. 7.6.4.1. Proposed violation processing system shall contain logic that enables automated tracking of all violation account information including payments and scheduled hearings to ensure follow-up notices are not erroneously sent to violators. 7.6.4.1.1. Describe the proposed system's ability to comply with this requirement and ensure notices are not erroneously sent to violators. 8. PAYMENT PROCESSING 8.1. On-line and Mail Processing 8.1.1. Vendor shall be responsible for processing all payments received for the City's red light camera enforcement program. As detailed in the following subsections, Vendor shall demonstrate the ability to handle alt red tight camera violation payments electronically paid on-line or mailed to vendor owned lockbox, including the daily depositing and reconciliation of all receipts. 8.2. Lockbox 8.2.1. Due to the expected high volume of mail that is received, control and accuracy are essential factors in the Lockbox operation. The services provided shall be integrated with numerous levels of control, audit and redundancy to ensure the accurate and timely receipt, processing and update of mail -in payments. 8.2.2. Describe procedures for processing payments to include, but not limited to: 8.2.2.1. Method for receipt of payments; 8.2.2.2. Ability to apply payments by source (cash, check, money order or credit card); 8.2.2.3. Ability to handle electronic reimbursement and automated check handling (ACH); 8.2.2.4. Verification of check amounts; 8.2.2.5. Batch reconciliation and file update; 8.2.2.6. Bonded courier service to financial institution; 8.2.2.7. Accepting partial payments; 8.2.2.8. Processing exception payments. 8.2.3. Vendor shall deposit into the City bank account, once each 48 hours during normal banking days, an amount equal to the gross receipts of the current day's revenue received. 8.2.3.1. Payments deposited shall be applied to the vendor's database every day and available for online review within 48 hours of deposit/update. 8.2.4. Vendor shall provide procedures for handling payments received that require additional investigation and research. These procedures should include, but not be limited to: 8.2.4.1. Overpayments; 8.2.4.2. Unapplied payments; 8.2.4.3. Returned checks. 8.2.5. Vendor shall describe payment reconciliation methodology, detailing the advantages of proposed solution. Page 15 of 24 RFP 07.027 Specification Numbei 07-550-09 Dated: June 2007 8.3. Electronic Payment Processing 8.3.1. Vendor shall provide citizens with the option of making payment via the Internet. 8.3.1.1. Describe proposed pay -by -web solution. 8.3.1.2. Provide a minimum of three (3) jurisdictions that are utilizing similar pay -by -web systems. 8.4. Correspondence Mail Processing 8.4.1. Vendor shall provide sufficient and trained staffing to open, count, batch, log, review and process correspondence letters mailed from citizens each day. It is the City's desire that a minimum of 90% of all letters be processed within one business day of receipt, with the remaining letters processed the following business day. 8.4.2. Vendor shall generate all out -going correspondence: 8.4.2.1. Provide detailed description for each letter type; 8.4.2.2. Describe system for generating retum correspondence to citizen inquiries and correspondence letters to be sent to citizens. 8.4.3. Vendor shall provide a correspondence imaging system that ensures all correspondence received from citizens is electronically scanned and available for customer service staff and City. 8.4.4. Vendor shall describe methodology and detail advantages for handling, processing and tracking incoming correspondence. 9. ADMINISTRATIVE HEARING REQUIREMENTS 9.1. It is the desire of the City to maintain control of its hearing process. Although the City will supply the hearing officer, the vendor shall supply the hearing system that supports the administrative hearings. 9.1.1. It is preferred that the administrative hearing system be online and real-time to allow for timely disposition updates and on-line cashiering. 9.1.2. Vendor shall provide examples of three (3) jurisdictions where they have provided similar administrative hearing systems. 9.2. Hearing Evidence Packages 9.2.1. Vendors shall prepare evidence packages for every hearing with five (5) day advance request by the City. 9.2.2. Hearing evidence packages (hard copy or electronic) shall be submitted to designated City representative. 9.2.3. Court packages shall consist of: 9.2.3.1. Digital image of the first violation photograph; 9.2.3.2. Digital image of the second violation photograph; 9.2.3.3. Digital image of the license plate tag; 9.2.3.4. Secondary evidence video clip of violation available via Internet; 9.2.3.5. Field service technical log indicating the good working order of the red light camera system at the time of violation; and 9.2.3.6. Documentation of any oral, written or electronic communication received from the violator. 9.3. Hearing Scheduling 9.3.1. Vendor system shall be capable of scheduling hearings and providing City Adjudicators with turnkey adjudication processing service support. 9.3.2. The system shall contain an automated calendar which can be adjusted to accommodate adjudicator schedules, holidays, vacations, peak times and other undetermined factors. 9.3.3. Vendor shall include screen images of scheduling application in proposed solution. Page 16 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 9.4. Adjudication and Disposition 9.4.1. Vendor system shall be capable of capturing the adjudication and disposition of rulings made by the City's designated hearing officer. 9.4.2. The system shall contain the flexibility to tailor disposition codes that the City defines. 9.4.3. Vendor shall include screen images of the adjudication and disposition fields used in proposed system. 9.5. On-line Cashiering 9.5.1. Vendor system shall be capable of capturing the on-line cashiering of payments made during the administrative hearing. 9.5.2. The City will be responsible for the intake of funds at the hearings, but the system shall reflect the transaction. 9.5.3. Vendor shall include screen images of the on-line cashiering module used in proposed system. 9.6. Expert Testimony 9.6.1. Vendor shall provide, at its own expense, witnesses as necessary to testify as to the accuracy, operations, and reliability of the red light camera and related equipment for contested complaints, as required by the City. 9.6.2. Vendor shall specify a process to notify all operators and technicians of adjudication dates as required for successful prosecution. 10. TRAINING REQUIREMENTS 10.1. Vendor shall provide reasonable and necessary training in the operation of the camera system for designated City staff. This training shall provide the City's designated personnel with a basic understanding of how the camera system operates. 10.2. Vendor shall provide training on the use of the vendor's violation processing system application screens to officers and others required to access the system. 10.3. The training shall be conducted within the City at a site and time that is convenient for City personnel. 10.4. Class size shall be limited in an effort to provide a quality training atmosphere. The vendor shall describe the proposed training and state the class size in the proposal submitted in response to this RFP. 10.5. Vendor shall submit an overview of the training of its employees and any expert witnesses the vendor will require to further the efforts of the program. 11. PUBLIC INFORMATION AND EDUCATION 11.1. Vendor shall participate in any ongoing media campaign, developed in conjunction with the City. 11.2. Vendor shall attend public meetings and assist designated City staff in demonstrating the red Tight camera system equipment and program upon City request. 11.3. Vendor shall provide examples of three (3) red light enforcement community awareness campaigns in which it has participated. 11.3.1. Vendor shall discuss other community awareness activities it wishes to propose as part of its base proposal for this agreement. 12. ORGANIZATIONAL PROFILE 12.1. Project Organization 12.1.1. Vendor shall describe project organization for both startup and ongoing operations. 12.1.2. Vendor shall include organizational structure resources available, including number of staff and locations. Page 17 of 24 RFP 07-021 Specification Numbei 07-550-0f. Dated: June 2007 12.2. Key Personnel 12.2.1. Vendor shall include the names and resumes for all key personnel who will be involved in this project. 12.2.2. Resumes shall describe relevant experience in implementing and supporting red Tight camera enforcement programs and related back office support. 13. VENDOR QUALIFICATIONS 13.1. The City seeks a financially secure and stable vendor with the human, technical and financial resources required to implement and operate its Red Light Camera Enforcement Program. 13.1.1. Vendor shall describe company's organization, including financial stability and overall strength. 13.1.1.1. Proposal submittal shall include three (3) year history of audited financials. Any exception to this requirement shall be noted in writing and clearly identified in submittal. 13.1.2. Vendor shall indicate whether the financing required to implement the City's program is already in place or will need to be obtained through third party agreements. 13.1.3. Vendor shall provide the full name and address of the proposing firm. 13.1.4. Vendor shall be financially solvent and able to support the City's program without the requirement of outside funding. 13.1.5. Vendor shall provide a documented history of profitability, as referenced by copies of the previous three (3) years of audited financial statements. 13.2. Experience 13.2.1. Vendor shall demonstrate a minimum of two (2) years of experience with at least three (3) cities providing a fully operational tumkey program utilizing comparable equipment and software proposed for the City. 13.2.2. Discuss vendor's success in implementing red light camera systems in Texas and servicing other programs. 13.2.3. Vendor shall discuss any other vendor experience that may be relevant to the success of the City's red light camera system and services program. 13.3. Innovation and Efficiencies 13.3.1. Vendors are encouraged to provide altematives and options in their proposals that may create operational efficiencies, cost savings, service improvements, or enforcement improvements for the City. 13.3.1.1. All altematives and options may be considered; 13.3.1.2. Alternative pricing shall also be included. 14. PROGRAM COST 14.1. The City will not pay any upfront costs for the installation of this program. 14.2. The vendor shall submit a monthly fixed fee per installed system that includes all installation, equipment, service, maintenance, violation processing and services, community awareness and all other costs related to the Scope of Work required In this RFP. 14.2.1. Vendor may offer altemate fee/pricing proposals, clearly identifying each alternate proposal. 14.3. Proposal shall include vendor's ability to offer revenue neutrality for selected locations, to include complete explanation of responsibilities for all parties. 14.4. Vendors should assume a minimum of 4 installed systems will be operated. 14.5. Vendor shall also include their fee for providing delinquent debt collection services for this project. Delinquent debt collections are defined as any vendor activities described in the Delinquent Debt Collections section where the debt is reclassified since the delinquent debt is determined beyond a set timeframe after the first notice. 14.6. Vendor shall also provide pricing for any and all alternative solutions in their proposals. Page 18 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 PART IV INVOICE AND PAYMENT 1. INVOICING 1.1. Contractor shall submit one original and two copies of each invoice referencing the assigned Purchase Order number to the following address: City of Round Rock Accounts Payable 221 East Main Round Rock, TX 78664-5299 2. PROMPT PAYMENT POLICY 2.1. Payments will be made within thirty days after the City receives the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the service, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 2.1.1. There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 2.1.2. The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 2.1.3. There is a bona fide dispute between the Contractor and a subcontractor or between a subcontractor and its suppliers conceming supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 2.1.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement. 3. OVERCHARGES 3.1. Contractor hereby assigns to purchaser any and all claims for overcharges associated with this purchase which arise under the antitrust laws of the United States, 15 USGA Section 1 et sec ., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et seq. Page 19 of 24 ATTACHMENT A City of Round Rock Insurance Requirements ATTACHMENT A CITY OF ROUND ROCK INSURANCE REQUIREMENTS 1, INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration of the contract or purchase order resulting from a response to this bid/Specification insurance against claims for injuries to persons or damages to property which may arise figm or in connection with theperformance of the work as a result of this bid by the successful bidder, its aaents, representatives, volunteers. employees or subcontractors. 1.1. Certificates of Insurance and endorsements shall be fumished to the City and approved by the City before work commences. 1.2. The following standard insurance policies shall be required: 1.2.1. General Liability Policy 1.2.2. Automobile Liability Policy 1.2.3. Worker's Compensation Policy 1.3. The following general requirements are applicable to all policies: 1.3.1. Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. 1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only. 1.3.3. Claims made policies shall not be accepted, except for Professional Liability Insurance. 1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the City 1.3.5. Policies shall include, but not be limited to, the following minimum limits: 1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence. 1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 for each occurrence. 1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired vehicles with minimum limits for Bodily Injury of $100,000.00 each person, and $300,000.00 for each occurrence, and Property Damage Minimum limits of $50,000.00 for each occurrence. 1.3.5.4. Statutory Worker's Compensation Insurance and minimum $100,000.00 Employers Liability Insurance. 1.3.6. Coverage shall be maintained for two years minimum after the termination of the Contract. 1.4. The City shall be entitled, upon request, and without expense to receive copies of insurance policies and all endorsements thereto and may make reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the requirements of the bid specification and the insurance endorsements stated below. 1.5. Vendor agrees that with respect to the required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following provisions: Page 1 of 4 1.5.1. Provide for an additional insurance endorsement clause declaring the Vendor's insurance as primary. 1.5.2. Name the City and its officers, employees, and elected officials as additional insureds, (as the interest of each insured may appear) as to all applicable coverage. 1.5.3. Provide thirty days notice to the City of cancellation, non -renewal, or material changes 1.5.4. Remove all language on the certificate of insurance indicating: 1.5.4.1. That the insurance company or agent/broker shall endeavor to notify the City; and, 1.5.4.2. Failure to do so shall impose no obligation of liability of any kind upon the company, its agents, or representatives. 1.5.5. Provide for notice to the City at the addresses listed below by registered mail: 1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees, and elected officials for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. 1.5.7. Provide that all provisions of this contract conceming liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. 1.5.8. All copies of the Certificate of Insurance shall reference the project name, bid number or purchase order number for which the insurance is being supplied. 1.5.9. Vendor shall notify the City in the event of any change in coverage and shall give such notices not less than thirty days prior notice to the change, which notice shall be accomplished by a replacement Certificate of Insurance. 1.5.10. All notices shall be mailed to the City at the following addresses: Assistant City Manager City Attomey City of Round Rock City of Round Rock 221 East Main 309 East Main Round Rock, TX 78664-5299 Round Rock, TX 78664 2. WORKERS COMPENSATION INSURANCE 2.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage for all persons providing services on building or construction projects for a govemmental entity. 2.1.1. Certificate of coverage ("certificate") - A copy of a certificate of insurance, a certificate of authority to self -insure issued by the Texas Workers' Compensation Commission, or a coverage agreement (TWCC-81, TWCC-82, 7WCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. 2.1.2. Duration of the project - includes the time from the beginning of the work on the project until the CONTRACTOR'S /person's work on the project has been completed and accepted by the OWNER. 2.2. Persons providing services on the project ("subcontractor") in Section 406.096 - includes alt persons or entities performing all or part of the services the CONTRACTOR has undertaken to perform on the project, regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner -operators, employees of any such entity, or employees of any entity, which fumishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not Page 2 of 4 include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. 2.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the CONTRACTOR providing services on the project, for the duration of the project. 2.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the contract. 2.5. If the coverage period shown on the CONTRACTOR'S current certificate of coverage ends during the duration of the project, the CONTRACTOR must, prior to the end of the coverage period, file a new certificate of coverage with the OWNER showing that coverage has been extended. 2.6. The CONTRACTOR shall obtain from each person providing services on a project, and provide to the OWNER: 2.6.1. a certificate of coverage, prior to that person beginning work on the project, so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project; and 2.6.2. no later than seven calendar days after receipt by the CONTRACTOR, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. 2.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one year thereafter. 2.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the CONTRACTOR knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. 2.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. 2.10. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project, to: 2.10.1. provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project; 2.10.2. provide to the CONTRACTOR, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project, for the duration of the project; 2.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; 2.10.3.1. obtain from each other person with whom it contracts, and provide to the CONTRACTOR: 2.10.3.1.1. 2.10.3.1.2. a certificate of coverage, prior to the other person beginning work on the project; and a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project Page 3 of 4 2.10.3.2. retain all required certificates of coverage on file for the duration of the project and for one year thereafter; 2.10.3.3. notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and 2.10.3.4. contractually require each person with whom it contracts, to perform as required by paragraphs (A thru G), with the certificates of coverage to be provided to the person for whom they are providing services. 2.10.3.5. By signing the solicitation associated with this specification, or providing, or causing to be provided a certificate of coverage, the Contractor is representing to the Owner that all employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the Commission's Division of Self-insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. 2.10.3.6. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor that entitles the Owner to declare the contract void if the Contractor does not remedy the breach within ten calendar days after receipt of notice of breach from the owner. Page 4 of 4 7/6/07 RFP 07-027 RED LIGHT CAMERA ENFORCEMENT PROGRAM City of Round Rock Response to Questions QUESTION #1: Page 8, Paragraph 5.2.4: Black and white photographs are not acceptable for any of the three images. We request that the City consider modifying this mandatory specification to allow one of the three images to be black and white, specifically the third image which shows the license plate. CITY RESPONSE: The City has issued Addendum #1 to the Specification in response to your concern. The addendum to Page 9, Item 5.2.4 now reads: The City prefers images to be in color. Any exception to this specification shall be clearly noted in response. QUESTION #2: Page 12, Paragraph 7.3.8.3: Should the City accept our request, may we also suggest that Paragraph 7.3.8.3 be modified to read, "Printed citations shall include three (3) digitized violation images as indicated in PART III, SPECIFICATIONS, 5.2." CITY RESPONSE: The City has issued Addendum #1 to the Specification in response to your concern. The addendum to Page 12, Item 7.3.8.3 now reads: Printed Citations shall include three (3) digitized violation images as indicated in PART III, SPECIFICATIONS, Item 5.2.4. eR 35,1 w 0 co N w c N et o.co O' -- W U 3 m -1 a Z la - so J In VI J B 8 8 8 1 O Q O J H O OF CLEAR O 0 w a U 0 w CC w Q m ON TIMBER _ r - s fr !I ? . g g o 5 •- y S gig gg ig t: q..r I s gE g,g,,: , gg6 h "g88o 4 _8 YESbiFF7 h bgg, ga F ng =g 51" �_ a "T . Vis a $ g §,g r ;ai" €Eg r! s1 -x a s _ p° .e E`h$u8 Illi4M0111 9� �iO$LSYS'-bs p SFfi $g 8 4 1gl,I E :gb8 ` 1 b grsp�IgE�Y dao! __ e"a a ` ' "'R- Vgg ff!UI;iUiijJiiJjjJjIJftJ1 ahYrzifa ilili ! 'II aloM aas I'u1m .0-a j 11 a10u aa5 mW1.0•.! 5�p yyx 0 t?$ 11 ss se 3 x 8 3 8 a,... .a1,0110r. ,o JO , wr,. JOU. . O ICo--, .,000,04. r .v0Gn� rF O , 'OO�IuAO 0 .n . n _. • .ri ...0 ..:.c 4.( So, a.v; 4,i3 re ,. , ... 0 . .+0 r11 •nr0 n.r c, 0.43 N30110 re•Sy, s t 8 °8 xi. br ase g • • 8 8 8 { 3 g 8 £_€ .r.t8 E 8g o - ,1 8 1 8.: 8t 80 8 gg 'afi eg P: P 2 YS` b = a Pr Lg P'_:5 !a 8 b 8 8 8` b t b h tfisPB I T: b exl t ri $ g 8 f ! l i gg§ gg s !Ali 8 ,E888g • btg 5 t8 14 a frR-Psg agag c, .2 Sg:dj4g � 8gtb a.Eog!a ii$ ,.g`o 1 44 =€�fi 0 8 A8 :iIi;;i1'i 8."t� m h g .b . - MI s?°ba :q _fa 8b 8 o'gS fi :ij14ii ;$ 'a2g$g"..t xIaliittli0 ezogb l 88 a a g -8: fib gY 8-8 r 8 Is 8 s 8 8 g 8Y8lg 81 PA !*.72 e w_i 0 CO 2 ^ o C a z CD C3 Wa" $ CO 101 C) • CD -- za CC -.0 Q S W JV1 0 O• J Z WI G Z > O NJ CO W KW < Ln WLn CO J Q < U U W WJ O O 0- -J W z 4 FOR SOLAR LOCATED OUT w RFP 07-027 Specification Number 07-550-09 Dated: June 2007 ATTACHMENT D I.M.S.A. Cable Requirements Page 23 of 24 Division of Safety and TEXAS Traffic Engineering Maintenance Operations STATE DEPARTMENT OF HIGHWAYS Section AND PUBLIC TRANSPORTATION SPECIAL SPECIFICATION FOR POLYETHYLENE INSULATED POLYETHYLENE JACKETED SIGNAL CABLE FOR USE IN UNDERGROUND DUCTS AND IN OVERHEAD TRAFFIC SIGNAL INSTALLATIONS ScoFF This specification defines the minimum acceptable requirements for polyethylene insulated, polyethylene jacketed signal cables rated 600 volts containing the number of conductors specified in the Invitation to Bid. The cable shall be suitable for installation in underground conduit or as aerial cable supported by a.messenger for use in traffic signal installations. The cable shall meet the requirements of I.M.S.A. Specification 20-1 as modified by this specification. 1.0 GENERAL CONSTRUCTION Cable under this specification conductors insulated with heat conductors shall be laid up in suitable tape. The cable core polyethylene compound jacket. 2.0 CONDUCTORS 1 The conductor shall be copper and shall, before insulating, conform to the requirements of ASTM Designation B8. 2.2 The conductors shall be seven coated or uncoated annealed strands unless specified otherwise on the Plans and Specifications. 2.3 The number and size of the conductors shall be specified in the Invitation to Bid. shall be composed of stranded copper stabilized polyethylene. The insulated compact cable form and bound with shall be enclosed in a tight fitting 2.4 The conductors shall be one continuous length with no splices. 3.0 INSULATION 3.1 The insulating compounds shall be polyethylene. 3.2 The insulation shall be applied concentrically about the conductor. The thickness of the insulation shall be not less than the specified in Table 3.2. The method of measurement and the apparatus used shall be in accordance with Underwriters Laboratories, Inc. Standard UL 62 (ANSI C33.1). TABLE 3.2 INSULATION THICKNESS Conductor Minimum Acceptable Size, AWG ,Averacte ThickDess 20-14 25 mils 13-8 30 mils 1-5 Minimum Acceptable Thickness at anv Doint 22 mils 27 mils 6-85-9013, D -18T 3.3 The insulation after application to the conductors shall comply with the requirements specified for Class 30 Thermoplastic Polfethklene compound in Underwriters Laboratories Inc. Standard UL 62 (ANSI C33.1), except that the temperature for the cold bend test shall be minus 55.0 +/- 2.0°c (Minus 67.0 +/- 3.6°F). 3.4 The insulation on the finished conductors before cabling shall withstand without breakdown the application of a 60 or 3000 Hertz, 7500 volt essentially sinusoidal spark test potential (RMS) in accordance with the method and using equipment specified in Underwriters Laboratory Inc. UL83 (ANSI C33.8). 4.0 CONDUCTOR COLOR CODING TABLE 4.1 CONDUCTOR COLOR AND SEQUENCE FOR CABLES Conductor No. Base Color Tracer Color 1 Black 2 White 3 Red 4 Green 5 Orange 6 Blue 7 White Black 8 Red Black 9 Green Black 10 Orange Black 11 Blue Black 12 Black White 13 Red 14White Green White 15 Blue 16White Black Red 17 White Red 18 Orange Red 19 Blue Red 20 Red Green } 21 Orange Green 4.2 The color sequence may be repeated as necessary. Color code sequence applies when cable is composed of mixed sizes. 5.0 CONDUCTOR ASSEMBLY 5.1 Two conductor cable A. Two conductor cable shall be of the round twisted type with a maximum length of lay not more than 30 times the insulated conductor diameter. B. Fillers shall be used where necessary to form a round cable. 2-5 6-85-9013, D -18T 3.3 The insulation after application to the conductors shall comply with the requirements specified for Class 30 Thermoplastic Poljethflene compound in Underwriters Laboratories Inc. Standard UL 62 (ANSI C33.1), except that the temperature for the cold bend test shall be minus 55.0 +/- 2.0°C (Minus 67.0 +/- 3.6°F). 3.4 The insulation on the finished conductors before cabling shall withstand without breakdown the application of a 60 or 3000 Hertz, 7500 volt essentially sinusoidal spark test potential (RMS) in accordance with the method and using equipment specified in Underwriters Laboratory Inc. UL83 (ANSI C33.8). 4.0 CONDUCTOR COLOR CODING TABLE 4.1 CONDUCTOR COLOR AND SEQUENCE FOR CABLES Conductor No. Base Color Tracer Color 1 Black 2 White 3 Red 4 Green 5 Orange 6 Blue 7 White 8 Black Red Black 9 Green Black 10 Orange Black 21 Blue 12 Black Black White 13 Red 14 White Green White 15 Blue 16 White Black Red 17 White Red 18 Orange Red 19 Blue Red 20 Red Green 21 Orange Green 4.2 The color sequence may be repeated as necessary. Color code sequence applies when cable is composed of mixed sizes. 5.0 CONDUCTOR ASSEMBLY 5.1 Two conductor cable A. Two conductor cable shall be of the round twisted type with a maximum length of lay not more than 30 times the insulated conductor diameter. B. Fillers shall be used where necessary to form a round cable. 2-5 6-85-9013, D -18T TABLE 8.2 PHYSICAL PROPERTIES OF POLYETHYLENE JACKET Property Tensile Strength Elongation Cold Bend Environmental Cracking Absorption Coefficient Test Method ASTM D2633, Latest Revision ASTM D2633, Latest Revision ASTM D2633 at -55.0 +/- 1.0°C ASTM D1693, Latest Revision ASTM D3349, Latest Revision Requirement 1700 psi min. 400 $ Min. No Cracks No Cracks 3200* *Certification of Compliance (if required by the Invitation to Bid) issued by the manufacturer of the polyethylene compound shall suffice in lieu of testing of the finished cable jacket. 8.3 The thickness of the jacket shall be a specified in Table 8.3. method of measurement and apparatus used shall be in accordance Underwriters Laboratory Inc. Standard UL 62 (ANSI C33.1). TABLE 8.3 JACKET THICKNESS Core Diameter under jacket inches .425 or less .426 - .700 .701 - 1.500 1.501 - 2.500 2.501 and larger Minimum Acceptable Average Thickness Mils 45 60 80 110 140 The with Minimum Acceptable Thickness at any point Mils 36 48 64 88 112 8.4 The jacket material shall contain a minimum of 2% carbon black for pigmentation. 9.0 LPENTIFICATION Each shipping length of cable shall clearly show the name of the manufacturer, the type of insulation, the voltage rating and the IMSA 20-1 Specification number. The above information shall be applied at approximately two foot intervals to the outer surface of the jacket. 10.0 PACKING AND MARKING FOR SHIPMENT Reels shall be substantially constructed and in good condition with drum diameters sufficient to prevent damage to the cables shipped on it. The cables shall be suitably protected. Each end of the cable shall be available for testing, properly sealed and protected injury. Eachreelshall be plainly and permanently market withathenst manufacturer's full description of the cable, giving the type and length of the cable on the reel, the number and size of the conductors in the cable, the voltage rating and the purchase order number. The cable length shall be 1000 feet unless specified otherwise in the Invitation to Bid. 4-5 6-85-9013, D -18T 11.0 INSPECTION. TEST AND ACCEPTANCE 11.1 Inspection and test shall be made prior to shipment and at the place of manufacture. The successful bidder shall, when specified by the Invitation to Bid, furnish a certified report of the tests made on each type of cable and the data which show compliance with this specification and the Invitation to Bid. 11.2 Acceptance Tests - Samples may be selected from any lot by the Department and subjected to inspection and test based on these specifications. These tests shall be made at the expense of the Department. If the samples fail to meet the requirements of the specifications the lot shall be rejected. 12.0 MEASUREMENT AND PAYMENT 12.1 Measurement shall be based on the linear footage of cable on non -returnable reels assembled as specified. 12.2 Payment will be made on a footage basis as quoted. 13.0 GUARANTEE The successful bidder for cable under this specification shall agree to the replacement of any length of cable found to be defective in workmanship or material within one year from the date of delivery to the Departments warehouse. 5-5 6-85-9013, D -18T RFP 07-027 Specification Number 07-550-09 Dated: June 2007 ATTACHMENT E Texas Transportation Code 544.007 Page 24 of 24 § 544.007. TRAFFIC -CONTROL SIGNALS IN GENERAL. (a) A traffic -control signal displaying different colored lights or colored lighted arrows successively or in combination may display only green, yellow, or red and applies to operators of vehicles as provided by this section. (b) An operator ofa vehicle facing a circular green signal may proceed straight or turn right or left unless a sign prohibits the turn. The operator shall yield the right-of-way to other vehicles and to pedestrians lawfully in the intersection or an adjacent crosswalk when the signal is exhibited. (c) An operator ofa vehicle facing a green arrow signal, displayed alone or with another signal, may cautiously enter the intersection to move in the direction permitted by the arrow or other indication shown simultaneously. The operator shall yield the right-of-way to a pedestrian lawfully in an adjacent crosswalk and other traffic lawfully using the intersection. (d) An operator ofa vehicle facing only a steady red signal shall stop at a clearly marked stop line. In the absence ofa stop line, the operator shall stop before entering the crosswalk on the near side of the intersection. A vehicle that is not turning shall remain standing until an indication to proceed is shown. After stopping, standing until the intersection may be entered safely, and yielding right-of-way to pedestrians lawfully in an adjacent crosswalk and other traffic lawfully using the intersection, the operator may: (1) turn right; or (2) turn left, if the intersecting streets are both one-way streets and a left turn is permissible. (e) An operator ofa vehicle facing a steady yellow signal is warned by that signal that: (1) movement authorized by a green signal is being terminated; or (2) a red signal is to be given. (0 The Texas Transportation Commission, a municipal authority, or the commissioners court ofa county may prohibit within the entity's jurisdiction a turn by an operator ofa vehicle facing a steady red signal by posting notice at the intersection that the turn is prohibited. (g) This section applies to an official traffic -control signal placed and maintained at a place other than an intersection, except for a provision that by its nature cannot apply. A required stop shall be made at a sign or marking on the pavement indicating where the stop shall be made. In the absence of such a sign or marking, the stop shall be made at the signal. (h) The obligations imposed by this section apply to an operator ofa streetcar in the same manner they apply to the operator ofa vehicle. (i) An operator ofa vehicle facing a traffic -control signal that does not display an indication in any of the signal heads shall stop as provided by Section 544.010 as if the intersection had a stop sign. Acts 1995, 74th Leg., ch. 165, § 1, eff. Sept. 1, 1995. Amended by Acts 2003, 78th Leg., ch. 1325, § 19.04, eff. Sept. 1, 2003, RFP 07-027 Specification Number 07-550-09 Dated: June 2007 ATTACHMENT B Texas Department of Transportation (TxDOT) Insurance Requirements Page 21 of 24 Form 1560 -CSS Professional Provider Insurance Revised Date (9/2006) Previous editions of this form may not be used. Page 1 of 2 Texas Department of Transportation (TxDOT) CERTIFICATE OF INSURANCE Prior to the beginning of work, the Contractor shall obtain the minimum insurance and endorsements specified. Only the TxDOT certificate of insurance form is acceptable as proof of insurance for department contracts. Agents should complete the form providing all requested information then either fax or mail this form directly to the address listed on page two of this form. Copies of endorsements listed below are not required as attachments to thls certificate. Insured: Street/Mailing Address: City/State/Zip: Phone Number: Area Code ( ) Vendor Identification Number (11 digits): Workers' Compensation Insurance Coverage: Endorsed with a Waiver of Subrogation in favor of Carrier Name: Carrier Phone #: Address: City, State, Zip: Type of Insurance Policy Number Effective Date Expiration Date Limits of Liability; Workers' Compensation Not Less Than: Statutory — Texas Comprehensive General Liability Insurance: Endorsed with TxDOT as Additional Insured and wi Carrier Name: Carrier Phone #: Address: City, State, Zip: Type of Insurance: Policy Number: Effective Date: Expiration Date: Limits of Liability: Comprehensive General Liability Insurance Bodily Injury Property Damage OR Commercial General Liability Insurance Not Less Than: $ 500,000 each occurrence $ 100,000 each occurrence $ 100,000 for aggregate OR $ 600,000 combined single limit Comprehensive Automobile Liability Insurance: Endorsed with TxDOT as Additional Insured and wi v Carrier Name: Carrier Phone #: Address: City, State, Zip: Type of Insurance: Policy Number: Effective Date: Expiration Date: Limits of Liability: Comprehensive Automobile Liability Insurance OR Texas Business Automobile Policy Bodily Injury Property Damage Not Less Than: $ 250,000 each person $ 500,000 each occurrence $ 100,000 each occurrence Umbrella Policy (if applicable): Carrier Name: Carrier Phone #: Address: City, State, Zip: Type of Insurance: Policy Number: Effective Date: Expiration Date: Limits of Liability: Umbrella Policy Authorized Agent name, address and zip code: This Certificate of Insurance neither affirmatively nor negatively amends, extends, or alters the coverage afforded by the above insurance policies issued by the named insurance company. Cancellation of the insurance policies shall not be made until THIRTY DAYS AFTER the agent or the insurance company has sent written notice by certified mail to the contractor and the Texas Department of Transportation. THIS IS TO CERTIFY to the Texas Department of Transportation acting on behalf of the State of Texas that the insurance policies named meet all the requirements stipulated and such policies are in full force and effect. If this form Is sent by facsimile machine (fax), the sender adopts the document received by TxDOT as a duplicate original and adopts the signature produced by the receiving fax machine as the sender's original signature. The Texas Department of Transportation maintains the information collected through this form. With few exceptions, you are entitled on request to be informed about the information that we collect about you. Under sections 555.021 and 553.023 of the Texas Govemment Code, you also are entitled to receive and review the information. Under section 559.004 of the Government Code, you are also entitled to have us correct information about you that is incorrect. Area Code ( ) Authorized Agent's Phone Number Authorized Agent Original Signature Date Texas Department of Transportation NOTES TO AGENTS: Form 1560 -CSS Professional Provider Insurance Revised Date (9/2006) Page 2 of 2 Agents must provide all requested information then either fax or mail this form directly to the address listed below. Pre-printed limits are the minimum required, if higher limits are provided by the policy, enter the higher limit amount and strike -through or cross out the pre-printed limit. To avoid work suspension, an updated insurance form must reach the address listed below one business day prior to the expiration date. Insurance must be in force in order to perform any work. Binder numbers are not acceptable for policy numbers. The certificate of insurance, once on file with the department, is adequate for subsequent department contracts provided adequate coverage is still in effect. Do not refer to specific projects/contracts on this form. The TxDOT certificate of insurance form is the only acceptable proof of insurance for department contracts. List the contractor's legal company name, including the DBA (doing business as) name as the insured. If a staff leasing service company is providing insurance, the contractor's legal company name must be listed first, then in parenthesis, identify the staff leasing service company name (Le. ABC Engineering, Inc (XYZ Staff 4 U, Inc — staff leasing service company)). Denote contact information (i.e. address, phone number, and etc.) for the insured contractor only; do not list the contact information for either the staff leasing company or the insurance company in these fields. Vendor Identification Number is 11 digits which includes your nine digits FEIN (Federal Identification Number). Over -stamping and/or over -typing entries on the certificate of insurance are not acceptable if such entries change the provisions of the certificate in any manner. This form may be reproduced. The SIGNATURE of the agent is required. Stamped/typed/printed signatures are not acceptable. CERTIFICATE OF INSURANCE REQUIREMENTS: WORKERS' COMPENSATION INSURANCE: The contractor is required to have Workers' Compensation Insurance if the contractor has any employees including relatives. The word STATUTORY, under limits of liability, means that the insurer would pay benefits allowed under the Texas Workers' Compensation Law. GROUP HEALTH or ACCIDENT INSURANCE is not an acceptable substitute for Workers' Compensation. COMPREHENSIVE GENERAL LIABILITY INSURANCE or COMMERCIAL GENERAL LIABILITY INSURANCE: If coverages are specified separately, they must be at least these amounts: Bodily Injury $500,000 each occurrence Property Damage $100,000 each occurrence $100,000 for aggregates MANUFACTURERS' or CONTRACTOR LIABILITY INSURANCE is not an acceptable substitute for Comprehensive General Liability Insurance or Commercial General Liability Insurance. COMPREHENSIVE AUTOMOBILE LIABILITY INSURANCE or TEXAS BUSINESS AUTOMOBILE POLICY: The coverage amount for a Texas Business Automobile Policy or Comprehensive Automobile Liability may be shown as a minimum of $600,000 Combined Single Limit by a typed or printed entry and deletion of the specific amounts listed for Bodily Injury and Property Damage. BASIC AUTOMOBILE LIABILITY INSURANCE is not an acceptable substitute for Comprehensive Automobile Liability Insurance or Texas Business Automobile Policy. MAIL ALL CERTIFICATES TO: Texas Department of Transportation Office of General Counsel -Contract Services Section (CSS) 125 E. 11th St. Austin, TX 78701-2483 512-374-5120 (V) 512-374-5121 (F) RFP 07-027 Specification Number 07-550-09 Dated: June 2007 ATTACHMENT C Texas Department of Transportation (TxDOT) Pole Specifications Page 22 of 24 8 8 a 2.18 •:/-,g e: 1 .0•.1 fw- 11 aeon a+5 8U=$ 'CI a40U 0s5 1 •u!WI,a-.4 8r§ lig Eg 9 a /2 1, 9 g k r r E $ & ahE I B � ' . 5 a E41bg i 8 #m .8 3.}� d 8 5 Otom •e2 a -8 Q 1.7• 3 g 8 O S 8. € 8gE ado ogx 8 Nckg fi=i 0S•; 35g» J8» 5 H; 3 '§ 8rt rti?! {�E f1 '8. yg 'ark 8 rq 06� 8• 0"8 ;Ng 4�oi E 4 85 :50-1 :8 S 6�°59'S ES "= t glsEEa £= a �E�Bgga`-Efi8 ? � .rLs-fi58sfE��& 8 8�e_S5 a - rrgy`'EE3E8.,5vt g 5 t`8`,.a� 3 5P 1 !Ili!Ili!? r g $8 ? _ $ ao8k Orf- gg g-i2i$E5EE 1 ittter-a itbil lAtifidiritihrratga fi 8 a 8 9 a 9 sM r.14C , a, se., , ,n 0 0 s�fl I ,ns000/*Uy 1,. aWxy'o.r.,a (00 �Iov n` /00 .ter: ,r.. „ ... 5 �a u:6 3 AC.>y. . An 1,4,,.444,44 s ,nF n3rtiv,::0;: INVITATION FOR BID ADDENDUM PURCHASING OFFICE CITY OF ROUND ROCK, TEXAS RFP No. 07-027 Addendum No. 1 Date of Addendum: July 6, 2007 The following items in the RFP identified above have been changed: 1. PART III — SPECIFICATIONS, Page 9, Item 5.2.4 has been changed to read: 5.2.4 The City prefers images to be in color. Any exception to this specification shall be clearly noted in response. 2. PART III — SPECIFICATIONS, Page 12, Item 7.3.8.3 has been changed to read: 7.3.8.3 Printed citations shall include three (3) digitized violation images as indicated in PART 11I, SPECIFICATIONS, Item 5.2.4. All other terms and conditions of this RFP and specifications remain unchanged. Approved by Rc*4 'ax&e", PuTC/ta41y 5*AM-clan 7/6/07 By the signatures affixed below, Addendum No. 1 and Addendum Attachment are hereby incorporated into and made a part of the above referenced RFP. ACKNOWLEDGED Vendor Authorized Signature Date RETURN ONE COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE, CITY OF ROUND ROCK WITH YOUR SEALED RESPONSE. FAILURE TO DO SO MAY CONSTITUTE GROUNDS FOR REJECTION OF YOUR PROPOSAL. DATE: July 15, 2008 SUBJECT: City Council Meeting — July 24, 2008 ITEM: 10E1. Consider a resolution authorizing the Mayor to execute a contract with LaserCraft, Inc. for the provision of automated traffic enforcement. Department: Staff Person: Justification: Police Tim Ryle, Assistant Chief of Police The City has for two years been investigating the automated enforcement of traffic lights in the City of Round Rock in order to reduce collisions and improve public roadway safety. This winter, City Staff performed an exhaustive review of proposals from vendors seeking to operate this program in the City. Under the terms of the proposed contract, Lasercraft Inc. would provide and operate all red light -enforcement cameras and detection equipment in use within the City. In addition, Lasercraft would provide the means by which violation data would be reviewed, violation notices issued, payments made and tracked, information for court challenges handled, as well as for financial and auditing systems and reports. The contract requires Lasercraft to operate this program in compliance with Texas law as it pertains to automated traffic enforcement. The city, under this contract, would assist in providing data interfaces, authorize the vendor's ability to obtain vehicle owner registration, review and confirm all red-light violations, and prosecute appealed cases. Funding: Cost: NA Source of funds: NA Outside Resources: N/A Background Information: In December 2006, staff from Public Works, the Police Department, Finance, Municipal Court, Legal and Transportation Services formed a team to investigate the extent of the red light - running problem in Round Rock, intersection safety and red-light running countermeasures. Intersection safety, it was found, is an issue in Round Rock. On average, crashes resulting from red-light running are more deadly and result in more damage than other types of crashes at signalized intersections. This action item comes concurrent with a set of proposed revisions to the City ordinance governing automated traffic enforcement. Public Comment: N/A Executed Document Follows CITY OF ROUND ROCK AGREEMENT FOR PROVISION OF AUTOMATED TRAFFIC ENFORCEMENT SERVICES WITH LASERCRAFT, INC. THIS AGREEMENT (hereinafter referred to as the "Agreement") is for provision of Automated Traffic Enforcement Services, and is made and entered into on this the .2101 day of the month of , 2008 by and between the CITY OF ROUND ROCK, TEXAS, a Texas home-ru municipality with its principal place of business located at 221 East Main Street, Round Rock, Texas 78664 (hereinafter referred to as the "City"), and LASERCRAFT, INC., a Georgia corporation with its principal place of business located at 1450 Oakbrook Drive, Suite 900, Norcross, Georgia 30093 (hereinafter referred to as "LaserCraft"). RECITALS WHEREAS, the City seeks to promote the health, safety and general welfare of its citizens; and WHEREAS, there is convincing documented evidence that motorists running red lights is a significant problem resulting in traffic accidents causing fatalities, injuries, and loss of property; and WHEREAS, Texas statutes authorize municipalities to regulate traffic by traffic -control devices and through criminal, civil, and administrative enforcement methods; and WHEREAS, the City's concern relating to traffic accidents caused by motorists running red lights is a legitimate public safety concern which supports implementation of reasonable regulations; and WHEREAS, by implementation of such reasonable regulations, it is not the City's intent or purpose to intrude upon individual liberties or to seek to increase revenues but rather to increase safety, to increase motorists' consciousness, and to reduce property loss due to traffic accidents involving the running of red lights; and WHEREAS, the City desires to implement a photographic traffic enforcement system and program in order to promote the health, safety and general welfare of the citizens of the City by reducing the hazards related to running red lights; and WHEREAS, LaserCraft has substantial expertise in the area of installing, servicing and supporting automated red Tight enforcement camera systems (hereinafter referred to as "Automated Traffic Enforcement Services"), and has provided a quotation or proposal to the City under which LaserCraft would provide Automated Traffic Enforcement Services to the City; and WHEREAS, the City desires to purchase and use Automated Traffic Enforcement Services from LaserCraft in order to utilize such information to determine whether and who to cite for certain traffic violations; and 2�0'01�37155//jjkkgg- �% a lL 0/V -c1 -Lid -to 1 WHEREAS, LaserCraft desires to provide such Automated Traffic Enforcement Services, and the City desires to purchase same from LaserCraft; NOW THEREFORE, WITNESSETH: That for and in consideration of the mutual promises and covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: SECTION 1 GUARANTEE OF COST NEUTRALITY 1.01 For the purposes of this Agreement, any terms or concepts expressed as "cost neutrality" or "revenue neutrality" or "revenue neutrality guarantee" shall mean that LaserCraft hereby guarantees as follows: LaserCraft hereby guarantees that for each month during the entire term of this Agreement (initial term and all renewal periods) the total monthly revenue received by the City as a result of notices of violation issued during such month, excluding any revenue retained by or required to be remitted to another entity, shall equal the total applicable monthly fee of LaserCraft for camera systems and related processing services. To allow time for the payment and processing of issued notices of violation and to permit an accurate calculation of revenue received, such guarantee shall be reviewed and calculated one hundred twenty (120) days after the close of a month for such month. In the event that the City's revenue from notices of violation for a month is less than LaserCraft's total camera system fixed fee charges for that month, LaserCraft shall issue a credit to the City in an amount equal to the revenue shortfall for such month to be applied against the next invoice issued to the City. During the entire term of this Agreement (initial term and all renewal periods), upon the second occurrence that the total revenue generated from the installed approaches is less than the total aggregated cost of the monthly fee, both parties agree to meet to discuss resolution options including but not limited to re -deployment of non-performing approaches. In no event shall the total amount invoiced exceed the total amount collected by the City for the same invoice period. SECTION 2 SCOPE OF AGREEMENT 2.01 Scope of Agreement. LaserCraft agrees to provide to the City certain herein -described Automated Traffic Enforcement Services (hereinafter referred to as the "Services") during the term of this Agreement, such Services to be delivered pursuant to the terms and conditions of this Agreement, and the City hereby agrees to purchase said Services. The Services shall be performed by means of the LaserCraft OnlineViolationTM Processing System (hereinafter referred to as the "System"), or by other comparable systems mutually and expressly agreed upon in advance in writing by LaserCraft and the City. By way of delineation and not limitation, the Services shall be provided for the number of the approach directions listed in Exhibit "A" which is attached hereto and incorporated herein by reference for all purposes. Targeted approach direction locations listed in Exhibit "A" are hereinafter referred to as "Location" individually and/or "Locations" collectively. Each System will monitor up to three (3) lanes of traffic at each red light Location. When agreed to in writing by both parties, the City and 2 LaserCraft may add and/or remove targeted Locations listed in Exhibit "A." In addition, and at no additional cost whatsoever to the City, each System will provide video clip evidence for v iolations. 2.02 Services and Pricing All -Inclusive. The pricing delineated in this Agreement shall include all products, services, first class postage, and motor vehicle "look -up" information necessary for all of the installation, training, operation, and maintenance of the Services. The City shall not be obligated in any manner for the provision of any hardware or software other than the following: (i) Internet connections at desired system access points, and (ii) a standard PC with an Internet connection and web browser for each access point. 2.03 Limitation on Scope. It is expressly understood and agreed that the City reserves to itself the sole and exclusive right and privilege to enforce the City's traffic ordinances. It is further expressly understood and agreed that the Services do not, and are not intended to, include the manner and enforcement of the City's traffic ordinances. SECTION 3 EFFECTIVE DATE, TERM, ALLOWABLE RENEWALS, AND RIGHT OF REVIEW 3.01 Effective Date. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein, or until terminated or extended as provided herein. 3.02 Term. The initial term of this Agreement shall be for twelve (12) months from the Effective Date hereof. After that initial term, this Agreement may be renewed for successive terms of twelve (12) months each, not to exceed in the aggregate six (6) such renewals, with such renewals to occur on or before the expiration date of the preceding term, and with such renewals being absolutely predicated upon the express written agreement of both parties. Such renewals are permitted only provided LaserCraft has performed each and every non -waived contractual obligation specified in this Agreement. The parties expressly agree that pricing hereunder shall be firm for the duration of this Agreement and any renewal periods. 3.03 Right of Review. The City reserves the right to review LaserCraft's provision of goods and services at any time during the initial term or any renewal periods, and may elect to terminate this Agreement with or without cause or may elect to continue. If the City elects to terminate this Agreement pursuant to this Paragraph 3.03, it shall give ninety (90) days' prior written notice of such intent to LaserCraft, whereupon the parties shall meet and discuss possible alternatives. By way of illustration and not limitation, the City may review as a consideration for renewal the following: performance, pricing, continued need, and substantial advancements in technologies and/or services. SECTION 4 CONTRACT DOCUMENTS 4.01 The City selected LaserCraft to supply the goods and services as outlined in RFP 07-027, Specification Number 07-550-09 dated June 2007, and Response to RFP submitted by LaserCraft, all made a part hereof by reference for all purposes. For purposes of contract 3 interpretation, this Agreement (together with attached exhibits) shall have precedence, followed by LaserCraft's proposal dated July 17, 2007, and finally followed by the City's RFP 07-027, Specification Number 07-550-09 dated June 2007. SECTION 5 RESPONSIBILITIES OF LASERCRAFT LaserCraft shall satisfactorily and in compliance with this Agreement perform and discharge the following: 5.01 Equipment, Installation and Operation. LaserCraft shall provide and operate all cameras and detection equipment, including poles, wiring and enclosures, for installation at the Locations as necessary or as directed by the City. LaserCraft shall also coordinate with the City, County or Counties, and/or State traffic engineers during the City's design and installation of the traffic controller interface circuitry, as necessary or as directed by the City. LaserCraft shall provide to the City all of the equipment listed in Section 3 of LaserCraft's proposal dated July 17, 2007, which is attached hereto and incorporated herein by reference for all purposes, such proposal to be for use in the determination by the City of the manner of enforcement, and the enforcement itself, of the City's traffic ordinances, including but not limited to issuance of notices of violation, collection of fines, reviewing, processing, tracking, and approval of traffic light notice of violation documents (hereinafter referred to as the "Violation Processing Equipment"). The Violation Processing Equipment will remain the property of LaserCraft during the term of this Agreement, and LaserCraft agrees to remove such equipment within thirty (30) days of the date of expiration or termination of this Agreement for any reason. 5.02 Signing. LaserCraft shall be responsible for the production and expenses of installing and maintaining signage that informs motorists that the upcoming intersection is photo -enforced. Such signage shall be installed for the equipped Locations. The City will dictate the format/content, size, and location of the signing to comply with requirements of the State and other applicable legal requirements. 5.03 Violation Processing and Tracking. LaserCraft shall provide to the City for use in the determination by the City of the manner of enforcement, and the enforcement itself, of the City's traffic ordinances, violation processing services and software, including but not limited to the following: 5.03(a) Download all violation event files from each System and all associated self - test data; 5.03(b) Pre-process violation files, including addition of registered owner data; 5.03(c) Present pre-screened violation events to authorized City officials for approval, via Internet -based features of the System; 4 5.03(d) Print and send (by first class mail) notices of violation for all violations issued by an authorized official of the City, with authorization received, via online connection and including a digital signature; 5.03(e) Facilitate the City's provision of a web -based payment and violation review system for citizens; 5.03(0 Provide information packages as required by the City for court challenges; 5.03(g) Collect and reconcile notice of violation payments (check, web payment, cash or other) using the System; 5.03(h) Work with the City to properly track check and other payment types, to the City's reasonable satisfaction; 5.03(i) Through the System, supply the City with the capability to generate detailed daily, weekly, monthly, quarterly and annual reports for tracking system performance, payment history, audit trails, and the like. [See details of the System reports as delineated in Section 3.7.1 of LaserCraft's proposal dated July 17, 2007, and see further description of the System given in Section 3.7.2 through Section 3.9.5 of LaserCrafts's proposal dated July 17, 2007, which description is agreed to be general in nature and capable of modification to fit the City's requirements if mutually agreed by the parties.] Violation processing services and software is as delineated and described in Exhibit "B" which is attached hereto and incorporated herein by reference for all purposes. 5.04 Testing and Maintenance. In addition to the daily violation retrieval and self -tests performed on all Systems described herein, at least once per contract year LaserCraft shall test each System for accuracy in accordance with LaserCraft's standard testing procedures (as provided in advance to the City); and LaserCraft shall certify the System's compliance with LaserCraft's minimum accuracy requirements. LaserCraft shall promptly provide in writing to the City a copy of the results of such tests. 5.05 Repair. LaserCraft shall respond to a report of a malfunction in accordance with all requirements as stated in the attached RFP 07-027, Specification Number 07-550-09 dated June 2007, specifically delineated under Part III, Section 6, Item 6.2.3. Unless the equipment is determined to have been severely damaged by construction, vehicular accidents, extreme vandalism, or similar events by third parties (such determination to be agreed to by the City, with the City's agreement not to be unreasonably withheld), then and in that event LaserCraft shall promptly and properly repair and/or replace the equipment in accordance with all requirements as stated in the attached RFP 07-027, Specification Number 07-550-09 dated June 2007, specifically delineated under Part III, Section 6.2, Item 6.2.1. 5 5.06 Notice of Violation Format. LaserCraft shall assist the City in developing a standard format and design of a notice of violation for the City's issuance of notices of violation that meet City and statutory requirements. Once the City and LaserCraft have agreed upon same, LaserCraft shall use said notice of violation format for the duration of this Agreement, unless otherwise directed by the City. 5.07 Reports and Certification. LaserCraft shall provide the City with monthly reports on the performance of the System, which reports are delineated in Exhibit "C" attached hereto and incorporated herein by reference for all purposes. The System shall allow the City to generate daily, weekly, monthly, quarterly, and annual reports on violations captured, notices of violation issued, and violations rejected on a daily, weekly, monthly, quarterly, and annual basis. SECTION 6 RESPONSIBILITIES OF THE CITY The City hereby agrees that its responsibilities shall include the following: 6.01 Enforcement of Ordinances. The City shall be solely responsible for both the manner of enforcement, and the enforcement itself, of the City's traffic ordinances. 6.02 Permits and Approvals. City agrees to provide reasonable assistance to LaserCraft in obtaining necessary permits and approvals, and agrees to provide reasonable assistance to LaserCraft in communications with transportation officials, processing vendors, power and communication companies, and other third parties as may be reasonably required in relation to installation and operation of the System. 6.03 Intersection Schematics, Signal Operations, and Locations. The City and LaserCraft shall work together to identify mutually -agreeable Locations. The City shall provide reasonable assistance to LaserCraft in obtaining necessary schematics and plans from the City, County or Counties, or State DOT records for designated Locations. The City shall advise LaserCraft in writing at least thirty (30) days in advance if the traffic signal operations are to be modified; provided, however, that the City shall not be considered to be in breach of this Agreement to the extent that its failure to so notify LaserCraft is the result of the failure of officials to provide such information to the City. 6.04 Systems Interface. The City shall provide reasonable assistance, access to personnel and systems, and information to allow LaserCraft to provide data interfaces, if desired by the City, i.e. files to periodically update the accounting system for accounts receivable, returned checks, and the like. In order to ensure continued compatibility and interoperability between the System and the notice of violation tracking software utilized by the City, the City shall advise LaserCraft in writing at least thirty (30) days in advance if the City's notice of violation tracking software is to be substantively modified or replaced. The City shall be responsible for any additional actual costs associated with the interface to a new records management system. 6 6.05 Services to be Provided by City Personnel. The City shall: 6.05(a) Provide LaserCraft an "Originating Resource Indicator (ORI) Authorization Letter" for LaserCraft's use in obtaining owner registration data from DMV; 6.05(b) Review and confirm all violations; and 6.05(d) Prosecute cases that are appealed. SECTION 7 SOFTWARE LICENSE 7.01 Software License. If utilized as part of the System, during the term of this Agreement, LaserCraft licenses to the City the web -based use of the System pursuant to the terms and conditions stated in this Agreement. For purposes of this Agreement, the LaserCraft "Red Light Camera Enforcement System" and the LaserCraft "OnlineViolationTM Processing System" shall include the proprietary software owned by LaserCraft to allow the City to monitor the operations of the System at all Locations, including but not limited to approving, printing, receiving payments, tracking status of and reporting on traffic violations files generated from the System. The System is solely for use on the violation events information provided by LaserCraft under this Agreement generated by the LaserCraft equipment. 7.02 Restrictions on Use. The City may not, without LaserCraft's express prior written consent, alter, modify or adapt the executable code portions (not including configurable functions) of the System or knowingly allow a third party to do so, including but not limited to translating, reverse engineering, decompiling or reverse compiling or disassembling. The System shall be used only for the purposes stated in this Agreement; any use of the System for other purposes, including but not limited to commercial distribution, time-sharing, rental, or service bureau use, is expressly prohibited. LaserCraft shall, however, have the obligation to assist and cooperate with the City in the establishment of a method for exchanging information with the City's Court system. SECTION 8 PRICES, INVOICING, AND COLLECTIONS 8.01 Prices for Services. The parties hereby agree that pricing for the Services to be provided hereunder shall be as delineated in Exhibit "D," subject to the conditions of Subsection 8.03 below. Exhibit "D" is attached hereto and incorporated herein by reference for all purposes. 8.02 Invoicing and Payment. Invoicing shall begin for each Location after the system is installed and accepted at that Location and LaserCraft has operated the system for the thirty -day testing period, or such longer testing period as may be mutually agreed by the parties. After the testing period, all invoices will be sent to the City at the end of each month of operation. Invoicing shall be by hard copy unless otherwise agreed upon by the parties in writing. 7 P3 8.03 Collections. After an agreed time period where no payment has been received on a given notice of violation, LaserCraft shall provide to the City, at no additional cost to the City, a data interface to facilitate attempts by the City or a third party agent of the City to collect. Alternatively, LaserCraft and the City may agree upon terms by which (i) LaserCraft may supply separate collection services on past due receivables, or (ii) LaserCraft may provide custom interface programming to the City. SECTION 9 PROMPT PAYMENT POLICY 9.01 In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by the City to LaserCraft will be made within thirty (30) days of the date the City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date the City receives a correct invoice for the goods or services, whichever is later. LaserCraft may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by the City in the event: 9.01(a) There is a bona fide dispute between the City and LaserCraft, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late; or 9.01(b) There is a bona fide dispute between LaserCraft and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or 9.01(c) The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with federal funds; or 9.01(d) The invoice is not mailed to the City in strict accordance with any instruction on the purchase order relating to the payment. SECTION 10 NON -APPROPRIATION AND FISCAL FUNDING 10.01 This Agreement is a commitment of the City's current revenues only. It is understood and agreed that the City shall have the right to terminate this Agreement at the end of any of the City's fiscal years if the governing body of the City does not appropriate funds sufficient to purchase the services as determined by the City's budget for the fiscal year in question. The City may effect such termination by giving LaserCraft a written notice of termination at the end of its then -current fiscal year. 8 SECTION 11 GRATUITIES AND BRIBES 11.01 The City may, by written notice to LaserCraft, cancel this Agreement without liability owed to LaserCraft if it is determined by the City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by LaserCraft or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, LaserCraft may be subject to penalties stated in Title 8 of the Texas Penal Code. SECTION 12 TAXES 12.01 The City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in any of LaserCraft's charges. SECTION 13 WARRANTY BY LASERCRAFT 13.01 LaserCraft hereby guarantees and warrants as follows: (i) that the System shall comply with the specifications delineated herein and in all contract documents; (ii) its employees shall have sufficient skill, knowledge, and training to properly and satisfactorily perform the Services; and (iii) the Services shall be performed in a professional and workmanlike manner and in compliance with this Agreement and applicable industry standards. LaserCraft makes no warranty that operation of the System will be uninterrupted or error -free. SECTION 14 INSURANCE 14.01 LaserCraft shall meet or exceed all requirements as stated in the attached RFP 07-027, Specification Number 07-550-09 dated June 2007, specifically delineated under Part II "General Terms and Conditions," Item 6, and such item's integrally -included Attachment A entitled "City of Round Rock Insurance Requirements." SECTION 15 INTELLECTUAL PROPERTY INDEMNITY AND OWNERSHIP 15.01 Intellectual Property Indemnity. 15.01(a) LaserCraft will indemnify and hold harmless the City against any and all costs, damages and expenses (including reasonable legal expenses) finally awarded against the City by a court of competent jurisdiction or agreed to in a written settlement arising out of any suit or claim brought by a third party against the City alleging that the System infringes any United States patent issued as of the date of this Agreement or any United States copyright or trade 9 PS" secret, provided that LaserCraft is given prompt written notice of any such claim and the opportunity to participate in the defense of such claim and any settlement, and the City provides reasonable information and assistance to LaserCraft in defending any claim. 15.01(b) If the System is held by a court of competent jurisdiction to infringe, or in LaserCraft's opinion is likely to be held to infringe, any United States patent issued as of the date of this Agreement or any United States copyright or trade secret, LaserCraft shall, at its sole expense and sole option, promptly: (i) secure the right for the City to continue use of the System in accordance with the terms of this Agreement; (ii) replace or modify the System to make it non - infringing; or if, in the reasonable estimation of LaserCraft, neither option (i) or (ii) is economically or otherwise feasible, then (iii) remove all or the infringing part of the System, adjust the monthly fee payable hereunder to reflect such removal, and refund any amounts paid by the City to the extent that such amounts relate to periods in which the infringing part of the System was not available. 15.01(c) LaserCraft's obligations under this Section 15.01 shall not apply to any claim resulting from an alleged infringement in the System in a condition other than substantially as delivered to the City, including but not limited to any alleged infringement arising from the City's unauthorized modification of the System or the combination of the System with other hardware or software, use other than in accordance with LaserCraft's specifications, or infringement resulting from use by the City of hardware or third party software not specifically approved in writing by LaserCraft. 15.02 Ownership of Intellectual Property. Title and ownership rights to all Intellectual Property (as defined in this Subsection 15.02) of LaserCraft shall remain in LaserCraft, and LaserCraft reserves all rights not expressly granted. Except for rights specifically granted herein, the City shall have no right, title, or interest in or to such Intellectual Property. For purposes of this Agreement, "Intellectual Property" shall mean all proprietary knowledge and information of LaserCraft, including but not limited to the System, Confidential Information, patents, copyrights, trade secrets, trademarks, inventions, listings and documentation related thereto, or any revisions, alterations or derivative works thereof in any form. SECTION 16 CONFIDENTIALITY 16.01 Texas Public Information Act. For purposes of this Section 16 and this Agreement as a whole, LaserCraft expressly acknowledges its understanding and agreement that the City is subject to the Texas Public Information Act, and that the City's duties run in accordance therewith. 10 P S" 16.02 Definitions. For purposes of this Section 16 and this Agreement as a whole: (i) "Confidential Information" shall mean all non-public or competitively sensitive information of the Disclosing Party that is disclosed to the Receiving Party. Subject to the foregoing limitation, Confidential Information shall include without limitation technical or non-technical data, formulae, patterns, compilations, programs, devices, methods, techniques, drawings, processes, financial data, product plans, specifications, drawings, designs, plans, proposals, and business plans and internal projections of the Disclosing Party; (ii) "Disclosing Party" shall mean any party disclosing Confidential Information hereunder; and (iii) "Receiving Party" shall mean any party receiving or coming into substantial contact with Confidential Information hereunder. 16.03 Nondisclosure. For so long as the Confidential Information of the Disclosing Party remains competitively sensitive, up to a maximum of two (2) years after expiration or termination of this Agreement, the Receiving Party will not, without written authorization from Disclosing Party to do so, use for its own benefit or purposes, disclose to others, or knowingly permit any other person to obtain any Confidential Information of Disclosing Party. The Receiving Party agrees to use its best efforts in connection with its foregoing commitments regarding Confidential Information. The foregoing restrictions shall not apply to: (i) the Disclosing Party's information that has been voluntarily disclosed to the public (other than through unauthorized disclosures) by the Disclosing Party, (ii) information independently developed and disclosed by others, (iii) information that has otherwise entered the public domain; or (iv) information that is required to be disclosed pursuant to a valid subpoena or order of a court of competent jurisdiction, provided that in such case the Receiving Party shall provide prompt notice to the Disclosing Party of such subpoena or order. 16.04 Public Records Demands. In the event a demand is made by any person, agency, or organization pursuant to any public records or freedom of information act to view or examine items under this Agreement that constitute Confidential Information, the City agrees to assert exemption of the material so long as the City reasonably deems such material to be exempt. If such demands are pursued after the City's assertion of exemption, the City agrees to promptly notify LaserCraft. SECTION 17 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING 17.01 Authority for local governments to contract with one another to perform certain governmental functions and services, including but not limited to purchasing functions, is granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts, Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter F, Section 271.101 and Section 271.102. 17.02 Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City of Round Rock's bid, with the consent and agreement of the successful vendor(s) and the City of Round Rock. Such consent and agreement shall be conclusively inferred for the vendor from lack of exception to this clause in the vendor's response. However, all parties indicate their understanding and all parties hereby expressly agree that the City of 11 Round Rock is not an agent of, partner to, or representative of those outside agencies or entities and that the City of Round Rock is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. SECTION 18 DESIGNATED REPRESENTATIVE(S) FOR THE CITY 18.01 The City hereby designates the following representative(s) authorized to act in its behalf with regard to this Agreement: David Bartels Planning, Programs & Administration 2008 Enterprise Drive Round Rock, Texas 78664 512-671-2760 dbartels(&,round-rock.tx.us SECTION 19 RIGHT TO ASSURANCE 19.01 Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. SECTION 20 DEFAULT 20.01 LaserCraft shall be declared in default of this Agreement if it does any of the following: 20.01(a) Fails to make any payment in full when due; 20.01(b) Fails to fully and timely perform any of its material obligations hereunder; 20.01(c) Fails to provide adequate assurance of performance under the "Right to Assurance" section herein; or 20.01(d) Becomes insolvent or seeks relief under U.S. bankruptcy laws. SECTION 21 TERMINATION 21.01 After the first year of this Agreement, the City has the right to terminate this Agreement, in whole or in part, for convenience and without cause, at any time upon ninety (90) days' written notice to LaserCraft. 12 21.02 In the event of any default by LaserCraft or the City, the other party has the right to terminate this Agreement for cause, upon giving the following notice and opportunity to cure: If either party (referred to as the "Defaulting Party") fails to comply with its obligations hereunder or is otherwise in breach or default hereunder, then the other party (referred to as the "Non - Defaulting Party") shall not have a right to invoke any rights or remedies with respect to such default until and unless (i) the Non -Defaulting Party delivers to the Defaulting Party a written notice that specifies all particulars of the default and specifies the actions necessary to cure the default; and (ii) the Defaulting Party fails to cure (within 30 days of receipt of the default notice) any matters specified in the default notice that may be cured solely by the payment of money, or the Defaulting Party fails to commence (within 60 days of receipt of the default notice) the cure of any matters specified in the default notice that cannot be cured solely by the payment of money, or fails to thereafter pursue curative action with reasonable diligence to completion. 21.03 LaserCraft has the right to terminate this Agreement only for cause, that being in the event of a material and substantial breach by the City, or by mutual agreement to terminate evidenced in writing by and between the parties. 21.04 In the event the City terminates under Subsections 21.01 or 21.02 of this Section 21, the following shall apply: Upon the City's delivery of the referenced notice to LaserCraft, LaserCraft shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice of termination, LaserCraft shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement to the date of termination. The City shall then pay LaserCraft that portion of the charges, if undisputed. The parties agree that LaserCraft is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 21.05 Upon expiration or termination of this Agreement: 21.05(a) 21.05(b) LaserCraft shall promptly remove and take possession of all LaserCraft equipment provided to the City hereunder, including but not limited to cameras and detection equipment. City shall promptly return to LaserCraft all LaserCraft equipment provided hereunder that is under the control or in the possession of the City. The City shall promptly, at LaserCraft's option, (i) return all copies of the System and supporting materials to LaserCraft and provide an affidavit to LaserCraft certifying that all known copies have been returned and that any subsequently discovered copies will be returned upon discovery; or (ii) destroy all copies of the System and supporting materials and supply an affidavit to LaserCraft certifying such destruction. 21.05(c) The parties shall, upon written request by the other party, return all Confidential Information of the other party. 13 21.05(d) LaserCraft shall supply to the City, in a flat file or other mutually agreeable format, the relevant contents of the project database, including but not limited to all notices of violation and information records whether open or closed; provided, however, all violation images and video may be supplied on separate media sources and the database shall contain a "pointer" to the associated images or video file. SECTION 22 INDEMNIFICATION 22.01 Indemnification by LaserCraft. To the fullest extent permitted by law, LaserCraft shall indemnify, defend, protect, and hold harmless the City, its employees, members, managers, officers, directors, agents, and contractors (collectively and individually, the "City Indemnified Party") from and against: 22.01(a) Any injury, death, loss, or damage to any person, tangible property, or facilities of any person or entity (including reasonable attorneys' fees and costs at trial and appeal) to the extent arising out of or resulting from the negligent wrongful acts or omissions of LaserCraft, its officers, employees, servants, affiliates, agents, contractors, or underlying facility owners or from any person for whom it is in law responsible, or otherwise resulting from, arising in connection with, or relating to its performance (including breach or failure thereto) under this Agreement; or 22.01(b) Any claims, liabilities or damages arising out of any violation by LaserCraft of regulations, rules, statutes, or court orders of any local, state, or federal governmental agency, court, or body in connection with its performance under this Agreement or otherwise; or 22.01(c) Any claims, liabilities or damages arising out of any claim that this Agreement or any term or condition of this Agreement violates any regulation, rule, statute, or court order of any local, state, or federal governmental agency, court, or body. 22.01(d) LaserCraft shall have the right to defend the City Indemnified Party by counsel of LaserCraft's selection (reasonably satisfactory to the City Indemnified Party), with respect to any claims within the indemnification provisions hereof. The parties shall give each other prompt notice of any asserted claims or actions indemnified against, shall cooperate with each other in the defense of any such claims or actions, and shall not settle any such claims or actions without the prior consent of LaserCraft, such consent not to be unreasonably withheld. 22.02 Indemnification by the City. To the fullest extent permitted by law, the City shall indemnify, defend, protect, and hold harmless LaserCraft, its employees, members, managers, 14 3 officers, directors, agents, and contractors (collectively and individually, the "LaserCraft Indemnified Party") from and against: 22.02(a) Any injury, death, loss, or damage to any person, tangible property, or facilities of any person or entity (including reasonable attorneys' fees and costs at trial and appeal) to the extent arising out of or resulting from the negligent wrongful acts or omissions of the City, its officers, employees, servants, affiliates, agents, contractors, or underlying facility owners or from any person for whom it is in law responsible, or otherwise resulting from, arising in connection with, or relating to its performance (including breach or failure thereto) under this Agreement; 22.02(b) Any claims, liabilities or damages arising out of any violation by the City of regulations, rules, statutes, or court orders of any local, state, or federal governmental agency, court, or body in connection with its performance under this Agreement or otherwise; or 22.02(c) Any claims, liabilities or damages arising out of any claim that this Agreement or any term or condition of this Agreement violates any regulation, rule, statute, or court order of any local, state, or federal governmental agency, court, or body. 22.02(d) The City shall have the right to defend the LaserCraft Indemnified Party by counsel of the City's selection (reasonably satisfactory to the LaserCraft Indemnified Party), with respect to any claims within the indemnification provisions hereof. The parties shall give each other prompt notice of any asserted claims or actions indemnified against, shall cooperate with each other in the defense of any such claims or actions, and shall not settle any such claims or actions without the prior consent of the City, such consent not to be unreasonably withheld. 22.03 The obligations of this Section 22 shall survive the expiration or earlier termination of this Agreement. 22.04 Nothing herein shall be deemed to limit the rights of the City or LaserCraft (including but not limited to the right to seek contribution) against any third party who may be liable for an indemnified claim. SECTION 23 LIMITATION OF LIABILITY 23.01 LaserCraft shall not be liable to the City or any third party to the extent that: (i) the City fails to use the System in substantial accordance with this Agreement; (ii) the System or any part thereof has been damaged due to the City's intentional misuse, intentional neglect, or unauthorized alteration, repair, installation, testing, or modification, or which has been moved by 15 the City from the original installation location; or (iii) the claimed defect or error has been caused by persons other than by LaserCraft or by products, equipment or software not provided by LaserCraft. Additionally, neither party nor any indemnified party shall be liable to the other party for special, punitive, exemplary, consequential, incidental or indirect losses or damages. SECTION 24 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES 24.01 LaserCraft, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. SECTION 25 ASSIGNMENT AND DELEGATION 25.01 The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. SECTION 26 NOTICES 26.01 All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: 26.01(a) When delivered personally to the recipient's address as stated in this Agreement; or 26.01(b) Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to LaserCraft: LaserCraft, Inc. Attention: Tom Quinn Executive Vice President and Chief Financial Officer 1450 Oakbrook Drive, Suite 900 Norcross, GA 30093 Notice to City: James R. Nuse, City Manager 221 East Main Street Round Rock, TX 78664 16 AND TO: Stephan L. Sheets, City Attorney 309 East Main Street Round Rock, TX 78664 26.02 Either party may from time to time change its designated recipient or address for notification purposes by giving the other party written notice of the new designated recipient or address. 26.03 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. SECTION 27 APPLICABLE LAW; ENFORCEMENT AND VENUE 27.01 This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. SECTION 28 EXCLUSIVE AGREEMENT 28.01 This document and all appended documents constitute the entire Agreement between LaserCraft and the City, and supersede any prior or contemporaneous agreements, discussions or understandings. Both parties expressly state that they are not relying on any other oral or written statements, discussion, agreements or understandings. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing, duly authorized on behalf of the City by appropriate action of the City Council or City Manager. SECTION 29 DISPUTE RESOLUTION 29.01 If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution, then and in that event any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, the City and LaserCraft shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. 29.02 The City and LaserCraft hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 17 SECTION 30 SEVERABILITY 30.01 The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. SECTION 31 MISCELLANEOUS PROVISIONS 31.01 Standard of Care. LaserCraft represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to this Agreement and generally accepted industry practices. 31.02 Time is of the Essence. LaserCraft understands and agrees that time is of the essence and that any failure of LaserCraft to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. LaserCraft shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to the City due to LaserCraft's failure to perform in these circumstances, the City may pursue any remedy available without waiver of any of the City's additional legal rights or remedies. 31.03 Force Majeure. Neither party will be liable to the other or be deemed to be in breach of this Agreement for any failure or delay in rendering performance arising out of causes beyond its reasonable control and without its fault or negligence. Such causes include but are not limited to acts of God or the public enemy, acts or omissions of a nation or any state, territory, province, or other political subdivision thereof, acts of terrorism, fires, floods, earthquakes, epidemics, theft, quarantine restrictions, strikes, freight embargoes, unusually severe weather, or other causes beyond the control of the party claiming excusable delay or other failure to perform. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. 31.04 Accounting Records. Records necessary to support LaserCraft invoices shall be kept for three (3) years from issuance date, and shall be available to the City or its authorized representatives at mutually convenient times. 31.05 Compliance with Law. The City hereby represents and warrants that its use of the Services and the System will be in compliance with any and all applicable laws, rules, and regulations of the United States or the State of Texas. The City further represents and warrants that it will not knowingly use, disseminate or transfer the System or any portion thereof in 18 P violation of the foregoing laws, rules and regulations, including but not limited to the export control laws of the United States. 31.06 Waiver. No delay or omission by either party in the exercise of any right or power shall be construed to be a waiver thereof. A waiver by either of the parties of any of the covenants, conditions, or agreements to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition, or agreement herein contained. No change, waiver, or discharge hereof shall be valid unless in writing and signed by an authorized representative of the party against which such change, waiver, or discharge is sought to be enforced. 31.07 Headings and Interpretation. The headings used herein are for reference and convenience only, and shall not enter into the interpretation hereof. 31.08 Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. IN WITNESS WHEREOF, the City and LaserCraft have executed this Agreement on the dates indicated. City of Round Rock, Texas LaserCraft, Inc. J �^ By: 1 By:' �c11, May eP•�ttt ) tv Gp'IJ, Title: P Res fir,,, r e_E 0 Date Signed: 1—,7-613 moilor- Date Signed: 42 za.,e Attest: By: Sara L. White, City Secretary 19 For City, pproved as to Form: By: Steph n L. Sheets, Ci' Attorney EXHIBIT "A" Locations A. A minimum of four (4) approaches will be installed initially, with additional approaches allowed to be added within the scope of this Agreement if mutually agreed by both parties. B. Targeted initial approach locations are as noted below: • IH 35 & SH 45 • US 79 & MAYS STREET • IH35&RM620 • IH 35 & OLD SETTLERS BOULEVARD • LOUIS HENNA BOULEVARD & GREENLAWN BOULEVARD • US79&RED BUD LANE • RM 620 & DEEPWOOD DRIVE • IH 35 & US 79 • IH 35 & HESTER'S CROSSING • US 79 & GEORGETOWN STREET The parties expressly acknowledge that such "targeted initial approach locations" result from preliminary projections, and are subject to review on the basis of new data, and are subject to re- ordering and/or deletion from the list. The parties expressly acknowledge their understanding that the listing of such "targeted initial approach locations" in this Section B is not exclusive and/or exhaustive, and that other locations may be added to the list. The City and LaserCraft agree to mutually evaluate and approve intersections suitable for installation. The parties expressly agree that final approval is the province of the City in accordance with RFP 07-027, Specification Number 07-550-09 dated June 2007, Page 6, Section 3.2; and Response to RFP submitted by LaserCraft, Page 9, Section 3.3.2. C. Approved approaches can be installed with red light camera systems under this Agreement provided that: 1. Permits can be obtained; 2. Right-of-way clearance permits installation; 3. Underground or overhead obstructions or limitations do not prevent conventional infrastructure installation; and 4. Positioning of LaserCraft system will permit clear view of the vehicle license plate as necessary to capture images of the vehicle and vehicle license plate. 20 EXHIBIT "B" OnlineViolationTM Description [See Section 3.7.2 through Section 3.9.5 of LaserCraft's proposal dated July 17, 2007.] 21 EXHIBIT "C" Reports [See "Reports" in Section 3.7.1 and "System Description" in Section 3.7.2 through Section 3.7.5 of LaserCraft's proposal dated July 17, 2007.] 22 EXHIBIT "D" Pricing The price for the System and related services for a full turnkey solution is as follows: Fixed Monthly Fee per Installed System (Approach) $4,495.00 Cost Neutrality Vendor hereby guarantees that for each month during the entire term of this Agreement (initial term and all renewal periods) the total monthly revenue received by the City as a result of notices of violation issued during such month, excluding any revenue retained by or required to be remitted to another entity, shall equal the total applicable monthly fee of the Vendor for camera systems and related processing services. To allow time for the payment and processing of issued notices of violation and to permit an accurate calculation of revenue received, such guarantee shall be reviewed and calculated one hundred twenty (120) days after the close of a month for such month. In the event that the City Revenue from notices of violation for a month is less than the Vendor's total Camera System fixed fee charges for that month, Vendor shall issue a credit to the City in an amount equal to the revenue shortfall for such month to be applied against the next invoice issued to the City. During the entire term of this Agreement (initial term and all renewal periods), upon the second occurrence that the total revenue generated from the installed approaches is less than the total aggregated cost of the monthly fee, both parties agree to meet to discuss resolution options including but not limited to re -deployment of non-performing approaches. In no event shall the total amount invoiced exceed the total amount collected by the City for the same invoice period. Deferred Payment Invoicing shall begin for each Location after: (i) the LaserCraft Equipment is installed and accepted at a Location; and (ii) LaserCraft has operated the Red Light System at the Location for a thirty (30) day testing period, or such longer testing period as may be mutually agreed upon by the Parties. Notwithstanding any provisions herein to the contrary, the first payment for the collective approaches initially installed shall be due sixty (60) days from the issuance of the first notice of violation. 23 ATTACHMENT 1 RFP 07-027 Specification Number 07-550-09 dated June 2007 24 1. PURPOSE 1.1. RFP 07-027 Specification Number 07-550-09 Dated: June 2007 City of Round Rock REQUEST FOR PROPOSALS RED LIGHT CAMERA ENFORCEMENT PROGRAM PART I GENERAL INFORMATION The City of Round Rock, Texas seeks the services of qualified contractor(s) to provide F.O.B. Destination, camera systems capable of detecting and recording red Tight violations, and providing back office citation processing as described in this Request for Proposal. The City of Round Rock seeks to improve its enforcement of traffic laws, specifically for red Tight traffic signal photo enforcement and associated services. This project will assist in efforts to improve the overall safety of the community. 2. DEFINITIONS: The following definitions will be used for identified terms throughout the specification and proposal document: 2.1. Agreement — a mutually binding legal document obligating the Vendor to furnish the goods, equipment or services, and obligating the City to pay for it. 2.2. City — identifies the City of Round Rock, Travis and Williamson Counties, Texas. 2.3. Deliverables means the goods, products, materials, and/or services to be provided to the City by Proposer if awarded the agreement. 2.4. Goods represent materials, supplies, commodities and equipment. 2.5. Professional Services means services that use skills that are predominantly mental or intellectual, rather than physical or manual including, but not limited to, accounting, architecture, land surveying, law, medicine, optometry and professional engineering. 2.6. Proposal is a complete, properly signed response to a Solicitation that if accepted, would bind the Proposer to perform the resulting agreement. 2.7. Proposer identifies persons and entities that submit a proposal. 2.8. Purchase Order - is an order placed by the Purchasing Office for the purchase of Goods or Services written on the City's standard Purchase Order form and which, when accepted by the Proposer, becomes an agreement. The Purchase Order is the Proposer's authority to deliver and invoice the City for Goods or Services specified, and the City's commitment to accept the Goods or Services for an agreed upon price. 2.9. Services - work performed to meet a demand. The fumishing of labor, time, or effort by the vendor and their ability to comply with promised delivery dates, specification and technical assistance specified 2.10. State — identifies the State of Texas. 2.11. Subcontractor - any person or business enterprise providing goods, labor, and/or services to a Vendor if such goods, equipment, labor, and/or services are procured or used in fulfillment of the Vendor's obligations arising from an agreement with the City. 2.12. Tumkey — indicates fully equipped and ready to go into operation. 2.13. TxDOT — identifies the State of Texas Department of Transportation. 2.14. Vendor (sometimes referred to as Contractor) - a person or business enterprise providing goods, equipment, labor and/or services to the City as fulfillment of obligations arising from an agreement or purchase order. Page 1 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 3. CONFLICT OF INTEREST 3.1. Effective January 1, 2006, Chapter 176 of the Texas Local Govemment Code (House Bill 914) requires that any vendor or person considering doing business with a local government entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local govemment entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing a completed form, please mail to: City of Round Rock Christine Martinez, City Secretary 221 East Main Round Rock, Texas 78664-5299 3.2. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal. 4. CITY CONTACT: All responses for Request for Proposals (RFP), as well as any questions, clarifications or requests for general information are to be directed to: Randy Barker Purchasing Supervisor 221 East Main Round Rock, TX 78664-5299 Telephone (512) 218-3295 Fax (512) 218-7028 rbarkera.round-rock.tx.us 4.1. The individual above may be telephoned for clarification of the specifications of this Request for Proposals only. No authority is intended or implied that specifications may be amended or alternates accepted prior to closing date without written approval of the City. Under no circumstances will private meetings be scheduled between Proposer and city staff. 5. EX PARTE COMMUNICATION: 5.1. Please note that to insure the proper and fair evaluation of a proposal, the City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Proposer to a City Official or Employee evaluating or considering the proposals prior to the time a formal decision has been made. Questions and other communication from vendors will be permissible until 5:00 pm on the day specified as the deadline for questions. Any communication between Proposer and the City after the deadline for questions will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Ex parte communication may be grounds for disqualifying the offending Proposer from consideration or award of the solicitation then in evaluation, or any future solicitation. 6. PROPOSAL SCHEDULE 6.1. It is the City's intention to comply with the following proposal timeline: 6.1.1. Request for Proposals released 6.1.2. Deadline for questions 6.1.3. City response to all questions/addendums 6.1.4. Responses for RFP due by 3:00 p.m. June 12, 2007 June 29, 2007 July 6, 2007 July 17, 2007 NOTE: These dates represent a tentative schedule of events. The City reserves the right to modify these dates at any time, with appropriate notice to prospective Proposer. 6.2. All questions regarding the RFP shall be submitted in writing (either electronically, fax, or regular mail) by 5:00 pm on June 29, 2007 to above named City Contact. All interested firms will be provided with a copy of the questions submitted and the City's response. Questions shall be submitted to the contact named above. Page 2 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 7. PROPOSAL DUE DATE: 7.1. Sealed proposals are due no later than 3:00 p.m., July 17, 2007 to the office of the Purchasing Department. Mail or carry sealed proposals to: City of Round Rock, Texas 221 East Main Round Rock, Texas 78664-5299 7.2. Proposals received after this time and date will not be considered. 7.3. Sealed proposals should be clearly marked on the outside of packaging "DO NOT OPEN — RFP 07-027 RED LIGHT CAMERA ENFORCEMENT PROGRAM". 7.4. Facsimile or electronically transmitted proposals are not acceptable. 7.5. Each proposal and each proposal variation shall be submitted in one (1) original and five (5) copies. 8. PROPOSAL SUBMISSION REQUIREMENTS: Interested and qualified firms or teams shall: 8.1. Submit one (1) original and five (5) copies of materials that demonstrate their experience in performing projects of this scale and complexity. 8.2. Documentation shall include: 8.2.1. Identification of the firm/team responding to the RFP to include a brief summary of team member experiences. 8.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the specification. 8.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. 8.2.4. Project timeline outlining the steps the firm would take in the implementation of the project. 8.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. 8.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 9. CONFIDENTIALITY OF PROPOSAL CONTENT 9.1. All proposals submitted in response to this RFP shall be held confidential until an agreement is awarded. Following the agreement award, proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 9.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the proposal, which the Proposer believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the agreement is awarded. Page 3 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 10. CLARIFICATION OF PROPOSALS 10.1. The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 11. EVALUATION CRITERIA: All proposals received shall be evaluated based on the best value for the City by considering all or part of the criteria listed below, as well as any relevant criteria specifically listed in the solicitation: 11.1. Price; 11.2. Long-term cost to the City to acquire Proposer's goods and services; 11.3. The extent to which the goods or services meet the City's needs; 11.4. Completeness, technical competence and clarity of the proposal; 11.5. Project process and outline; 11.6. Compliance with requested form and information; 11.7. Reputation of the Proposer and the Proposer's services; 11.8. Technical expertise; 11.9. Client list/sponsor reference and experience; 11.10. Proposer's past relationship with the City. All vendors will be evaluated on their past performance and prior dealings with the City to include, but not limited to, failure to meet specifications, poor quality, poor workmanship, late delivery. 12. EVALUATION PROCESS 12.1. A committee comprised of City Staff and others as appropriate will review the responses to the RFP and may develop a short list of firms/teams. 12.2. Interviews and/or demonstrations may be conducted with any responding firms/teams to discuss their qualifications, resources, and availability to provide the services requested. 12.2.1. Upon completion of the evaluation, the selection committee may recommend a firm/team for the project identified. 12.2.2. An agreement with the recommended firm/team for the project will then be negotiated. This process will be completed with the City Council's authorization to the Mayor for the execution of the agreement or the execution of the agreement by the City Manager. 12.3. The City of Round Rock will not provide compensation or defray any cost incurred by any firm related to the response to this request. The City of Round Rock reserves the right to negotiate with any and all persons or firms. The City of Round Rock also reserves the right to reject any or all proposals, or to accept any proposal deemed most advantageous, or to waive any irregularities or informalities in the proposal received, and to revise the process and/or schedule as circumstances require. PART II GENERAL TERMS AND CONDITIONS 1. AGREEMENT: The term of the Agreement resulting from the solicitation may be for five consecutive twelve-month periods of time from the effective date and shall remain in full force and effect unless and until it expires by operation of the term stated or until terminated or extended as provided herein. The City Manager reserves the right to: 1.1. 1.2. Renew the Agreement for two additional periods of time not to exceed twelve months for each renewal provided both parties agree. Review the following at the end of each twelve-month review period or renewal: 1.2.1. Vendor performance; 1.2.2. Price; 1.2.3. Continuing need; 1.2.4. Advancements in technologies and or service; 1.2.5. The City may terminate the Agreement with or without cause or may continue through the next twelve- month review or renewal period. Page 4 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 2. PRICE: The agreement price shall be firm for the duration of the agreement or extension periods except as provided for in paragraph below. No separate line item charges shall be permitted for either proposal or invoice purposes, which shall include equipment rental, demurrage, costs associated with obtaining permits or any other extraneous charges. 3. PRICE ADJUSTMENT: The City may permit "unit price" adjustments upward annually, upon renewal of agreement, only as a result of a cost increase in goods or services in accordance with the Producers Price Index located at http://stats.bls.gov/ppi/home.htm. Any price increase shall be requested by the Vendor in writing and accompanied with the appropriate documentation to justify the increase. AD price increases are subject to City approval before they become effective unto this agreement. The vendor may offer price decreases in excess of the allowable percentage change. 4. INTERLOCAL COOPERATIVE CONTRACTING Other govemmental entities within the State of Texas may be extended the opportunity to purchase off of the City of Round Rock's solicitation, with the consent and agreement of the successful vendor(s) and the City of Round Rock. Such consent and agreement shall be conclusively inferred from lack of exception to this clause in vendor's response. However, all parties indicate their understanding and all parties hereby expressly agree that the City of Round Rock is not an agent of, partner to, or representative of those outside agencies or entities and that the City of Round Rock is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. 5. INDEMNIFICATION: The successful Proposer shall indemnify, save harmless and exempt the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney fees and any and all other costs or fees incident to any work done as a result of this quote and arising out of a willful or negligent act or omission of the successful Proposer, its officers, agents, servants, and employees; provided, however, that the successful Proposer shall not be liable for any suits, actions, legal proceedings, claims, demands, damages, costs, expenses and attorney fees arising out of a willful or negligent act or omission of the City, it's officers, agents, servants and employees, or third parties. 6. INSURANCE: The successful Proposer shall meet or exceed ALL insurance requirements set forth by the City of Round Rock as identified in Attachment A to the specifications. Any additional insurance requirements of participating or cooperative parties will be included as subsequent Attachments and shall require mandatory compliance. 7. VENUE: The agreement shall be govemed by and construed in accordance with the laws of the State of Texas. Venue shall be in the applicable court, Williamson County, Texas. 8. DISCLOSURE OF LITIGATION 8.1. Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty. 9. RIGHT TO REPRODUCE DOCUMENTATION AND OTHER INFORMATION 9.1. The City shall have the right to reproduce any and all manuals, documentation, software or other information stored on electronic media supplied pursuant to the agreement at no additional cost to the City, regardless of whether the same be copyrighted or otherwise restricted as proprietary information; provided, however, that such reproductions shall be subject to the same restrictions on use and disclosure as are set forth in the agreement. 9.2. The Awarded Proposer agrees to execute any non-exclusive copyright assignments or reproduction authorizations that may be necessary for the City to utilize the rights granted in this subparagraph. Page 5 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 10. INDEPENDENT CONTRACTOR 10.1. It is understood and agreed that the Contractor shall not be considered an employee of the City. 10.2. The Contractor shall not be within protection or coverage of the City's Worker' Compensation insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect. PART 11I SPECIFICATIONS 1. SCOPE OF WORK 1.1. The City requests proposals for a full service, turnkey program for red light traffic signal photo enforcement and associated services. The City seeks a combined red light camera system and complete tumkey solution package including all necessary support services. For the purpose of this RFP, a Red Light Camera Enforcement system is defined as inclusive of all equipment and personnel required for automated enforcement of red light violations in concert with the City. 2. RED LIGHT VIOLATION 2.1. As defined in Section 544.007 of the Texas Transportation Code (Attachment E): 2.1.1. An operator of a vehicle facing only a steady red signal shall stop ata clearly marked stop line. In the absence of a stop line, the operator shall stop before entering the crosswalk on the near side of the intersection. A vehicle that is not tuming shall remain standing until an indication to proceed is shown. After stopping, standing until the intersection may be entered safely, and yielding right-of-way to pedestrians lawfully in an adjacent crosswalk and other traffic lawfully using the intersection, the operator may: 2.1.1.1. turn right; or 2.1.1.2. turn left, if the intersecting streets are both one-way streets and a left tum is permissible. 3. PROJECT DUTIES 3.1. Engineering 3.1.1. The awarded vendor shall provide and install all equipment necessary to identify and photograph motor vehicles violating signalized lights. 3.1.1.1. All applicable elements proposed shall meet or exceed requirements identified in Manual on Uniform Traffic Control Devices (MUTCD), 2003 Edition with Revision Number 1 Incorporated, dated November 2004. 3.1.2. Required hardware shall include, at a minimum, all computer interfaces, software, cameras, flash strobes, non-invasive violation detection, wiring and any necessary appurtenances to support a fully functional Red Light Camera Enforcement system. 3.1.3. The awarded vendor shall provide a complete set of design drawings and installation plans signed and sealed by an engineer registered in the State of Texas. 3.1.3.1. The installation plans shall include all electrical, electronics, signing, civil and mechanical work pertaining to the monitoring equipment. 3.2. Site Selection, Analysis and Design 3.2.1. The City shall make the final selection of enforced approaches; however, the City will rely on the selected vendor to provide critical site analysis and information to assist in the selection process. 3.2.1.1. Vendor shall detail its proposed site selection and analysis methodology. 3.2.1.2. Vendor shall present examples of previous implementation strategy and results. 3.2.1.3. Vendor shall identify personnel responsible for site design. Page 6 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 3.2.1.3.1. Vendor shall provide detail of specified personnet's experience in developing plans for the City intersections. 3.2.1.4. Vendor shall be responsible for preparing installation plan designs. 3.2.1.5. Proposal shall include method and conditions for modification of selected locations as deemed necessary by the City. 3.3. Permitting 3.3.1. Prior to installation, the City and the TXDOT (when applicable) shall approve the design and installation of the system. 3.3.1.1. Installation of equipment shall minimize disruption of roadway surfaces. 3.3.1.2. Installation of equipment shall conform to all city, county, state and federal guidelines. 3.3.2. Selected vendor shall be responsible for obtaining all necessary permits and approvals required by the City and TxDOT for installation of the red light camera system. 3.3.2.1. For the purpose of developing installation timeframes, vendors shall assume a 30 calendar -day permit process. If the permit process takes longer than 30 days, vendors will be provided with additional time for final installation equal to the same number of extra days required to obtain permits. 3.3.2.2. Proposal shall include details on vendor's ability to obtain permits and approvals. 3.4. Installation 3.4.1. Vendor shall provide and install all necessary equipment including poles, camera boxes, sensors, related wiring and any supplementary equipment to operate the Red Light Camera Enforcement system. 3.4.2. Installation shall be completed in accordance with a schedule mutually agreed to by the City and the vendor. 3.4.3. Proposal shall fully describe all installation methods and procedures. 3.4.4. Before beginning work on State of Texas right-of-way, the entity performing the work shall provide the State with a fully executed copy of the State's Form 20.120 CSS, Certificate of Insurance (Attachment B), verifying the existence of coverage in the amounts and types specified on the certificate of insurance for all persons and entities working on State right-of-way. The coverage shall be maintained until all work on the State right-of-way is complete. If coverage is not maintained, all work on the State right-of-way shall cease immediately. 3.5. Signage 3.5.1. Proposal shall clearly describe vendor role in signage responsibilities. 3.5.1.1. All signage shall meet or exceed requirements of all applicable local, state and federal laws. 3.6. Project Work Plan 3.6.1. Selected vendor shall be required to complete site analysis within 30 days of Notice to Proceed. 3.6.2. Selected vendor shall submit a Project Work Plan or implementation timeline for the entire project. 3.6.2.1. Plan shall describe the project management methodology and activities needed to complete total project implementation. 3.6.22. A typical plan shall: 3.6.2.2.1. Be presented in chart form. 3.6.2.2.2. Indicate weekly and monthly activities in support of the implementation, including quality control reviews and participation of subcontractors. 3.6.2.2.3. Provide milestones, anticipated completion dates and all events required. Page 7 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 4. VIOLATION DETECTION 4.1. Accuracy 4.1.1. Proposal shall include detailed description of vendor's ability to achieve detection accuracy. 4.1.2. Vendor shall describe the system's speed detection accuracy. 4.2. System Configuration 4.2.1. The installation and operation of the camera monitoring equipment shall not damage the highway/roadway, impair safety, impede maintenance or in any way restrict operation of the highway/roadway. 4.2.2. Digital camera system shall cover up to four lanes of traffic, including left tum and right turn lane violations that have their own separate signal indicator. 4.2.3. Describe how proposed system can be configured to maximize issuance for various approach configurations. 4.3. Telecommunications/Data Transfer 4.3.1. Describe the telecommunications infrastructure used to connect the camera systems with violations processing network. 4.3.2. Describe the back-up system in the event telecommunications are shut down. 4.3.3. All telecommunication charges shall be included in vendor's monthly fees. 4.4. System Programming 4.4.1. Proposal shall describe the level of system programming offered by the proposed camera system, to include but not limited to: 4.4.1.1. Lane settings; 4.4.1.2. Speed threshold settings. 4.5. Primary and Auxiliary Flash Components 4.5.1. Description of proposed flash equipment and set up, if applicable. 4.6. Intersection Lighting 4.6.1. Proposal shall include vendor solution for variant lighting conditions at intersections. 4.7. Camera Housings 4.7.1. Camera housing shall mount atop a pole to allow both horizontal and vertical adjustment at the intersection. 4.7.1.1. The housing shall be securely mounted on the top of the pole; 4.7.1.2. The pole is required to have the following characteristics: 4.7.1.2.1. 4.7.1.2.2. 4.7.1.2.3. 4.7.1.2.4. 4.7.1.2.5. Minimum of eight (8) to maximum of twelve (12) feet from ground level to the base of the housing; Meet TxDOT pole standards as identified in Attachment C; Secure installation to the ground mounting surface; Available access to requisite conduit feed; Adherence to breakaway mounting regulations as identified in Attachment C. 4.7.1.3. All cable assemblies and terminal blocks shall be mounted and dressed within the camera housing. 5. CAMERA SYSTEM REQUIREMENTS 5.1. Vendor shall provide digital camera systems capable of photographing through still and video, the rear of vehicles whose drivers commit red light violations so as to clearly identify license plates. 5.2. As primary evidence, the system must capture at least two (2) still environment photographs per violation, as well as a third license plate image. Page 8 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 5.2.1. The first environment photograph shall depict the vehicle behind the legal point of violation with the goveming traffic signal visibly red in the photograph. 5.2.2. The second environment photograph shall depict the same vehicle continuing through the intersection, beyond the legal point of violation with the traffic signal visibly red in the photograph. 5.2.3. A third license plate image shall be provided that is clear and legible. 5.2.4. Black and white photographs are not acceptable for any of the three images. 5.3. Vendor shall provide detailed description of the camera system's ability to comply with the following: 5.3.1. Accurately detect red Tight violators 24 hours per day; 5.3.2. Operate effectively under all weather conditions, including extreme heat or cold; 5.3.3. Accurately monitor several traffic lanes for red light violations, including left tum lanes; 5.3.4. Perform internal calibration checks for accuracy and functionality; 5.3.5. Have sufficient computer and associated equipment to record, document and track red Tight enforcement data for recordkeeping and court purposes. 5.3.5.1. Each camera system shall be capable of gathering detailed computer data for statistical analysis, producing histograms and other graphical depictions. 5.3.5.2. Vendor shall be required to produce monthly reports of activity. 5.3.5.2.1. Data shall be provided by location as well as in summary format. 5.3.6. Use isolation relays or equivalent to protect traffic signal equipment from noise, transient voltage and any related remote interconnect or interference problems in accordance with the International Municipal Signal Association (I.M.S.A.) standard cable requirements as provided in Attachment D. 5.3.7. Provide a convenient means of disconnecting from the traffic signal system. 5.3.7.1. The City shall retain the right to disconnect the vendor's system from the traffic signal system when, in the opinion of the City, it is in the City's best interest to do so for purposes of maintenance, repair, troubleshooting or other reasons related to the proper operation of the traffic signal system. 5.3.8. Monitor status of traffic signal via field terminals (120 VAC). 5.3.9. Be operated on a 24 hour per day basis, with an exception for downtime associated with repair, maintenance or rotating the camera system from one location to another. 5.3.10. Capture video of the violation, of image quality acceptable to the City, for use as secondary evidence. 5.4. Encryption 5.4.1. The proposal shall include detailed systems encryption specifications demonstrating the ability to encrypt images and data for a violation together at the time of violation capture to insure evidence integrity. 5.5. Data Bar 5.5.1. The data bar on image one shall display: 5.5.1.1. Legible and easily read date; 5.5.1.2. Time of day (expressed in military time); 5.5.1.3. Lane number in which violation occurred; 5.5.1.4. Photo number 1; 5.5.1.5. Violation number, 5.5.1.6. Amount of time the traffic signal light was red when the violation occurred; 5.5.1.7. Amount of time the amber traffic signal Tight was illuminated; 5.5.1.7.1. It is not acceptable to pre -insert amber time into a data bar. 5.5.1.8. Delay time into the red phase if any programmed into system; 5.5.1.9. Location name and/or code number. Page 9 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 5.5.2. The data bar for image two shall display: 5.5.2.1. Legible and easily read date; 5.5.2.2. Time of day (expressed in military time); 5.5.2.3. Lane number in which violation occurred; 5.5.2.4. Photo number 2; 5.5.2.5. Same violation number as image one connecting the two images; 5.5.2.6. Amount of time the traffic signal Tight was red when the second image was captured; 5.5.2.7. Amount of time the amber traffic signal Tight was illuminated; 5.5.2.8. Delay time into the red phase if any programmed into the system; 5.5.2.9. Interval time between first and second images; 5.5.2.10. Speed of violator; 5.5.2.11. Location name and/or code number. 5.5.3. Database shall be encrypted with the violation images at the time of capture. 5.5.4. Data bar information, point type and font shall not be manipulated by the vendor at any time. 6. MAINTENANCE REQUIREMENTS 6.1. Vendor shall be responsible for maintenance of all vendor -supplied equipment. 6.2. Proposal shall describe vendor's ability to: 6.2.1. Guarantee repair or replacement of inoperable equipment within 72 hours after notification by the City. 6.2.2. Provide maintenance and support operations, preventive maintenance and calibration. 6.2.3. Provide a monthly report to include: 6.2.3.1. All maintenance performed; 6.2.3.2. All system errors identified; 6.2.3.3. Total non -operational time for each camera site. 6.3. Proposal shall include vendor's maintenance plan, including all available resources and systems for performing scheduled maintenance and tracking issues. 7. VIOLATION PROCESSING 7.1. System 7.1.1. The City seeks a comprehensive Violation Processing System that has proven capacity to handle high volume red Tight violations processing activity, including: 7.1.1.1. Violation event review; 7.1.1.2. Registered vehicle owner name and address acquisition; 7.1.1.3. Notice printing and mailing; 7.1.1.4. Payment processing; 7.1.1.5. Customer Service; 7.1.1.6. Delinquent collections. 7.1.2. Proposal shall include description of the following: 7.1.2.1. 7.1.2.2. 7.1.2.3. System capabilities; System security and audit ability; System capacity; Page 10 of 24 7.1.2.4. 7.1.2.5. 7.1.2.6. System features; System modules; System support. RFP 07-027 Specification Number 07-550-09 Dated: June 2007 7.1.3. Vendor database shall provide standard relational database functions to permit both vendor and City personnel to easily enter, access, search and sort the violator database by various parameters, to include but not limited to: 7.1.3.1. Date of violation; 7.1.3.2. Violation tracking number; 7.1.3.3. Time of violation; 7.1.3.4. Location of violation; 7.1.3.5. Vehicle registration plate information; 7.1.3.6. Registered owner of vehicle; 7.1.3.7. Date of notice; 7.1.3.8. Name and/or ID number of reviewing officer; 7.1.3.9. Adjudication status; 7.1.3.10. City hearing date and time. 7.1.4. Vendor shall include with proposal a list of at least three (3) cities currently using the proposed violation processing system including: 7.1.4.1. Volume of processing activity the vendor's proposed system directly processes; 7.1.4.2. Annual violations mailed; 7.1.4.3. Annual collection notices mailed; 7.1.4.4. Annual customer service calls reported; 7.1.4.5. Annual Payments processed; 7.1.4.6. Annual mail -in correspondence (non-payment) processed; 7.1.4.7. Annual name and address requests facilitated. 7.2. Interface with Existing City Systems 7.2.1. Vendor's system shall be capable of interfacing and exporting all data and images with other City databases as required. 7.2.2. Vendor shall include in proposal information on other jurisdictions where proposed system interfaces with existing city systems (i.e., financial, judicial). 7.3. Operations 7.3.1. Vendor shall provide sufficient and trained personnel to view all digital recorded event images and enter event data, to include but not limited to: 7.3.1.1. Vehicle registration plate numbers and characters; 7.3.1.2. State of issue for the vehicle registration plate; and 7.3.1.3. Vehicle registration plate type (if available). 7.3.2. Vendor personnel shall view each image and make preliminary decision relative to City's criteria to issue a citation. 7.3.2.1. If City's criteria are not met, the representative must enter the appropriate City -defined explanation code. 7.3.2.2. If City's criteria are met, vendor shall prepare the image for City verification that recorded image is a citable offense. Page 11 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 7.3.3. Vendor personnel may create a third plate image by cropping, scaling and appropriately adjusting brightness, contrast, etc. to maximize the clarity of the registration plate. 7.3.4. Vendor shall obtain registered owner information for the citable offense on identified registration plates. 7.3.4.1. Registered owner's information shall be entered into the system with the violation images. 7.3.5. Vendor shall offer a proposed solution for acquiring in-state and out-of-state registered owner information in a timely fashion. 7.3.5.1. First notice shall be mailed within 3 working days of issuance. 7.3.6. Vendor shall describe similar jurisdictions where proposed registered owner information acquisition solution has proven successful. 7.3.6.1. Vendor shall detail the number of registered owner requests performed annually for each referenced project. 7.3.6.2. Vendor shall detail the registered owner success (hit) rate for each referenced project. 7.3.7. Vendor shall include in proposal a process for handling government, rental and fleet vehicles that are captured in violation of the City's red Tight regulations. 7.3.7.1. Include a description of successful implementation of the process in other jurisdictions. 7.3.8. Vendor shall prepare and print citations for all City -approved citable offenses. 7.3.8.1. All citations shall be in accordance with City -approved format. 7.3.8.2. First notices shall be mailed within statutory timeline after the alleged violation. 7.3.8.3. Printed citations shall include three (3) color digitized violation images as indicated in PART III, SPECIFICATIONS, 4.2. 7.3.8.3.1. First image shall clearly show the vehicle prior to touching the marked stop line and at least one of the goveming traffic signal heads with the red indication illuminated. 7.3.8.3.2. Second image shall clearly show the same vehicle continued through the intersection. 7.3.8.3.3. Third image shall be the vehicle's registration plate, clearly readable to the average naked eye. 7.3.8.4. Printed citations shall also include: 7.3.8.4.1. 7.3.8.4.2. 7.3.8.4.3. 7.3.8.4.4. Date and time of the violation; Location of the intersection; Amount of civil penalty imposed; Date by which the civil monetary penalty shall be paid. 7.3.8.5. Citations shall include electronic signature of the officer approving the citation. 7.3.8.6. Vendor shall mail law enforcement approved citations. 7.3.8.6.1. Postage is to be paid by the vendor. 7.3.9. Vendor shall provide statistical analysis of violations and related data during the term of the program agreement. 7.3.9.1. Information generated may be used by the City to evaluate the performance of the Red Light Camera Enforcement program. 7.3.9.2. Information generated may be used by the City to assess the relative success in achieving the goal of improved traffic safety at signalized intersections by modification of driver behavior. Page 12 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 7.3.10. Vendor shall clearly define the proposed database and reporting system allowing statistical analysis of violations and related data over time. 7.3.10.1. Proposal shall include description of program management software and capabilities. 7.3.10.1.1. 7.3.10.1.2. Information management software system shall provide record keeping and tracking functions for all citations from issuance through final disposition. Proposal shall indicate types of data reports available from management software. 7.3.10.1.2.1. Vendor shall provide sample reports. 7.3.10.1.2.2. Reporting cycle shall include, but not limited to: 7.3.10.1.2.2.1. Monthly reports of Red Light Camera Enforcement; 7.3.10.1.2.2.2. Quarterly summary data as it pertains to monthly reporting mandates; 7.3.10.1.2.2.3. Annual reports to include, but not limited to: 7.3.10.1.2.2.3.1. Year-to-date statistics; 7.3.10.1.2.2.3.2. Analysis of initial program data; 7.3.10.1.2.2.3.3. Explanation of program improvements that have been planned and implemented; 7.3.10.1.2.2.3.4. Annual reports shall be completed by July 15 of each year to allow the City to compile its own annual report on use of traffic control monitoring devices. 7.3.10.1.2.2.4. Vendor shall provide any other such report(s) and documentation as are mutually agreed upon by the City and the vendor that are useful to further the mission of reducing red Tight violations and vehicular collisions. 7.3.10.1.2.3. The following is a partial list of topics on which data and reports shall be required: 7.3.10.1.2.3.1. Number of events; 7.3.10.1.2.3.2. Number of violations recorded; 7.3.10.1.2.3.3. Number of citable violations; 7.3.10.1.2.3.4. Number of violations not resulting in citations; 7.3.10.1.2.3.5. Breakdown of violation rejection categories and amounts; 7.3.10.1.2.3.6. Breakdown of citations by location; 7.3.10.1.2.3.7. Number of citations prepared and mailed; 7.3.10.1.2.3.8. Number and dollar amounts of fines collected monthly and total to -date; 7.3.10.1.2.3.9. Status of citations issued (i.e. outstanding, paid, in collection status); 7.3.10.1.2.3.10. Number of telephone calls, their resolution, wait time; 7.3.10.1.2.3.11. Adjudication hearings scheduled and held; 7.3.10.1.2.3.12. Adjudication appointments scheduled; Page 13 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 7.3.10.1.2.3.13. Disposition of adjudication hearings; 7.3.10.1.2.3.14. Equipment hours of service; 7.3.10.1.2.3.15. Camera maintenance status and downtime with reasons. 7.4. Remote Access 7.4.1. Selected vendor shall provide to the City online access to core violation processing system and allow designated City users to remotely approve violation notices online (web -based applications preferred). 7.4.1.1. The violation processing system shall attach the electronic signature of the reviewing officer to the actual notice mailed to the violator. 7.4.2. Vendor shall also provide to designated City users to review monthly reports and review/update violator account information online (web -based applications preferred). The system shall allow designated City users to review all relevant account information to include, but not limited to: 7.4.2.1. Vehicle registration plate numbers and characters; 7.4.2.2. State of issue for vehicle registration plate; 7.4.2.3. Vehicle registration plate type; 7.4.2.4. Date of violation event; 7.4.2.5. Time of violation event; 7.4.2.6. Location of violation event; 7.4.2.7. All three (3) digitized images demonstrating the violation and license plate close-up; 7.4.2.8. Payment status; 7.4.2.9. Hearing status; 7.4.2.10. Correspondence tracking; and 7.4.2.11. Standardized monthly reports (shall include capability to review and print reports). 7.4.3. Designated users shall have the ability through a remote workstation to: 7.4.3.1. Download violation images for printing or mailing to citizens; and 7.4.3.2. Suspend activity on accounts until further research is completed in special circumstances. 7.5. Customer Service 7.5.1. Vendor shall make every effort to work with the City in resolving citizen inquiries for frequently asked questions or complaints made concerning the use of red light camera enforcement technology at a minimum between the hours of 8:00 a.m. and 5:00 p.m. local time, Monday through Friday. 7.5.1.1. Describe level and available hours of customer service proposed for this project. 7.5.2. Vendor shall assist in establishing clear written protocols to be approved by Program Administrator for handling citizen complaints. 7.5.3. Vendor shall have demonstrated experience in establishing, staffing and operating a customer service operation with trained customer service representatives (CSRs) to handle call volumes and citizen questions about the program or a particular traffic citation. 7.5.3.1. Describe customer service experience in similarly sized jurisdictions. 7.5.3.2. Include any enhanced customer service tools or technology offered by vendor. 7.5.3.3. Describe automated tools available for customer service representatives to: 7.5.3.3.1. 7.5.3.3.2. 7.5.3.3.3. Review account data and violation images; Send automated correspondence; and Suspend account activity as appropriate. Page 14 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 7.6. Delinquent Debt Collections 7.6.1. Vendor shall mail one initial notice as detailed in PART I11, SPECIFICATIONS, 6.3.8 as part of the base fixed monthly fee. 7.6.2. Vendor shall describe delinquent collections strategy to maximize payment to the City in the event the initial notice does not result in closed accounts. 7.6.3. Vendor shall detail, including example notices, the exact collection approach proposed for the City. 7.6.3.1. Provide three (3) examples) of other cities where similar collections strategies have been implemented and detail the collection rates and results for such efforts. 7.6.4. Vendor shall include delinquent collection of debt in the event of non -response after a city specified time. 7.6.4.1. Proposed violation processing system shall contain logic that enables automated tracking of all violation account information including payments and scheduled hearings to ensure follow-up notices are not erroneously sent to violators. 7.6.4.1.1. Describe the proposed system's ability to comply with this requirement and ensure notices are not erroneously sent to violators. 8. PAYMENT PROCESSING 8.1. On-line and Mail Processing 8.1.1. Vendor shall be responsible for processing all payments received for the City's red light camera enforcement program. As detailed in the following subsections, Vendor shall demonstrate the ability to handle all red Tight camera violation payments electronically paid on-line or mailed to vendor owned lockbox, including the daily depositing and reconciliation of all receipts. 8.2. Lockbox 8.2.1. Due to the expected high volume of mail that is received, control and accuracy are essential factors in the lockbox operation. The services provided shall be integrated with numerous levels of control, audit and redundancy to ensure the accurate and timely receipt, processing and update of mail -in payments. 8.2.2. Describe procedures for processing payments to include, but not limited to: 8.2.2.1. Method for receipt of payments; 8.2.2.2. Ability to apply payments by source (cash, check, money order or credit card); 8.2.2.3. Ability to handle electronic reimbursement and automated check handling (ACH); 8.2.2.4. Verification of check amounts; 8.2.2.5. Batch reconciliation and file update; 8.2.2.6. Bonded courier service to financial institution; 8.2.2.7. Accepting partial payments; 8.2.2.8. Processing exception payments. 8.2.3. Vendor shall deposit into the City bank account, once each 48 hours during normal banking days, an amount equal to the gross receipts of the current day's revenue received. 8.2.3.1. Payments deposited shall be applied to the vendor's database every day and available for online review within 48 hours of deposit/update. 8.2.4. Vendor shall provide procedures for handling payments received that require additional investigation and research. These procedures should include, but not be limited to: 8.2.4.1. Overpayments; 8.2.4.2. Unapplied payments; 8.2.4.3. Retumed checks. 8.2.5. Vendor shall describe payment reconciliation methodology, detailing the advantages of proposed solution. Page 15 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 8.3. Electronic Payment Processing 8.3.1. Vendor shall provide citizens with the option of making payment via the intemet. 8.3.1.1. Describe proposed pay -by -web solution. 8.3.1.2. Provide a minimum of three (3) jurisdictions that are utilizing similar pay -by -web systems. 8.4. Correspondence Mail Processing 8.4.1. Vendor shall provide sufficient and trained staffing to open, count, batch, log, review and process correspondence letters mailed from citizens each day. It is the City's desire that a minimum of 90% of all letters be processed within one business day of receipt, with the remaining letters processed the following business day. 8.4.2. Vendor shall generate all out -going correspondence: 8.4.2.1. Provide detailed description for each letter type; 8.4.2.2. Describe system for generating retum correspondence to citizen inquiries and correspondence letters to be sent to citizens. 8.4.3. Vendor shall provide a correspondence imaging system that ensures all correspondence received from citizens is electronically scanned and available for customer service staff and City. 8.4.4. Vendor shall describe methodology and detail advantages for handling, processing and tracking incoming correspondence. 9. ADMINISTRATIVE HEARING REQUIREMENTS 9.1. It is the desire of the City to maintain control of its hearing process. Although the City will supply the hearing officer, the vendor shall supply the hearing system that supports the administrative hearings. 9.1.1. It is preferred that the administrative hearing system be online and real-time to allow for timely disposition updates and on-line cashiering. 9.1.2. Vendor shall provide examples of three (3) jurisdictions where they have provided similar administrative hearing systems. 9.2. Hearing Evidence Packages 9.2.1. Vendors shall prepare evidence packages for every hearing with five (5) day advance request by the City. 9.2.2. Hearing evidence packages (hard copy or electronic) shall be submitted to designated City representative. 9.2.3. Court packages shall consist of: 9.2.3.1. Digital image of the first violation photograph; 9.2.3.2. Digital image of the second violation photograph; 9.2.3.3. Digital image of the license plate tag; 9.2.3.4. Secondary evidence video clip of violation available via Internet; 9.2.3.5. Field service technical log indicating the good working order of the red light camera system at the time of violation; and 9.2.3.6. Documentation of any oral, written or electronic communication received from the violator. 9.3. Hearing Scheduling 9.3.1. Vendor system shall be capable of scheduling hearings and providing City Adjudicators with turnkey adjudication processing service support. 9.3.2. The system shall contain an automated calendar which can be adjusted to accommodate adjudicator schedules, holidays, vacations, peak times and other undetermined factors. 9.3.3. Vendor shall include screen images of scheduling application in proposed solution. Page 16 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 9.4. Adjudication and Disposition 9.4.1. Vendor system shall be capable of capturing the adjudication and disposition of rulings made by the City's designated hearing officer. 9.4.2. The system shall contain the flexibility to tailor disposition codes that the City defines. 9.4.3. Vendor shall include screen images of the adjudication and disposition fields used in proposed system. 9.5. On-line Cashiering 9.5.1. Vendor system shall be capable of capturing the on-line cashiering of payments made during the administrative hearing. 9.5.2. The City will be responsible for the intake of funds at the hearings, but the system shall reflect the transaction. 9.5.3. Vendor shall include screen images of the on-line cashiering module used in proposed system. 9.6. Expert Testimony 9.6.1. Vendor shall provide, at its own expense, witnesses as necessary to testify as to the accuracy, operations, and reliability of the red light camera and related equipment for contested complaints, as required by the City. 9.6.2. Vendor shall specify a process to notify all operators and technicians of adjudication dates as required for successful prosecution. 10. TRAINING REQUIREMENTS 10.1. Vendor shall provide reasonable and necessary training in the operation of the camera system for designated City staff. This training shall provide the City's designated personnel with a basic understanding of how the camera system operates. 10.2. Vendor shall provide training on the use of the vendor's violation processing system application screens to officers and others required to access the system. 10.3. The training shall be conducted within the City at a site and time that is convenient for City personnel. 10.4. Class size shall be limited in an effort to provide a quality training atmosphere. The vendor shall describe the proposed training and state the class size in the proposal submitted in response to this RFP. 10.5. Vendor shall submit an overview of the training of its employees and any expert witnesses the vendor will require to further the efforts of the program. 11. PUBLIC INFORMATION AND EDUCATION 11.1. Vendor shall participate in any ongoing media campaign, developed in conjunction with the City. 11.2. Vendor shall attend public meetings and assist designated City staff in demonstrating the red Tight camera system equipment and program upon City request. 11.3. Vendor shall provide examples of three (3) red light enforcement community awareness campaigns in which it has participated. 11.3.1. Vendor shall discuss other community awareness activities it wishes to propose as part of its base proposal for this agreement. 12. ORGANIZATIONAL PROFILE 12.1. Project Organization 12.1.1. Vendor shall describe project organization for both startup and ongoing operations. 12.1.2. Vendor shall include organizational structure resources available, including number of staff and locations. Page 17 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 12.2. Key Personnel 12.2.1. Vendor shall include the names and resumes for all key personnel who will be involved in this project. 12.2.2. Resumes shall describe relevant experience in implementing and supporting red Tight camera enforcement programs and related back office support. 13. VENDOR QUALIFICATIONS 13.1. The City seeks a financially secure and stable vendor with the human, technical and financial resources required to implement and operate its Red Light Camera Enforcement Program. 13.1.1. Vendor shall describe company's organization, including financial stability and overall strength. 13.1.1.1. Proposal submittal shall include three (3) year history of audited financials. Any exception to this requirement shall be noted in writing and clearly identified in submittal. 13.1.2. Vendor shall indicate whether the financing required to implement the City's program is already in place or will need to be obtained through third party agreements. 13.1.3. Vendor shall provide the full name and address of the proposing firm. 13.1.4. Vendor shall be financially solvent and able to support the City's program without the requirement of outside funding. 13.1.5. Vendor shall provide a documented history of profitability, as referenced by copies of the previous three (3) years of audited financial statements. 13.2. Experience 13.2.1. Vendor shall demonstrate a minimum of two (2) years of experience with at least three (3) cities providing a fully operational tumkey program utilizing comparable equipment and software proposed for the City. 13.2.2. Discuss vendor's success in implementing red Tight camera systems in Texas and servicing other programs. 13.2.3. Vendor shall discuss any other vendor experience that may be relevant to the success of the City's red light camera system and services program. 13.3. Innovation and Efficiencies 13.3.1. Vendors are encouraged to provide alternatives and options in their proposals that may create operational efficiencies, cost savings, service improvements, or enforcement improvements for the City. 13.3.1.1. All alternatives and options may be considered; 13.3.1.2. Altemative pricing shall also be included. 14. PROGRAM COST 14.1. The City will not pay any upfront costs for the installation of this program. 14.2. The vendor shall submit a monthly fixed fee per installed system that includes all installation, equipment, service, maintenance, violation processing and services, community awareness and all other costs related to the Scope of Work required in this RFP. 14.2.1. Vendor may offer altemate fee/pricing proposals, clearly identifying each altemate proposal. 14.3. Proposal shall include vendor's ability to offer revenue neutrality for selected locations, to include complete explanation of responsibilities for all parties. 14.4. Vendors should assume a minimum of 4 installed systems will be operated. 14.5. Vendor shall also include their fee for providing delinquent debt collection services for this project. Delinquent debt collections are defined as any vendor activities described in the Delinquent Debt Collections section where the debt is reclassified since the delinquent debt is determined beyond a set timeframe after the first notice. 14.6. Vendor shall also provide pricing for any and all altemative solutions in their proposals. Page 18 of 24 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 PART IV INVOICE AND PAYMENT 1. INVOICING 1.1. Contractor shall submit one original and two copies of each invoice referencing the assigned Purchase Order number to the following address: City of Round Rock Accounts Payable 221 East Main Round Rock, TX 78664-5299 2. PROMPT PAYMENT POLICY 2.1. Payments will be made within thirty days after the City receives the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the service, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 2.1.1. There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 2.1.2. The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 2.1.3. There is a bona fide dispute between the Contractor and a subcontractor or between a subcontractor and its suppliers conceming supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 2.1.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement. 3. OVERCHARGES 3.1. Contractor hereby assigns to purchaser any and all claims for overcharges associated with this purchase which arise under the antitrust laws of the United States, 15 USGA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et seq. Page 19 of 24 ATTACHMENT A City of Round Rock Insurance Requirements ATTACHMENT A CITY OF ROUND ROCK INSURANCE REQUIREMENTS 1, INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration of the contract or purchase order resulting from a response to this bid/Specification insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work as a result of this bid by the successful bidder, its agents, representatives, volunteers, employees or subcontractors. 1.1. Certificates of Insurance and endorsements shall be furnished to the City and approved by the City before work commences. 1.2. The following standard insurance policies shall be required: 1.2.1. General Liability Policy 1.2.2. Automobile Liability Policy 1.2.3. Worker's Compensation Policy 1.3. The following general requirements are applicable to all policies: 1.3.1. Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. 1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only. 1.3.3. Claims made policies shall not be accepted, except for Professional Liability Insurance. 1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the City 1.3.5. Policies shall include, but not be limited to, the following minimum limits: 1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence. 1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 for each occurrence. 1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired vehicles with minimum limits for Bodily Injury of $100,000.00 each person, and $300,000.00 for each occurrence, and Property Damage Minimum limits of $50,000.00 for each occurrence. 1.3.5.4. Statutory Worker's Compensation Insurance and minimum $100,000.00 Employers Liability Insurance. 1.3.6. Coverage shall be maintained for two years minimum after the termination of the Contract. 1.4. The City shall be entitled, upon request, and without expense to receive copies of insurance policies and all endorsements thereto and may make reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the requirements of the bid specification and the insurance endorsements stated below. 1.5. Vendor agrees that with respect to the required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following provisions: Page 1 of 4 1.5.1. Provide for an additional insurance endorsement clause declaring the Vendor's insurance as primary. 1.5.2. Name the City and its officers, employees, and elected officials as additional insured's, (as the interest of each insured may appear) as to all applicable coverage. 1.5.3. Provide thirty days notice to the City of cancellation, non -renewal, or material changes 1.5.4. Remove all language on the certificate of insurance indicating: 1.5.4.1. That the insurance company or agent/broker shall endeavor to notify the City; and, 1.5.4.2. Failure to do so shall impose no obligation of liability of any kind upon the company, its agents, or representatives. 1.5.5. Provide for notice to the City at the addresses listed below by registered mail: 1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees, and elected officials for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. 1.5.7. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. 1.5.8. All copies of the Certificate of Insurance shall reference the project name, bid number or purchase order number for which the insurance is being supplied. 1.5.9. Vendor shall notify the City in the event of any change in coverage and shall give such notices not less than thirty days prior notice to the change, which notice shall be accomplished by a replacement Certificate of Insurance. 1.5.10. All notices shall be mailed to the City at the following addresses: Assistant City Manager City Attorney City of Round Rock City of Round Rock 221 East Main 309 East Main Round Rock, TX 78664-5299 Round Rock, TX 78664 2. WORKERS COMPENSATION INSURANCE 2.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage for all persons providing services on building or construction projects for a govemmental entity. 2.1.1. Certificate of coverage ("certificate") - A copy of a certificate of insurance, a certificate of authority to self -insure issued by the Texas Workers' Compensation Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. 2.1.2. Duration of the project - includes the time from the beginning of the work on the project until the CONTRACTOR'S /person's work on the project has been completed and accepted by the OWNER. 2.2. Persons providing services on the project ("subcontractor") in Section 406.096 - includes all persons or entities performing all or part of the services the CONTRACTOR has undertaken to perform on the project, regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner -operators, employees of any such entity, or employees of any entity, which fumishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not Page 2 of 4 include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. 2.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the CONTRACTOR providing services on the project, for the duration of the project. 2.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the contract. 2.5. If the coverage period shown on the CONTRACTOR'S current certificate of coverage ends during the duration of the project, the CONTRACTOR must, prior to the end of the coverage period, file a new certificate of coverage with the OWNER showing that coverage has been extended. 2.6. The CONTRACTOR shall obtain from each person providing services on a project, and provide to the OWNER: 2.6.1. a certificate of coverage, prior to that person beginning work on the project, so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project; and 2.6.2. no later than seven calendar days after receipt by the CONTRACTOR, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. 2.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one year thereafter. 2.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the CONTRACTOR knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. 2.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. 2.10. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project, to: 2.10.1. provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project; 2.10.2. provide to the CONTRACTOR, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project, for the duration of the project; 2.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; 2.10.3.1. obtain from each other person with whom it contracts, and provide to the CONTRACTOR: 2.10.3.1.1. 2.10.3.1.2. a certificate of coverage, prior to the other person beginning work on the project; and a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project Page 3 of 4 2.10.3.2. retain all required certificates of coverage on file for the duration of the project and for one year thereafter; 2.10.3.3. notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and 2.10.3.4. contractually require each person with whom it contracts, to perform as required by paragraphs (A thru G), with the certificates of coverage to be provided to the person for whom they are providing services. 2.10.3.5. By signing the solicitation associated with this specification, or providing, or causing to be provided a certificate of coverage, the Contractor is representing to the Owner that all employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the Commission's Division of Self -Insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. 2.10.3.6. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor that entitles the Owner to declare the contract void if the Contractor does not remedy the breach within ten calendar days after receipt of notice of breach from the owner. Page 4 of 4 RFP 07-027 Specification Number 07-550-09 Dated: June 2007 ATTACHMENT B Texas Department of Transportation (TxDOT) Insurance Requirements Page 21 of 24 Form 1560 -CSS Professional Provider Insurance Revised Date (9/2006) Previous editions of this form may not be used. Page 1 of 2 Texas Department of Transportation (TxDOT) CERTIFICATE OF INSURANCE Prior to the beginning of work, the Contractor shall obtain the minimum insurance and endorsements specified. Only the TxDOT certificate of insurance form is acceptable as proof of insurance for department contracts. Agents should complete the form providing all requested information then either fax or mail this form directly to the address listed on page two of this form. Copies of endorsements listed below are not required as attachments to this certificate. Insured: Street/Mailing Address: City/State/Zip: Phone Number: Area Code Vendor Identification Number (11 digits): Workers' Compensation Insurance Coverage: Endorsed with a Waiver of Subrogation in favor of TxDOT. Carrier Name: Carrier Phone #: Address: City, State, Zip: Type of Insurance Policy Number Effective Date Expiration Date Limits of Liability: Workers' Compensation Not Less Than: Statutory — Texas Comprehensive General Liability Insurance: Endorsed with TxDOT as Additional Insured and with a Waiver of Subrogation in favor of TxDOT. Carrier Name: Carrier Phone #: Address: City, State, Zip: Type of Insurance: Policy Number: Effective Date: Expiration Date: Limits of Liability: Comprehensive General Liability Insurance Bodily Injury Property Damage OR Commercial General Liability Insurance Not Less Than: $ 500,000 each occurrence $ 100,000 each occurrence $ 100,000 for aggregate OR $ 600,000 combined single limit Comprehensive Automobile Liability Insurance: Endorsed with TxDOT as Additional Insured and with a Waiver of Subrogation in favor of TxDOT. Carrier Name: Carrier Phone #: Address: City, State, Zip: Type of Insurance: Policy Number: Effective Date: Expiration Date: Limits of Liability: Comprehensive Automobile Liability Insurance OR Texas Business Automobile Policy Bodily Injury Property Damage Not Less Than: $ 250,000 each person $ 500,000 each occurrence $ 100,000 each occurrence Umbrella Policy (if applicable): Carrier Name: Carrier Phone #: Address: City, State, Zip: Type of Insurance: Policy Number: Effective Date: Expiration Date: Limits of Liability: Umbrella Policy Authorized Agent name, address and zip code: This Certificate of Insurance neither affirmatively nor negatively amends, extends, or alters the coverage afforded by the above insurance policies issued by the named insurance company. Cancellation of the insurance policies shall not be made until THIRTY DAYS AFTER the agent or the insurance company has sent written notice by certified mail to the contractor and the Texas Department of Transportation. THIS IS TO CERTIFY to the Texas Department of Transportation acting on behalf of the State of Texas that the insurance policies named meet all the requirements stipulated and such policies are in full force and effect. If this form is sent by facsimile machine (fax), the sender adopts the document received by TxDOT as a duplicate original and adopts the signature produced by the receiving fax machine as the sender's original signature. The Texas Department of Transportation maintains the information collected through this form. With few exceptions, you are entitled on request to be informed about the information that we collect about you. Under sections 555.021 and 553.023 of the Texas Government Code, you also are entitled to receive and review the information. Under section 559.004 of the Government Code, you are also entitled to have us correct information about you that is incorrect. Area Code ( ) Authorized Agent's Phone Number Authorized Agent Original Signature Date Texas Department of Transportation NOTES TO AGENTS: Form 1560 -CSS Professional Provider Insurance Revised Date (9/2006) Page 2 of 2 Agents must provide all requested information then either fax or mail this form directly to the address listed below. Pre-printed limits are the minimum required, if higher limits are provided by the policy, enter the higher limit amount and strike -through or cross out the pre-printed limit. To avoid work suspension, an updated insurance form must reach the address listed below one business day prior to the expiration date. Insurance must be in force in order to perform any work. Binder numbers are not acceptable for policy numbers. The certificate of insurance, once on file with the department, is adequate for subsequent department contracts provided adequate coverage is still in effect. Do not refer to specific projects/contracts on this form. The TxDOT certificate of insurance form is the only acceptable proof of insurance for department contracts. List the contractor's legal company name, including the DBA (doing business as) name as the insured. If a staff leasing service company is providing insurance, the contractor's legal company name must be listed first, then in parenthesis, identify the staff leasing service company name (i.e. ABC Engineering, Inc (XYZ Staff 4 U, Inc — staff leasing service company)). Denote contact information (i.e. address, phone number, and etc.) for the insured contractor only; do not list the contact information for either the staff leasing company or the insurance company in these fields. Vendor Identification Number is 11 digits which includes your nine digits FEIN (Federal Identification Number). Over -stamping and/or over -typing entries on the certificate of insurance are not acceptable if such entries change the provisions of the certificate in any manner. This form may be reproduced. The SIGNATURE of the agent is required. Stamped/typed/printed signatures are not acceptable. CERTIFICATE OF INSURANCE REQUIREMENTS: WORKERS' COMPENSATION INSURANCE: The contractor is required to have Workers' Compensation Insurance if the contractor has any employees including relatives. The word STATUTORY, under limits of liability, means that the insurer would pay benefits allowed under the Texas Workers' Compensation Law. GROUP HEALTH or ACCIDENT INSURANCE is not an acceptable substitute for Workers' Compensation. COMPREHENSIVE GENERAL LIABILITY INSURANCE or COMMERCIAL GENERAL LIABILITY INSURANCE: If coverages are specified separately, they must be at least these amounts: Bodily Injury $500,000 each occurrence Property Damage $100,000 each occurrence $100,000 for aggregates MANUFACTURERS' or CONTRACTOR LIABILITY INSURANCE is not an acceptable substitute for Comprehensive General Liability Insurance or Commercial General Liability Insurance. COMPREHENSIVE AUTOMOBILE LIABILITY INSURANCE or TEXAS BUSINESS AUTOMOBILE POLICY: The coverage amount for a Texas Business Automobile Policy or Comprehensive Automobile Liability may be shown as a minimum of $600,000 Combined Single Limit by a typed or printed entry and deletion of the specific amounts listed for Bodily Injury and Property Damage. BASIC AUTOMOBILE LIABILITY INSURANCE is not an acceptable substitute for Comprehensive Automobile Liability Insurance or Texas Business Automobile Policy. MAIL ALL CERTIFICATES TO: Texas Department of Transportation Office of General Counsel - Contract Services Section (CSS) 125 E. 11th St. Austin, TX 78701-2483 512-374-5120 (V) 512-374-5121 (F) RFP 07-027 Specification Number 07-550-09 Dated: June 2007 ATTACHMENT C Texas Department of Transportation (TxDOT) Pole Specifications Page 22 of 24 / } not a !§=!®f! �2>!!!£ £!! J 20 Et as EIA >- W1-1 J 1 M V) W 0 V) 2 CO c a O O 0 �-- W U " W w N a .JJ CL Z W w . = 0 O Q V) J LL SPRFBA(2)-04 z z a U z m a LJ U Li _J 0 Cl J H W W Cr Z 0 W Q OJ a n z 1_i a: - a Q 0 0 C) cr JL,J < r- w m 0 ormf 0 F▪ a 8. ax o - g° Y P48 x' tlgag GO w n Vim- a., ..� gg g NOTES; i. De tI;1s snow air 'tn+ U ien>p for SD•inun exposure r iignr rYbacol. ring sign v. vo/tasninq oeaon hea05, o (G pee r p tau-is N+,Cn crv[. uDOer OPancm Orp Do ssiD)e,Mnen only Ore beacon is required, install the ire n r PL° er0gn� CG6 e See I+em 605, 'Roa0s'de F asn O Rueoer qc sxer °^^Sere nq BeOcon 4,5lnbl e5`fOr former requ remelt s. :2 LEC 9earnn q f wr q J snspe[ ;,ea 1 !. See SMD,t anarai sneers for lateral an0 vert c0 cle0rahbs,and Sign waunr'-ng «1 V sOr Iser^er e, 4'sabove al—m n:m,•n, j aero ls. install sign,Is shorn 0 rn 5 gn la(W1 Sheets. L 4. use ei net a Scree-In ryce 4nclwr^FWleraation o 74 iDri n shalt Fov�m*ion os shown else.nere me p1 ws. wren clans retia o-8 24 in. Drug Shaft fOundatipn, see sipndprd snetallS FD. 'ns,_ ns ull the Scree-In TyDE 4gnor - Fandn an as shorn,0n slope, one eager at air Duna le 5.wnpn urea DraV'de este Of top To,,_nq serer-In ryce 4ncnor vrpunapr.ms: / \ A 0. Chance Co.,model C11242NG4VP, - Dock of caG-ne' Canporient Products, Ig model CPI-SLS'5f%, - - SIGN(See Note'.1 - vel[o Protlucis, Inc. eoae11 PB 5359, PB 5360 or PB 5375, ° �\ 4Dpoved eaoaa. r % DETAIL A 6. Prbvi ec r e as sham above rI siaerolk or pO—,,a,ae a n gage of rnp road-«nen 0 Oartam oea-al is 1 u5e0,maunr re sign ep,it,fl. OOove X11 COnauc•ors+0 remove sl0ck ruT peteeen c }re siaeraik or pavement grope 01 ine edge 01 ire raga, t dna ground I C1o'np cob le a ontluit eno-�n q ouabirenai Use materials Sheat f i cal ly ties igrea fa aching cal: s, DeOCon nead5, sols ax 0 in pine}attP try as S—n. I Don's, of[., Po pales. 1 n 8. Conduit in founa0tia,a,,rirnih 6 in of foundation is swsidiary+o the,rem 605, l 1 Use CLB type Fe-le Di.—I, Per Flashing Beacon 4ssehaiies.' 1 - Insulp}pa cora.r 9. Per le.ofalur er's rec011R¢ntlptions, engage Olt 1hreWs on ma peaestol pole base cOprece sep0lp. MOIP D'�sConnper arM Dice cn s me DiDe is fully seated into base. In high.rods, u o pole dna nrer es 52 ,. base co or asSenDly fa Said strength dna prevent loosen nq 01 connect _ r 10 Is,tI DPa0n heads as SnWn n¢re as shOen elsPwh¢r¢on ire p tins, o'1 Fran r r ;her Use nor oeare °ones directed. t asn .tip —�—Q]w To Glashlnq Beacons Spec f'cally des Sign for mDtnt nq beacon neaps M pp es er t hate me ryce EB batt- t Dotly - r otroctnent in me Dotrpx in'ra or me O 12 LEO Beacon P •- Dak of theVisor Bare C'..—I COnauctar greah aroY Base 12 Prov tip non fUseti rptprt gn}prPakpray _ - ectrlaet cIXrlpc,Irs fpr breakaeoy bale9, e t _ BRE4xnw4y ELECIPICeL CONNECTDRS ' (Bussmam NE r, L rr¢Iuse LEI, - r. CB rn kk g - _.. Fero2 ShoeeIl TEST, Or Oov-0 e0udll. L31 3. vnsio rre batter e a To' rery Box. 4 112' r did. ac Me Dotter a an 0 316 Wie ii; Meet and connect Together. c05r 4 air rtum pipe BattStrap mar.. "Ile a p asr c c°er Qa.^.rery Be Spa hole 101 ..... u _ E JarleOv M tab of a battery anai COD -Mr Con•r p er/ e a secure inp lottery Dell lar to rases. o Sngio e +Do+t are° oreW+red k r DOrtery r'rn°sires. ire Darter' �-� BaUnit ICZ «re" a I'll f Cab' De l�� str OPs dna 3/16 p1 [Dave greoe. sneer s S 0 dry to the Item 685. Fr vede�ra "Ro..de Flash -: rp Becton 1,-;- Pore Bose note 91 II - In reW red install Dattlr les in rhe 1 /' see BOr•ery - e Deni', / f 05ner cOD re PrOV de the nulper or Bre0kaeay Com¢ct ors - -�- ' � Il se 4 0arrerie,0 re0uirea on I plans. Mire INon-Fused) ISee Note l2 all aetai n 1 D ETA I L Oerrer'es«cora nq r0 manufw'urers � � Sr Ware to 4++acn 'Odmlentlai'ons. S.S -4 Eo 11 4 Sae st arlara sheet ED t13) for batter, t5" 2'rax. (Fiusn DesiraDlel 4'Grape 5 II a aera;ls. ,� Corri0ge Bars a Dera'� E see Detail C 15. Wle ss Otnprri,¢recamRnppd Oy he I I se 7rufattrer, use the 5a ae'nq+a ie /STI• J i ••� J /l7' _ _ t0 determine the e r 'ie from ba,;ret Foun0or on T Ground Ba. 'ypae to OPa0n, Yce 244 or 8"min BOriena e0x v poli Seree ainpe(See not -� c m n, L�I._ (see 1 13) rn D'stage iron CoD net Mrre 1;a IA tea FountlOr (See °e 4) y-.Y3 �a-ss�"YY- -R"" 10 Bea0ns(ft.1 w re 5'ze t4wG) , - - - _- 0-35 •14 - �r - r - 9'Lrave 75-60 60- 100 a10 100 •8 - n er.SIS^ ,es to be 1" heaule 40 PVCCarreryagr pond Do•r CObiIt. (see note 15) Conauir Ooering 16. see Stpnacrd Sneers CDI11 EDl4) Sod 1p 2 s/e'-wi tie ED 1131 rot ad0iti0nat requirements regartll 9 foe b;s al l at ion of Ci r, 180m s;dell cm mots,battery ground boxes, and +pod poles pusnin q rill gromret Pi oe Snarl Di a. ref: 11, Provide clearage as shorn above ine sige_ll - or pavement Va.air ine eaige of tre r0oa, / 13 Dia, t I a borron=is III asea,mwnr,me 1•'PVC conaait ) 1318'Plated* �� STANDARD PLANS _ sign 0r least 7 ft. obpxe rhe 11'alk o , Texas De OrrR nit of Transppxtallon .� Davemem grace or the Sage of rre rood. r I rrarrc ottrpnans or.w/ce - +. 8 unless Orherr'se shorn an the Plan'. pa a short na l tip are b 0e, cneWl6 40" a 1,<,n p De, �- �( SOLAR POWERED ROADSIDE CBaa1MB429 air-- u1 oy 606116Sny 4,>n'n _— ` DETAIL FCR SOLAR PANEL CABINET, AND FLASHING BEACON ASSEMBLY W t r n not cexe oa}ne recessary srreng1, t III-ill nor be all ODed. BATTERIES LOCATED OUT OF CLEAR ZONE able DETAILS (ALUMINUM) CG ON SEPARATE ALUMINUM POLE ASSEMBi_Y e[tar SPRFBA(3) —04 y. sine of gr poop Dox T A 1` 6 �r.bar y 20D3 --._ _ � ev IN TeL 5C RFP 07-027 Specification Number 07-550-09 Dated: June 2007 ATTACHMENT D I.M.S.A. Cable Requirements Page 23 of 24 Division of Safety and TEXAS Traffic Engineering Maintenance Operations STATE DEPARTMENT OF HIGHWAYS Section AND PUBLIC TRANSPORTATION SPECIAL SPECIFICATION FOR POLYETHYLENE INSULATED POLYETHYLENE JACKETED SIGNAL CABLE FOR USE IN UNDERGROUND DUCTS AND IN OVERHEAD TRAFFIC SIGNAL INSTALLATIONS SCOPE This specification defines the minimum acceptable requirements for polyethylene insulated, polyethylene jacketed signal cables rated 600 volts containing the number of conductors specified in the Invitation to Bid. The cable shall be suitable for installation in underground conduit or as aerial cable supported by a messenger for use in traffic signal installations. The cable shall meet the requirements of I.M.S.A. Specification 20-1 as modified by this specification. 1.0 GENERAL CONSTRUCTION Cable under this specification conductors insulated with heat conductors shall be laid up in suitable tape. The cable core polyethylene compound jacket. shall be composed of stranded copper stabilized polyethylene. The insulated compact cable form and bound with shall be enclosed in a tight fitting 2 0 CONDUCTORS 1 The conductor shall be copper and shall, before insulating, conform to the requirements of ASTM Designation B8. 2.2 The conductors shall be seven coated or uncoated annealed strands unless specified otherwise on the Plans and Specifications. 2.3 The number and size of the conductors shall be specified in the Invitation to Bid. 2.4 The conductors shall be one continuous length with no splices. 3.0 INSULATION 3.1 The insulating compounds shall be polyethylene. 3.2 The insulation shall be applied concentrically about the conductor. The thickness of the insulation shall be not less than the specified in Table 3.2. The method of measurement and the apparatus used shall be in accordance with Underwriters Laboratories, Inc. Standard UL 62 (ANSI C33.1). TABLE 3.2 INSULATION THICKNESS Conductor Minimum Acceptable Size, AWG Average Thickness 20-14 25 mils 13-8 30 mils Minimum Acceptable Thickness at any point 22 mils 27 mils 1-5 6-85-9013, D -18T 3.3 The insulation after application to the conductors shall comply with the requirements specified for Class 30 Thermoplastic Poi/ethylene compound in Underwriters Laboratories Inc. Standard UL 62 (ANSI C33.1), except that the temperature for the cold bend test shall be minus 55.0 +1- 2.0°C (Minus 67.0 +/- 3.6°F). 3.4 The insulation on the finished conductors before cabling shall withstand without breakdown the application of a 60 or 3000 Hertz, 7500 volt essentially sinusoidal spark test potential (RMS) in accordance with the method and using equipment specified in Underwriters Laboratory Inc. UL83 (ANSI C33.8). 4.0 CONDUCTOR COLOR CODING TABLE 4.1 CONDUCTOR COLOR AND SEQUENCE FOR CABLES Conductor No. Base Color Tracer Color 1 Black 2 White 3 Red 4 Green 5 Orange 6 Blue 7 White Black 8 Red Black 9 Green Black 10 Orange Black 11 Blue Black 12 Black White 13 Red White 14 Green White 15 Blue White 16 Black Red 17 White Red 18 Orange Red 19 Blue Red 20 Red Green 21 Orange Green 4.2 The color sequence may be repeated as necessary. Color code sequence applies when cable is composed of mixed sizes. 5.0 CONDUCTOR ASSEMBLY 5.1 Two conductor cable A. Two conductor cable shall be of the round twisted type with a maximum length of lay not more than 30 times the insulated conductor diameter. B. Fillers shall be used where necessary to form a round cable. 2-5 6-85-9013, D -18T 3.3 The insulation after application to the conductors shall comply with the requirements specified for Class 30 Thermoplastic Poi/ethylene compound in Underwriters Laboratories Inc. Standard UL 62 (ANSI C33.1), except that the temperature for the cold bend test shall be minus 55.0 +/- 2.0°C (Minus 67.0 +/- 3.6°F). 3.4 The insulation on the finished conductors before cabling shall withstand without breakdown the application of a 60 or 3000 Hertz, 7500 volt essentially sinusoidal spark test potential (RMS) in accordance with the method and using equipment specified in Underwriters Laboratory Inc. UL83 (ANSI C33.8). 4.0 CONDUCTOR COLOR CODING TABLE 4.1 CONDUCTOR COLOR AND SEQUENCE FOR CABLES Conductor No. Base Color Tracer Color 1 Black 2 White 3 Red 4 Green 5 Orange 6 Blue 7 White Black 8 Red Black 9 Green Black 10 Orange Black 11 Blue Black 12 Black White 13 Red White 14 Green White 15 Blue White 16 Black Red 17 White Red 18 Orange Red 19 Blue Red 20 Red Green 21 Orange Green 4.2 The color sequence may be repeated as necessary. Color code sequence applies when cable is composed of mixed sizes. 5.0 CONDUCTOR ASSEMBLY 5.1 Two conductor cable A. Two conductor cable shall be of the round twisted type with a maximum length of lay not more than 30 times the insulated conductor diameter. B. Fillers shall be used where necessary to form a round cable. 2-5 6-85-9013, D -18T TABLE 8.2 PHYSICAL PROPERTIES OF POLYETHYLENE JACKET Property Tensile Strength Elongation Cold Bend Environmental Cracking Absorption Coefficient Test Method ASTM D2633, Latest Revision ASTM D2633, Latest Revision ASTM D2633 at -55.0 +/- 1.0°C ASTM D1693, Latest Revision ASTM D3349, Latest Revision Requirement 1700 psi min. 400 % Min. No Cracks No Cracks 3200* *Certification of Compliance (if required by the Invitation to Bid) issued by the manufacturer of the polyethylene compound shall suffice in lieu of testing of the finished cable jacket. 8.3 The thickness of the jacket shall be a specified in Table 8.3. The method of measurement and apparatus used shall be in accordance with Underwriters Laboratory Inc. Standard UL 62 (ANSI C33.1). Core Diameter under jacket inches .425 or less .426 - .700 .701 - 1.500 1.501 - 2.500 2.501 and larger TABLE 8.3 JACKET THICKNESS Minimum Acceptable Average Thickness Mils 45 60 80 110 140 Minimum Acceptable Thickness at any point Mils 36 48 64 88 112 8.4 The jacket material shall contain a minimum of 2% carbon black for pigmentation. 9.0 IrENTIFICATION Each shipping length of cable shall clearly show the name of the manufacturer, the type of insulation, the voltage rating and the IMSA 20-1 Specification number. The above information shall be applied at approximately two foot intervals to the outer surface of the jacket. 10.0 PACKING AND MARKING FOR SHIPMENT Reels shall be substantially constructed and in good condition with drum diameters sufficient to prevent damage to the cables shipped on it. The cables shall be suitably protected. Each end of the cable shall be available far testing, properly sealed and protected against injury. Each reel shall be plainly and permanently market with the manufacturer's full description of the cable, giving the type and length of the cable on the reel, the number and size of the conductors in the cable, the voltage rating and the purchase order number. The cable length shall be 1000 feet unless specified otherwise in the Invitation to Bid. 4-5 6-85-9013, D -18T 11.0 INSPECTION, TEST AND ACCEPTANCE 11.1 Inspection and test shall be made prior to shipment and at the place of manufacture. The successful bidder shall, when specified by the Invitation to Bid, furnish a certified report of the tests made on each type of cable and the data which show compliance with this specification and the Invitation to Bid. 11.2 Acceptance Tests - Samples may be selected from any lot by the Department and subjected to inspection and test based on these specifications. These tests shall be made at the expense of the Department. If the samples fail to meet the requirements of the specifications the lot shall be rejected. 12.0 MEASUREMENTbND PAYMENT 12.1 Measurement shall be based on the linear footage of cable on non -returnable reels assembled as specified. 12.2 Payment will be made on a footage basis as quoted. 13.0 GUARANTEE The successful bidder for cable under this specification shall agree to the replacement of any length of cable found to be defective in workmanship or material within one year from the date of delivery to the Department's warehouse. 5-5 6-85-9013, D -18T RFP 07-027 Specification Number 07-550-09 Dated: June 2007 ATTACHMENT E Texas Transportation Code 544.007 Page 24 of 24 § 544.007. TRAFFIC -CONTROL SIGNALS IN GENERAL. (a) A traffic -control signal displaying different colored lights or colored lighted arrows successively or in combination may display only green, yellow, or red and applies to operators of vehicles as provided by this section. (b) An operator of a vehicle facing a circular green signal may proceed straight or turn right or left unless a sign prohibits the turn. The operator shall yield the right-of-way to other vehicles and to pedestrians lawfully in the intersection or an adjacent crosswalk when the signal is exhibited. (c) An operator of a vehicle facing a green arrow signal, displayed alone or with another signal, may cautiously enter the intersection to move in the direction permitted by the arrow or other indication shown simultaneously. The operator shall yield the right-of-way to a pedestrian lawfully in an adjacent crosswalk and other traffic lawfully using the intersection. (d) An operator of a vehicle facing only a steady red signal shall stop at a clearly marked stop line. In the absence of a stop line, the operator shall stop before entering the crosswalk on the near side of the intersection. A vehicle that is not turning shall remain standing until an indication to proceed is shown. After stopping, standing until the intersection may be entered safely, and yielding right-of-way to pedestrians lawfully in an adjacent crosswalk and other traffic lawfully using the intersection, the operator may: (1) turn right; or (2) turn left, if the intersecting streets are both one-way streets and a left turn is permissible. (e) An operator of a vehicle facing a steady yellow signal is warned by that signal that: (1) movement authorized by a green signal is being terminated; or (2) a red signal is to be given. (0 The Texas Transportation Commission, a municipal authority, or the commissioners court of a county may prohibit within the entity's jurisdiction a turn by an operator of a vehicle facing a steady red signal by posting notice at the intersection that the turn is prohibited. (g) This section applies to an official traffic -control signal placed and maintained at a place other than an intersection, except for a provision that by its nature cannot apply. A required stop shall be made at a sign or marking on the pavement indicating where the stop shall be made. In the absence of such a sign or marking, the stop shall be made at the signal. (h) The obligations imposed by this section apply to an operator of a streetcar in the same manner they apply to the operator of a vehicle. (i) An operator of a vehicle facing a traffic -control signal that does not display an indication in any of the signal heads shall stop as provided by Section 544.010 as if the intersection had a stop sign. Acts 1995, 74th Leg., ch. 165, § 1, eff. Sept. 1, 1995. Amended by Acts 2003, 78th Leg., ch. 1325, § 19.04, eff. Sept. 1, 2003. 7/6/07 RFP 07-027 RED LIGHT CAMERA ENFORCEMENT PROGRAM City of Round Rock Response to Questions QUESTION #1: Page 8, Paragraph 5.2.4: Black and white photographs are not acceptable for any of the three images. We request that the City consider modifying this mandatory specification to allow one of the three images to be black and white, specifically the third image which shows the license plate. CITY RESPONSE: The City has issued Addendum #1 to the Specification in response to your concern. The addendum to Page 9, Item 5.2.4 now reads: The City prefers images to be in color. Any exception to this specification shall be clearly noted in response. QUESTION #2: Page 12, Paragraph 7.3.8.3: Should the City accept our request, may we also suggest that Paragraph 7.3.8.3 be modified to read, "Printed citations shall include three (3) digitized violation images as indicated in PART III, SPECIFICATIONS, 5.2." CITY RESPONSE: The City has issued Addendum #1 to the Specification in response to your concern. The addendum to Page 12, Item 7.3.8.3 now reads: Printed Citations shall include three (3) digitized violation images as indicated in PART Ill, SPECIFICATIONS, Item 5.2.4. INVITATION FOR BID ADDENDUM PURCHASING OFFICE CITY OF ROUND ROCK, TEXAS RFP No. 07-027 Addendum No. 1 Date of Addendum: July 6, 2007 The following items in the RFP identified above have been changed: 1. PART III — SPECIFICATIONS, Page 9, Item 51.4 has been changed to read: 5.2.4 The City prefers images to be in color. Any exception to this specification shall be clearly noted in response. 2. PART III — SPECIFICATIONS, Page 12, Item 7.3.8.3 has been changed to read: 7.3.8.3 Printed citations shall include three (3) digitized violation images as indicated in PART III, SPECIFICATIONS, Item 5.2.4. All other terms and conditions of this RFP and specifications remain unchanged. Approved by Reue4 &m4et, Am/Wiwi Safiezuidon 7/6/07 By the signatures affixed below, Addendum No. 1 and Addendum Attachment are hereby incorporated into and made a part of the above referenced RFP. ACKNOWLEDGED Vendor Authorized Signature Date RETURN ONE COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE, CITY OF ROUND ROCK WITH YOUR SEALED RESPONSE. FAILURE TO DO SO MAY CONSTITUTE GROUNDS FOR REJECTION OF YOUR PROPOSAL. ATTACHMENT 2 LaserCraft's Proposal dated July 17, 2007 25 ROUND ROCK, TEXAS PURPOSE. PASSION. PROSPERITY. fight Camera Program Submitted by PUBLIC SAFETY EQUIPMENT, INC. July 17, 2007 A PUBLIC SAFETY EQUIPMENT COMPANY July 17, 2007 City of Round Rock, Texas 221 East Main Round Rock, Texas 78664-5299 Re: Request for Proposal to Provide a Red Light Camera Enforcement Program RFP 07-027, Specification No. 07-550-09, Dated June 2007 Dear Members of the Selection Committee, LaserCraft welcomes the opportunity to present our proposal for a Red Light Camera Enforcement Program. This proposal details our plans to partnership with the City of Round Rock to define and address the City's traffic safety concerns relating to red Tight violations. Through this proposal, LaserCraft offers a complete turnkey Red Light Camera Enforcement Program and related services. LaserCraft acknowledges receipt of Addendum #1 — July 6, 2007 and the City's response to questions. A signed copy of the addendum is provided following this transmittal letter. As a traffic safety conscious community, Round Rock is wise to consider the use of automated traffic law enforcement technology which functions as a cost effective traffic safety program and "force multiplier" because: ➢ Deployment in identified high accident areas, in conjunction with an effective Public Relations (PR) campaign, results in voluntary compliance with traffic laws and ordinances, so reducing serious traffic related injuries and fatalities ➢ Automated enforcement results in efficient utilization of valuable policing resources, increasing police mobility, reducing enforcement costs, and allowing officers to proactively address serious crime LaserCraft fully embraces the overall goals of the City in its decision to implement a Red Light Camera Enforcement Program. Our interest in partnering with Round Rock is further exemplified by our establishment of two corporate office in Texas; one in Austin and the second in Dallas. The following summarizes several of LaserCraft's qualifications and highlights additional benefits a partnership with LaserCraft would bring to the City of Round Rock: ➢ Founded in 1994, LaserCraft has extensive industry experience. Our core philosophy is to offer high quality solutions that are flexible and tailored to the specific requirements of our customers ➢ Our parent company, Public Safety Equipment, Inc. ("PSE"), specializes in safety and evidentiary enforcement solutions for municipalities and the police LaserCraft is an American -based company incorporated under the laws of the State of Delaware; we manufacturer, implement and support 100% of the products and services presented in this proposal 1450 Oakbrook Drive • Suite 900 • Norcross, GA • 30093 TEL: 770-409-9660 • FAX: 770-409-9649 • www.lasercraftinc.com Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas ➢ Approximately 80% of any red light program is not the technology — it is the support the City receives from the red light provider's project support team on a continuous basis — LaserCraft's customer service is the best — City officials can rest easy knowing LaserCraft is on the job ➢ LaserCraft designs, manufactures, and provides proven, industry-leading technology — LaserCraft is the only vendor in the industry with International Association of Chiefs of Police (IACP) approved triggering technology ➢ LaserCraft's veteran implementation and installation team will work with the City of Round Rock to establish a rapid, responsible plan to transition the program from a test system to a full turnkey system that will enhance traffic safety ➢ LaserCraft's Internet -based back office system, Online Violation TM, is the first program specifically designed for automated systems and provides unparalleled access and expansion capabilities for citation approval, report generation, and auditing. It also allows citizens to access information and make payments on-line ➢ LaserCraft and its parent company, PSE, are well established, profitable, and enjoy positive cash flow, thus ensuring financial stability ➢ LaserCraft is a high integrity company. Neither LaserCraft nor any of its employees has been the subject of or connected with any allegations or indictments in regard to our sales process or contract performance In summary, our proposal demonstrates that LaserCraft offers superior customer service, advanced technology, proven, "best -in -class" engineering, and industry-leading know-how. LaserCraft provides the right combination of customer support, technology and administrative processes that guarantee a successful Red Light Enforcement System for the City of Round Rock. We look forward to the opportunity to discuss our proposal with the City of Round Rock. We also look forward to assisting with the City's traffic safety related issues and enhancing the safety and security of the citizens of Round Rock. Any questions arising in the review of this proposal can be directed to my attention. Scott W. Patterson President and CEO Copyright © 2007 iii Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas INVITATION FOR BID ADDENDUM PURCHASING OFFICE CITY OF ROUND ROCK, TEXAS RFP No. 07-027 Addendum No. 1 Date of Addendum: July 6, 2007 The following items in the RFP identified above have been changed: 1. PART III — SPECIFICATIONS, Page 9, Item 5.2.4 has been changed to read: 5.2.4 The City prefers images to be in color. Any exception to this specification shall be clearly noted in response. 2. PART III — SPECIFICATIONS, Page 12, Item 7.3.8.3 has been changed to read: 7.3.8.3 Printed citations shall include three (3) digitized violation images as indicated in PART III, SPECIFICATIONS, Item 5.2.4. All other terms and conditions of this RFP and specifications remain unchanged. Approved by Randy Barker, Purchasing Supervisor 7/6/07 By the signatures affixed below, Addendum No. 1 and Addendum Attachment are hereby incorporated into and made a part of the above referenced RFP. ACKNOWLEDGED LaserCraft, Inc. Vendor July 16, 2007 Authorized Signature Date RETURN ONE COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE, CITY OF ROUND ROCK WITH YOUR SEALED RESPONSE. FAILURE TO DO SO MAY CONSTITUTE GROUNDS FOR REJECTION OF YOUR PROPOSAL. Copyright © 2007 iv Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas TABLE OF CONTENTS 1 Executive Summary 1 2 Proposal Organization 7 3 Specifications (RFP Part III - Specifications) 8 3.1 Scope Of Work (RFP Part III, Section 1) 8 3.1.1 Full Service, Turnkey Program (RFP Part III, Section 1.1) 8 3.2 Red Light Violation (RFP Part III, Section 2) 8 3.2.1 Texas Transportation Code (RFP Part III, Section 2.1) 8 3.3 Project Duties (RFP Part III, Section 3) 8 3.3.1 Engineering (RFP Part III, Section 3.1) 8 3.3.2 Site Selection, Analysis and Design (RFP Part III, Section 3.2) 9 3.3.3 Permitting (RFP Part III, Section 3.3) 10 3.3.4 Installation (RFP Part III, Section 3.4) 11 3.3.5 Signage (RFP Part III, Section 3.5) 13 3.3.6 Project Work Plan (RFP Part III, Section 3.6) 13 3.4 Violation Detection (RFP Part III, Section 4) 18 3.4.1 Accuracy (RFP Part III, Section 4.1) 18 3.4.2 System Configuration (RFP Part III, Section 4.2) 19 3.4.3 Telecommunications/Data Transfer (RFP Part III, Section 4.3) 20 3.4.4 System Programming (RFP Part III, Section 4.4) 21 3.4.5 Primary and Auxiliary Flash Components (RFP Part III, Section 4.5) 21 3.4.6 Intersection Lighting (RFP Part III, Section 4.6) 23 3.4.7 Camera Housings (RFP Part III, Section 4.7) 24 3.5 Camera System Requirements (RFP Part III, Section 5) 25 3.5.1 Photographing Capability (RFP Part III, Section 5.1) 25 3.5.2 Primary Evidence (RFP Part III, Section 5.2) 25 3.5.3 Camera System Capability (RFP Part III, Section 5.3) 27 3.5.4 Encryption (RFP Part III, Section 5.4) 31 3.5.5 Data Bar (RFP Part III, Section 5.5) 32 3.6 Maintenance Requirements (RFP Part III, Section 6) 33 3.6.1 Responsible for Maintenance (RFP Part III, Section 6.1) 33 3.6.2 Maintenance Capability (RFP Part III, Section 6.2) 33 3.6.3 Maintenance Plan (RFP Part III, Section 6.3) 33 3.7 Violation Processing (RFP Part III, Section 7) 35 3.7.1 System (RFP Part III, Section 7.1) 35 3.7.2 Interface with Existing City Systems (RFP Part III, Section 7.2) 43 3.7.3 Operations (RFP Part III, Section 7.3) 43 3.7.4 Remote Access (RFP Part III, Section 7.4) 46 3.7.5 Customer Service (RFP Part III, Section 7.5) 47 3.7.6 Delinquent Debt Collections (RFP Part III, Section 7.6) 51 3.8 Payment Processing (RFP Part III, Section 8) 54 3.8.1 On-line and Mail Processing (RFP Part III, Section 8.1) 54 3.8.2 Lockbox (RFP Part III, Section 8.2) 54 3.8.3 Electronic Payment Processing (RFP Part III, Section 8.3) 58 3.8.4 Correspondence Mail Processing (RFP Part III, Section 8.4) 58 3.9 Administrative Hearing Requirements (RFP Part III, Section 9) 60 3.9.1 Hearing Process (RFP Part III, Section 9.1) 60 Copyright © 2007 v Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.9.2 Hearing Evidence Packages (RFP Part III, Section 9.2) 60 3.9.3 Hearing Scheduling (RFP Part III, Section 9.3) 60 3.9.4 Adjudication and Disposition (RFP Part I11, Section 9.4) 61 3.9.5 On-line Cashiering (RFP Part III, Section 9.5) 61 3.9.6 Expert Testimony (RFP Part III, Section 9.6) 61 3.10 Training Requirements (RFP Part III, Section 10) 62 3.10.1 Operation Training (RFP Part III, Section 10.1) 62 3.10.2 Application Screens Training (RFP Part III, Section 10.2) 62 3.10.3 Training Location (RFP Part III, Section 10.3) 62 3.10.4 Class Size (RFP Part III, Section 10.4) 62 3.10.5 Training Overview (RFP Part III, Section 10.5) 62 3.11 Public Information And Education (RFP Part III, Section 11) 63 3.11.1 Media Campaign (RFP Part III, Section 11.1) 63 3.11.2 Public Meetings (RFP Part III, Section 11.12) 63 3.11.3 Examples (RFP Part III, Section 11.3) 63 3.12 Organizational Profile (RFP Part III, Section 12) 65 3.12.1 Project Organization (RFP Part III, Section 12.1) 65 3.12.2 Key Personnel (RFP Part III, Section 12.2) 66 3.13 Vendor Qualifications (RFP Part III, Section 13) 73 3.13.1 Financial Resources (RFP Part III, Section 13.1) 73 3.13.2 Experience (RFP Part III, Section 13.2) 74 3.13.3 Innovation and Efficiencies (RFP Part III, Section 13.3) 76 3.14 Program Cost (RFP Part III, Section 14) 77 3.14.1 Installation Costs (RFP Part III, Section 14.1) 77 3.14.2 Monthly Fixed Fee per Installed System (RFP Part III, Section 14.2) 77 3.14.3 Revenue Neutrality (RFP Part III, Section 14.3) 77 3.14.4 Number of Installed Systems (RFP Part III, Section 14.4) 77 3.14.5 Delinquent Debt Collection Services (RFP Part III, Section 14.5) 77 3.14.6 Alternative Solutions (RFP Part III, Section 14.6) 77 4 Sample Reports 78 5 Sample Images 82 6 Financial Statements 83 Copyright © 2007 vi Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 1 Executive Summary The City of Round The City of Round Rock is seeking a Red Light Camera Enforcement Program that will significantly improve traffic safety in intersections that Rock will receive a are experiencing a high volume of traffic safety issues due to red light runners. The system offered by LaserCraft is a comprehensive, full turnkey system that is further enhanced through our industry-leading customer service, performance, and technology. Red Light Camera Enforcement Program that will exceed the City's expectations by selecting LaserCraft as your red light enforcement partner. Under a contract award to LaserCraft, we will install, operate, and service a Red Light Camera Enforcement Program for each approach that both the City and LaserCraft agree are viable red light enforcement intersections. There are NO UPFRONT COSTS FOR THE SYSTEMS OR INSTALLATION. Upon completion of a designated warning period at each system installation, LaserCraft will begin processing citations for authorization by the City's designated official(s), issuing authorized citations, and collecting payments on behalf of the City. All payments will be deposited into the City's designated account. In addition, LaserCraft will wait at least 61 days after the initial red light installation is activated before requesting fees, thereby ALLOWING THE CITY TO FUND THE PROGRAM FROM OFFENDER CITATIONS. LaserCraft guarantees cost neutrality. LaserCraft also guarantees cost neutrality, i.e. revenue from the citations will at least match the cost of our monthly service fees. Should revenue collections fall short of the cost of our service fees, LaserCraft will absorb the difference in cost. Thus, our proposal presents a financially rewarding response that offers a Red Light Camera Enforcement Program at NO COST TO THE CITY. In addition, LaserCraft does not propose to hold the City's collected monies in our account, calculate our fees, and then write a check for the balance to the City. At first glance this approach may seem reasonable or appealing to the City. However, besides the legalities of such an offer, the City also LOSES ACCOUNTABILITY OF PROGRAM FUNDS and the BENEFITS ASSOCIATED WITH INTEREST ACCRUED ON CITATION MONIES COLLECTED. On the following page LaserCraft presents a diagram of our proposed Red Light Camera Enforcement Program illustrating how all processes involved in the Red Light Camera Enforcement Program are interconnected to provide all the features required by the City. Figure 1: LaserCraft's Red Light Camera Enforcement Program. 100% of our red light installations are non -intrusive implementations — no roads were tom -up and the compact camera systems are barely noticeable to the local citizens. Copyright © 2007 1 Proprietary & Confidential 4. ;. CO3-0 3 0 3 "5-,-' m ° n a)r-o ni�'m ° � SCD t.- .,..0 m _. v na pr to m 0 ° m ° w 0 m'' y r:Z°°'O.-V "" `° v, m c� m Q. mZs,° m ° .(� to O� 3 n to -0 p : O O j so -53., O 'n O tD ca. O O p O N tp ° vri o m� ° o 30 0'? 0 as v 0 lba 2 m • m uc, oi -•a°� °o a,� ° Fri- m so o to m o o_, m n o•sri o v, ° iii '? o m (�D O 3 O Q. O aII1 4 ti O Q j y y tD (yD 4 O i 0 33 0 ii ° r. G sb n Q y, C (ci"�D Q n� _syi tD cZ.::,.,.. 4 "' O o tCD Q m 13 ° y (D (D 3 O O j- •�. O O O C v; -IQ 0 O< "' 003030 ' Er 2 CD a 3 O Q SD p� Z. Al ,,----4 j' Q a• y =_ ` -4-- 21 Oi 3 SQ n is, Iv (�D o O 3 " O (D ° O Cr a1 Q j t0 (D ;: Q Cb 3 v tQ Q to to (D Q �-. ? �. a, �' o a v CU N PUBLIC SAFETY EQUIPMENT, INC. .rt O 3 0. m m a v,r (0 g rF 9177 m � d O A fD 3 CD 0 O to 0) 3 Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas A key component of our red Tight solution is the assignment of Rick Larson to our proposed Round Rock Project Management Team. Mr. Larson's expertise as a former Police Lieutenant and member of the IACP's advisory subcommittee for enforcement technology provides the City with current, valid and knowledgeable expertise in automated traffic enforcement, thus helping to ensure a smooth implementation and operation of the City's Red Light Camera Enforcement Program. In addition to the benefits discussed above, LaserCraft emphasizes three key areas that we feel separate our solution and our personnel from the competition: D Customer Service/Performance D Advanced Technology D Integrity Customer The Red Light Camera Service/Performance Enforcement Program is not all about technology. In fact, approximately 80% of any red light program is not the technology — it is the support the City receives from the red light provider's project support and customer service team and the availability of that team on a continuous basis. LaserCraft's customer service is the best in the industry and the best for the City of Round Rock because: Rick Larson is a member of the International Association of Chiefs of Police (IACP) and is actively involved with the IACP's advisory subcommittee for enforcement technology, which includes red light camera enforcement. Figure 2: LaserCraft's Online Violation Customer Service Center. 80% of any red light program is the support the City receives from the red light provider's project support team and customer service capabilities Feature Benefit LaserCraft owns the first web -based (not web- enabled) software program developed specifically for automated enforcement — Online ViolationT"' Web -based violation processing provides the simplest method for installation and maintenance — plus it provides functionality at multiple user levels —anyone with Internet capability and proper security pass codes can access data — no IT infrastructure is required LaserCraft provides a former law enforcement officer and current IACP member as part of the Project Team We recognize the need to work as partners and not just a technology provider LaserCraft maintains two fully staffed Online Violation Customer Service Centers — one in our corporate headquarters near Atlanta, GA and the other in Gaithersburg, MD. LaserCraft fully staffs a customer service center with access to all key personnel associated with the City of Round Rock Project Team LaserCraft provides a 1-800 customer service hot line Quick access to our customer service personnel and ensures prompt response to the City's inquiries Every customer service inquiry and/or issue is assigned a system unique tracking code Our system requires that every inquiry must be resolved Our corporate key stakeholders, engineers, I technicians, installation and software personnel are all housed together within our corporate facilities Ensures any customer service inquiry and/or issue can be addressed efficiently and to the complete satisfaction of our customers via all key functional areas Copyright © 2007 3 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas In terms of performance: ➢ LaserCraft's Red Light Camera Enforcement Program, which is operating in several municipalities, has demonstrated up time at 95% or better ➢ Our systems capture the maximum amount of violators in all lanes, including slow moving left turn lanes ➢ Our systems achieves a 90% or greater capture rate of all actual red light running events Advanced Technology LaserCraft's aboveground violation detection, superior camera technology, and flash -free nighttime operations allow our red light enforcement systems to capture more violations and converts more actual red light running incidents into enforceable citations. LaserCraft designs and manufactures our red Tight equipment within the same corporate facility in the United States. Engineering experts, technicians, and installation personnel are all housed together so that our products are the result of the key disciplines necessary for a successful Red Light Camera Enforcement Program. Our camera systems are manufactured in the United States and not by manufacturers outside our control or by parent companies existing on other continents. In addition, Scott Patterson, our CEO, holds several industry patents related to red Tight photo enforcement. The following table highlights features and benefits gained by the City of Round Rock through implementation of LaserCraft's Red Light Camera Enforcement Program. LaserCraft implemented and operates the two largest red light systems in the United States - Howard County, Maryland and Montgomery County, Maryland. Feature Benefit Non -intrusive Technology o o LaserCraft uses Laser Imaging Detection and Ranging (LIDAR) photo -triggering technology, a complete aboveground system that assures non -intrusive implementation and operation 100% of our red light enforcement installations use this technology — we have never used speed loops that require tearing up the roads to install — no other red light vendor can make this claim Rear Plate -only Photo Imaging o o o LaserCraft is a leading advocate for rear plate - only photo imaging The citizens need confidence that the local government is not running a public surveillance system Cameras are only activated when a violation occurs Camera assembly with digital video o o Allows LaserCraft to capture illegal right turn on red movements Video clips of violations are fully accessible through our Internet -based system to law officials, court personnel, and violators (web accessible) Copyright © 2007 4 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Feature Benefit Flash Free Nighttime & all Weather Operation o o LaserCraft's system is 100% effective without the use of extraneous illumination or flash effects Flashes have a tendency to cause driver distraction and could potentially result in a traffic incident. The red light enforcement system is a traffic safety program and should not be the cause of a potential hazard Web -Based System Administration & Violation processing o o o Anyone with Internet capability and proper security pass codes can access data No IT infrastructure is required Extremely cost affective versus expensive VPN alternatives International Association of Chiefs of Police (IACP) Conforming Products List o o LaserCraft is the only vendor in the industry with IACP-approved triggering technology Endorsed by the US Department of Transportation (NHTSA & FHWA) and the US Department of Commerce (NIST) Integrity LaserCraft maintains a firm adherence to a code of values — LaserCraft will do what we say and we will do it the "right" way. We measure our integrity through: ➢ Professionalism — our conduct, ours aims/goals, and our qualities are characterized by conforming to the technical or ethical standards of our profession through the exhibition of a courteous, conscientious, and generally businesslike manner in the workplace ➢ Industry Leadership — LaserCraft continually strives to set the standards for automated traffic safety vendors, not only in technologically advanced solutions, but also in how we conduct our affairs within the communities we serve ➢ Reputation — LaserCraft's reputation is unmatched and unblemished in the automated traffic safety industry. ➢ Solid Financial Stability — LaserCraft and its parent company, PSE, are well established, profitable, and enjoy positive cash flow, thus ensuring financial stability Summary ➢ LaserCraft guarantees cost neutrality ➢ Our Customer Service is outstanding — City officials can rest easy knowing LaserCraft is on the job ➢ Our Performance is exceptional — translating into a successful red Tight photo enforcement program ➢ Our Technology is industry leading — the City benefits from high quality results ➢ Our Integrity is unparalleled — we are someone you can trust Copyright © 2007 5 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas The City of Round Rock can be assured that by selecting LaserCraft the City's needs and requests will receive our highest priority - LaserCraft will value the City as a partner and customer. The City of Round Rock/LaserCraft are "a great match" — we are not the biggest red light company (though we do operate the two largest red light systems in the United States). LaserCraft is not a large corporation with 100s of clients. We are not a multi -departmental corporation with competing internal issues or an international company with interests in several countries around the world. We are an American -based manufacturer and service provider for automated traffic systems. A partnership with Round Rock is very important to us and such a relationship will demand our highest priority. As previously mentioned, a Red Light Camera Enforcement Program is 80% customer support — we are proud to offer the City of Round Rock a proposal that guarantees you will receive the attention you expect from your Red Light Camera Enforcement Program partner. Copyright © 2007 6 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 2 Proposal Organization In keeping with Part I, Section 8 which describes the Proposal Submission Requirements, we provide the following matrix to assist the Selection Committee to quickly identify the response requirements of the RFP. LaserCraft is primarily following Part 111 — Specifications to present the information requested by the RFP. RFP Requirement Proposal Section Number Proposal Page No. PART I — GENERAL INFORMATION 8.2. Documentation shall include: 8.2.1. Identification of the firm/team responding to the RFP to include a brief summary of team member experiences. 3.12.1 3.12.2 3.13.1 65 66 — 72 74 8.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the specification. 3.13 73 — 76 8.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. 3.13.2 74 — 75 8.2.4. Project timeline outlining the steps the firm would take in the implementation of the project. 3.3.6 13 - 17 8.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. 3.13.2 74 — 75 8.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 3.3.4 11 PART II — GENERAL TERMS AND CONDITIONS 8.1. Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty. There are no civil or cr minal litigations or investigations pending which involves LaserCraft or in which LaserCraft has been judged guilty. Copyright © 2007 7 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3 Specifications (RFP Part 111— Specifications) 3.1 Scope Of Work (RFP Part III, Section 1) 3.1.1 Full Service, Turnkey Program (RFP Part 11I, Section 1.1) LaserCraft submits a proposal for a full service, turnkey program for red light traffic signal photo enforcement and associated services. Our proposed program is a combined red light camera system and complete turnkey solution package including all necessary support services. LaserCraft accepts and agrees, a Red Light Camera Enforcement system is defined as inclusive of all equipment and personnel required for automated enforcement of red light violations in concert with the City. 3.2 Red Light Violation (RFP Part I11, Section 2) 3.2.1 Texas Transportation Code (RFP Part 11I, Section 2.1) LaserCraft has read and understands the Texas Transportation Code as defined in Section 544.007 TRAFFIC -CONTROL SIGNALS IN GENERAL. Our proposed Red Light Camera Enforcement Program will fully comply with the Code. 3.3 Project Duties (RFP Part III, Section 3) 3.3.1 Engineering (RFP Part III, Section 3.1) Copyright © 2007 8 Proprietary & Confidential RFP Requirement (Part III, Section 3.1) LaserCraft's Response 3.1.1. The awarded vendor shall provide and install all equipment necessary to identify and photograph motor vehicles violating signalized lights. Agree 3.1.1.1. All applicable elements proposed shall meet or exceed requirements identified in Manual on Uniform Traffic Control Devices (MUTCD), 2003 Edition with Revision Number 1 Incorporated, dated November 2004. Agree 3.1.2. Required hardware shall include, at a minimum, all computer interfaces, software, cameras, flash strobes, non-invasive violation detection, wiring and any necessary appurtenances to support a fully functional Red Light Camera Enforcement system. Agree 3.1.3. The awarded vendor shall provide a complete set of design drawings and installation plans signed and sealed by an engineer registered in the State of Texas. Agree 3.1.3.1. The installation plans shall include all electrical, electronics, signing, civil and mechanical work pertaining to the monitoring equipment. Agree Copyright © 2007 8 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.3.2 Site Selection, Analysis and Design (RFP Part 111, Section 3.2) Site Selection and Analysis Methodology — LaserCraft will work with the City to determine an initial list of candidate intersections, chosen in part based on quantitative assessment of the frequency of red light violations and collisions. As part of this process, LaserCraft will develop baseline data for each candidate intersection by monitoring the frequency of red light violations for a minimum of sixteen hours. To ensure the systems are installed at intersections that will benefit from automated enforcement, LaserCraft will perform a video analysis of each location. The video analysis will determine whether the candidate intersection will benefit from automated enforcement. LaserCraft will install a video analysis assembly at the selected sites and record for periods of eight hours (a minimum of sixteen hours) to ensure accurate information. Once the video analysis is completed, LaserCraft technicians will review the findings and provide detailed reports to the City on violation counts and other observations. LaserCraft will also observe general engineering conditions at the intersection such as timing of the yellow traffic Tight, traffic flow, visibility at the intersection, and other factors to confirm no alternative engineering solutions are available that may alleviate the red light running problem. If available from the City, LaserCraft will also review traffic volume statistics at the selected sites. Previous Implementation Strategy and Results — In Section 3.3.6: Project Work Pian (RFP Part III, Section 3.1), LaserCraft presents our implementation strategy. Our strategy has been used to implement over 200 red light camera enforcement projects. In Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients, which, for those clients, includes the number of approaches resulting from our site design methodology. Personnel Responsible for Site Design — In Section 3.12: Organizational Profile (RFP Part III, Section 12), LaserCraft identifies key corporate personnel responsible for site design. LaserCraft also works closely with the Traffic Division of the Police Department and the City's Traffic Engineering Department to ensure design compatibility and uniformity and coordinate our efforts with other departments affected by the project (utilities, phone, etc.). Copyright © 2007 9 Proprietary & Confidential RFP Requirement (Part 111, Section 3.2) LaserCraft's Response 3.2.1. The City shall make the final selection of enforced approaches; however, the City will rely on the selected vendor to provide critical site analysis and information to assist in the selection process. Agree 3.2.1.1. Vendor shall detail its proposed site selection and analysis methodology. Agree (see below) 3.2.1.2. Vendor shall present examples of previous implementation strategy and results. Agree (see below) 3.2.1.3. Vendor shall identify personnel responsible for site design. Agree (see below) 3.2.1.3.1. Vendor shall provide detail of specified personnel's experience in developing plans for the City intersections. Agree (see below) 3.2.1.4. Vendor shall be responsible for preparing installation plan designs. Agree 3.2.1.5. Proposal shall include method and conditions for modification of selected locations as deemed necessary by the City. Agree (see below) Site Selection and Analysis Methodology — LaserCraft will work with the City to determine an initial list of candidate intersections, chosen in part based on quantitative assessment of the frequency of red light violations and collisions. As part of this process, LaserCraft will develop baseline data for each candidate intersection by monitoring the frequency of red light violations for a minimum of sixteen hours. To ensure the systems are installed at intersections that will benefit from automated enforcement, LaserCraft will perform a video analysis of each location. The video analysis will determine whether the candidate intersection will benefit from automated enforcement. LaserCraft will install a video analysis assembly at the selected sites and record for periods of eight hours (a minimum of sixteen hours) to ensure accurate information. Once the video analysis is completed, LaserCraft technicians will review the findings and provide detailed reports to the City on violation counts and other observations. LaserCraft will also observe general engineering conditions at the intersection such as timing of the yellow traffic Tight, traffic flow, visibility at the intersection, and other factors to confirm no alternative engineering solutions are available that may alleviate the red light running problem. If available from the City, LaserCraft will also review traffic volume statistics at the selected sites. Previous Implementation Strategy and Results — In Section 3.3.6: Project Work Pian (RFP Part III, Section 3.1), LaserCraft presents our implementation strategy. Our strategy has been used to implement over 200 red light camera enforcement projects. In Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients, which, for those clients, includes the number of approaches resulting from our site design methodology. Personnel Responsible for Site Design — In Section 3.12: Organizational Profile (RFP Part III, Section 12), LaserCraft identifies key corporate personnel responsible for site design. LaserCraft also works closely with the Traffic Division of the Police Department and the City's Traffic Engineering Department to ensure design compatibility and uniformity and coordinate our efforts with other departments affected by the project (utilities, phone, etc.). Copyright © 2007 9 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Generally, LaserCraft requests existing designs for selected intersections from City personnel in an electronic format when available. Our site design technician, in conjunction with City Traffic Engineering personnel, will review the plans to verify conditions, identify the controller type, verify the controller database, and locate power service and communications access points. These plans will be used to design the camera installations (camera/detection equipment, poles, interface, etc.). Our technician then completes the design to reflect the red light camera system's implementation. LaserCraft will identify a PE licensed in the State of Texas to finalize the design and stamp it for further approval for permitting, as described in the next section. Personnel Experience in Developing Plans — In Section 3.12: Organizational Profile (RFP Part III, Section 12), LaserCraft identifies key corporate personnel responsible for site design that includes the experience of our personnel in developing site plans. Method and Conditions for Modification of Selected Locations — LaserCraft recommends the periodic analysis of intersections with red light cameras be routinely conducted to ensure the red light program is effective. In some cases, additional cameras may be required to enforce specific violations that occur that were either (1) not identified in the initial analysis or (2) occur as a result of the implementation of the camera system. Over time, if motorist's behavior is modified to the point where the red light camera system is no longer required, the City may wish to consider moving the red light system to another location. LaserCraft will use the same methodology to re -locate the system as described above with respect to site planning. 3.3.3 Permitting (RFP Part III, Section 3.3) Ability to Obtain Permits and Approvals — Once the City grants final approval of the list of intersections/approaches, LaserCraft will coordinate with City Officials, the Police Department, Traffic Engineering/Public Works, and other entities to perform site plans, as previously discussed. LaserCraft will coordinate, with City personnel, obtaining approval of drawing by City/County/State DOT Officials, and obtaining permits as required from power company, phone service, etc. As demonstrated in Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients — LaserCraft has substantial experience in obtaining permits and approvals. Copyright © 2007 10 Proprietary & Confidential RFP Requirement (Part III, Section 3.3) LaserCraft's Response 3.3.1. Prior to installation, the City and the TXDOT (when applicable) shall approve the design and installation of the system. Agree 3.3.1.1. Installation of equipment shall minimize disruption of roadway surfaces. Agree 3.3.1.2. Installation of equipment shall conform to all city, county, state and federal guidelines. Agree 3.3.2. Selected vendor shall be responsible for obtaining all necessary permits and approvals required by the City and TXDOT for installation of the red light camera system. Agree 3.3.2.1. For the purpose of developing installation timeframes, vendors shall assume a 30 calendar -day permit process. If the permit process takes longer than 30 days, vendors will be provided with additional time for final installation equal to the same number of extra days required to obtain permits. Agree 3.3.2.2. Proposal shall include details on vendor's ability to obtain permits and approvals. Agree (see below) Ability to Obtain Permits and Approvals — Once the City grants final approval of the list of intersections/approaches, LaserCraft will coordinate with City Officials, the Police Department, Traffic Engineering/Public Works, and other entities to perform site plans, as previously discussed. LaserCraft will coordinate, with City personnel, obtaining approval of drawing by City/County/State DOT Officials, and obtaining permits as required from power company, phone service, etc. As demonstrated in Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients — LaserCraft has substantial experience in obtaining permits and approvals. Copyright © 2007 10 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.3.4 Installation (RFP Part III, Section 3.4) Installation Methods and Procedures — During installation of the camera systems LaserCraft will coordinate all work with the Traffic Signal Engineer in charge of signal maintenance and operation. Work performed within the public rights of way will meet all applicable City and State standards for construction, including but not limited to, those pertaining to traffic control. LaserCraft will ensure a licensed contractor performs any subcontracting work. For the Round Rock project, LaserCraft has initially identified Stanfield Enterprises Inc., a Texas -certified MWBE to perform the following activities: 1) Install pole/controller/meter foundations (includes digging, concrete & ground rods) 2) Install underground conduit (includes trenching & boring) 3) Set laser/camera/light poles 4) Install underground/overhead wiring 5) Install pull boxes 6) Install disconnect box for non -metered power. Modify power supply for metered power (includes permit & breaker) 7) Install relay boxes 8) Traffic Control (includes off duty Police if required) Experience, qualifications and references of the subcontractors are available at www.si-electric.com. All other implementation activities are performed by LaserCraft personnel. The installation methodology performed by LaserCraft has been used in all cities and counties where we currently operate, over 200 red light system installations. Tasks that apply to installation of each selected approach are described below: > Site survey of potential intersections for enforcement; > Traffic study on selected intersections; > Acceptance of sites by City; > Generate installation drawings for each selected site; > Approval of drawing by City/County/State DOT Officials; > Obtain permits as required from power company, County/State DOT (if appropriate) phone service, etc.; Copyright © 2007 11 Proprietary & Confidential RFP Requirement (Part III, Section 3.4) LaserCraft's Response 3.4.1. Vendor shall provide and install all necessary equipment including poles, camera boxes, sensors, related wiring and any supplementary equipment to operate the Red Light Camera Enforcement system. Agree 3.4.2. Installation shall be completed in accordance with a schedule mutually agreed to by the City and the vendor. Agree 3.4.3. Proposal shall fully describe all installation methods and procedures. Agree (see below) 3.4.4. Before beginning work on State of Texas right-of-way, the entity performing the work shall provide the State with a fully executed copy of the State's Form 20.120 CSS, Certificate of Insurance (Attachment B), verifying the existence of coverage in the amounts and types specified on the certificate of insurance for all persons and entities working on State right-of-way. The coverage shall be maintained until all work on the State right-of-way is complete. If coverage is not maintained, all work on the State right-of-way shall cease immediately. Agree Installation Methods and Procedures — During installation of the camera systems LaserCraft will coordinate all work with the Traffic Signal Engineer in charge of signal maintenance and operation. Work performed within the public rights of way will meet all applicable City and State standards for construction, including but not limited to, those pertaining to traffic control. LaserCraft will ensure a licensed contractor performs any subcontracting work. For the Round Rock project, LaserCraft has initially identified Stanfield Enterprises Inc., a Texas -certified MWBE to perform the following activities: 1) Install pole/controller/meter foundations (includes digging, concrete & ground rods) 2) Install underground conduit (includes trenching & boring) 3) Set laser/camera/light poles 4) Install underground/overhead wiring 5) Install pull boxes 6) Install disconnect box for non -metered power. Modify power supply for metered power (includes permit & breaker) 7) Install relay boxes 8) Traffic Control (includes off duty Police if required) Experience, qualifications and references of the subcontractors are available at www.si-electric.com. All other implementation activities are performed by LaserCraft personnel. The installation methodology performed by LaserCraft has been used in all cities and counties where we currently operate, over 200 red light system installations. Tasks that apply to installation of each selected approach are described below: > Site survey of potential intersections for enforcement; > Traffic study on selected intersections; > Acceptance of sites by City; > Generate installation drawings for each selected site; > Approval of drawing by City/County/State DOT Officials; > Obtain permits as required from power company, County/State DOT (if appropriate) phone service, etc.; Copyright © 2007 11 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas ➢ Install poles for mounting roadside equipment and wiring; ➢ Equipment installation performed by LaserCraft technicians; ➢ Obtain 115 VAC power drop to operate system; Upgrade of power supply at intersections assumes installation of a LaserCraft circuit breaker to connect to City power; ➢ Install interface to traffic light controller; ➢ Commissioning of equipment for operation: 1.1 Align cameras for suitable field of view on violation images; 1.2 Align lasers to target specific lanes of enforcement; 1.3 System test for five (5) days to ensure optimal operation; 1.4 Set minimum speed values to capture maximum number of violators. ➢ Perform acceptance test of equipment including timing accuracy test; D. Acceptance by City; ➢ Begin 30 day warning period; ➢ Issue enforceable citations following 30 -day warning period. LaserCraft's equipment provides a physical, optically isolated connection to the red phase signal to assure accurate red phase detection. Solid-state opto-transistor isolation relays are provided to protect the traffic signal equipment. The light status is monitored via the 120VAC field terminal, providing 4000 volts of input — output isolation, with a standard current of just 0.002 A. Transient currents are limited to 0.250 A with a fast blow fuse. These relays are provided on a panel that has the fuse accessible for easy disconnection from the traffic signal. Extensive testing of this interface has been performed with RS 170 and RS 2070 types of traffic light controllers. NEMA controllers have also been successfully tested and integrated to our Red Light Camera Enforcement Program (see Figure 3). A 8 c 1 0 His interface. 1 NOTE : 1. Each approach to the intersection requires 2 This Interface hos been proven for NEMA RS170- and 4870 types of Traffic Light Controllers_ Interface Cfrniit Requirements RS170 or NDA Traffic 1 Leper Corn nnr. 1 1 Controller Cabinet i.. — — Rd bpi. F1 1/4 A •-•,, H1 \ ` rr Rd 1•01 0n 24 .DC o '20 ..1C VI 1 wd.oi 2 Ambo, upM F2 1/4 A H2 \ f 77 ember' 1.4,t 0n 1 1 Inere 2 ti 24 .DC o 129 .AC u.a, - Len Ped LopM F3 1/4A .- K} \ ♦ '7 Len Rd On 24 .DC or 129 .4C(-), 1 wurol 3 Len Amber upM F4 1/4 A N Len Amber On 3 24 .DC or ' 20 .AC VI _ --- RS170. 287. ar NMEA Neural- L -i Interface Circuit' Requirements RMS Using Sald State Relays — J [ Redlight Monitoring System Traffic Controller Cabinet 4000 WN Opto-isolated I/O Tm• MIS Interface to Traffic Controller 4 f3Bk Input Sae A w.w.. 10029 RR Dot* 26 Most. 2004 Drawn by LCM rt4ronr Aeet 1 o, 1 A 1 8 1 C 1 0 Figure 3: Interface Circuitry Diagram. LaserCraft has designed interface processes that fully protect the City's traffic signals while providing accurate circuitry between the traffic signal and the Red Light Camera Enforcement Program Copyright © 2007 12 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Having implemented over 200+ red light photo enforcement systems, LaserCraft has a well-defined task schedule that includes a precise sequence of events necessary for the implementation and operation of the red light photo enforcement program. By employing a strict task schedule, LaserCraft assures program implementation and operation, under a well designed Quality Assurance (QA) plan. 3.3.5 Signage (RFP Part III, Section 3.5) RFP Requirement (Part I11, Section 3.5) LaserCraft's Response 3.5.1. Proposal shall clearly describe vendor role in signage responsibilities. Agree (see below) 3.5.1.1. All signage shall meet or exceed requirements of all applicable local, state and federal laws. Agree Vendor Role in Signage Responsibilities — LaserCraft will provide signage for approaches plus implementation and maintenance. 3.3.6 Project Work Plan (RFP Part III, Section 3.6) On the following pages, LaserCraft presents examples of project plans we use for red light camera system implementation. Two diagrams are provided; (1) a flow chart of activities with quality assurance check points, and (2) a project implementation GANTT chart. The first diagram, a Flow Chart of activities, shows key events and approval points for quality assurance of the system implementation. The second diagram is a sample project implementation plan. The project implementation plan provides the activities needed to complete total project implementation in chart form. The final plan for Round Rock will indicate weekly and monthly activities in support of the implementation, including quality control reviews and participation of subcontractors. The final plan will also include milestones, anticipated completion dates and all events required. (In the examples shown herein, LaserCraft has used fictional dates to demonstrate the project plan — actual dates will be applied upon agreement with the City). By employing a strict task schedule, LaserCraft assures program implementation and operation, under a well designed Quality Assurance (QA) plan, will occur within 90 days of notice to proceed. Copyright © 2007 13 Proprietary & Confidential RFP Requirement (Part III, Section 3.6) LaserCraft's Response 3.6.1. Selected vendor shall be required to complete site analysis within 30 days of Notice to Proceed. Agree 3.6.2. Selected vendor shall submit a Project Work Plan or implementation timeline for the entire project. Agree 3.6.2.1. Plan shall describe the project management methodology and activities needed to complete total project implementation. Agree (see below) 3.6.2.2. A typical plan shall 3.6.2.2.1. Be presented in chart form. Agree Agree 3.6.2.2.2. Indicate weekly and monthly activities in support of the implementation, including quality control reviews and participation of subcontractors. 3.6.2.2.3. Provide milestones, anticipated completion dates and all events required. Agree On the following pages, LaserCraft presents examples of project plans we use for red light camera system implementation. Two diagrams are provided; (1) a flow chart of activities with quality assurance check points, and (2) a project implementation GANTT chart. The first diagram, a Flow Chart of activities, shows key events and approval points for quality assurance of the system implementation. The second diagram is a sample project implementation plan. The project implementation plan provides the activities needed to complete total project implementation in chart form. The final plan for Round Rock will indicate weekly and monthly activities in support of the implementation, including quality control reviews and participation of subcontractors. The final plan will also include milestones, anticipated completion dates and all events required. (In the examples shown herein, LaserCraft has used fictional dates to demonstrate the project plan — actual dates will be applied upon agreement with the City). By employing a strict task schedule, LaserCraft assures program implementation and operation, under a well designed Quality Assurance (QA) plan, will occur within 90 days of notice to proceed. Copyright © 2007 13 Proprietary & Confidential z CD. N oul '4}E.I31as81 = I0l. r CD c(D CD n o) szt o o aa) (D y 6' a. c�D o c5D co 0 �-. Q (o 4. o 0 --- CD. G Cb n y (D C SD 0.13 CD o' m o Q 3 PUBLIC SAFETY EQUIPMENT, INC. 1 (41 s6u Meta pue u6isea e�is m o co m m a 3, m 3, m m 0 O v m m a �' m " 1 � < ? . m y g m m m. a m w m a 1 3 m m m v m 3," o a m� 'm a 3 3 m m 3 3 m m' m g d m ac a➢ M cri SI K a am 0 m 3 1 m y 3 m?s3" " AI w uoynoex3 peguoa uoeei4o6eN pe.uu00 3 peeuo0 io pie w O N N O O N U w O N N O O N w W W O N A N O A O tD a a n n a n a a n a n n n a n o n 3 I a a d d w fill m 7 g f 7 6 4 .S 1 i T T4 C C cT m , 0 N T T mJ 7 Qfi T mlm\Vp C J m J V\ o V \ V -..,4 V :.-_, V V \ C0Vi L0O v 0 0 0 0o m Le0 0J 0V 0 0 0 9, 0 0 0 0 0 0 0 00 0Jm 0 0 0 w w N , T1. T ? n a g 6 ~ ~ C ~ O C 7 T T CoT N ] J _ TJ T O 2 b '2 D < 2 ; mJ J _ _ V'D O ` _ m ' Oom aONoOoauJN!OCmOV V J OOV V ..,,-4 J V m OV J OJ J J OV V T r • i 01 4 10 5 m 4 m 3 68 ' System Accepted by City fig l System Operational and Finalized 70 1 Warnino Period N werBald 6u!u!eil 0 0 Online Violation Customer Service Center Activated AtlO lol eoepetul g welsAg owed NI ro4 m Align Computer Connect Power (City Provided) DSL Installation Checkout and Certify Intersection Compone Online Violation Delivery Deliver Police Workstation (if required) D 3 J uopelueweldwi slueuodwo0 etS Ilelsul T. a v 8 O tit I W 005 !letsui wog etono O O O O O N U 01 J N N 0 01 aaa aaaaa aa i 11111Mill O2 O O O O O O O O O O O O O O O O O lD W N m N N N 0 N 13 f3 N N a o o o V J a a a aV o o a a a o a a o o a J V V V J V J J V m m 0 ~ m b c 0 cN 6 T. j T > T. T. m m T 0 O » � C c c c0 = a 0 OV oV Oa ' tG pJ 0V 0 0 0 0 oip OtT oN o0 0 0 N 2 a P U V a OJVV V V -4 V V V V V J J O O a -irr 49 01 s6lly,ABIQ le/spa a 0 T N 0 TT T. QQTS� T tS. t3 f3 f3 A V V O a a a J co m 0 0 m g. r a T 4 4 0 b T z Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas City Responsibilities As part of the project plan, City personnel will have a few responsibilities. City personnel involvement is limited with the red Tight camera program, with LaserCraft performing the majority of functions necessary to have fully operational systems in the City of Round Rock. Tasks necessary on the part of the City include: ➢ Approve final sites selection following analysis by LaserCraft ➢ Provide intersection design drawings if available ➢ Approve installation drawings ➢ Provide signatures on certain permits and correspondence (i.e. DMV requires request for vendor access come directly from the City ➢ Approval of citation format ➢ Provide permits and access to power for camera operation ➢ Provide personnel to approve violations All other tasks, including installation design, approvals from County/State DOT if applicable, installation of all equipment (cameras, aboveground detection, poles, wiring, computer hardware, etc.) is provided by LaserCraft. Our proposed communications process (Figure 4) with City staff, elected officials, and the public is primarily facilitated through our proposed Round Rock Project Team, which is further identified in Section 3.12.1: Project Organization (RFP Part III, Section 12.1). City Officials & Elected Officials Rick Larson Business Development Scott Patterson President & CEO Tom Quinn Chief Financial Officer City Legal/Courts Neil Brussard Project Manager Dir. Implementation Scott Patterson President & CEO John Dalinsky VP Business Development City Traffic Engineering & Police Neil Brussard Charles Wike Project Manager VP Dir. Implementation Engineering City Staff Violation Processing Neil Brussard Project Manager Dir. Implementation Forrest Robinson Director Software Citizens Online Violation Customer Service Center & Internet access to Online Violation Figure 4: Proposed Communications Process. A well conceived communication plan provides efficient procedures for meeting the implementation schedule and maintaining on-going operations. Copyright © 2007 17 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.4 Violation Detection (RFP Part III, Section 4) 3.4.1 Accuracy (RFP Part III, Section 4.1) RFP Requirement (Part III, Section 4.1) LaserCraft's Response 4.1.1. Proposal shall include detailed description of vendor's ability to achieve Agree detection accuracy. (see below) 4.1.2. Vendor shall describe the system's speed detection accuracy. Agree (see below) LaserCraft uses the most sophisticated detection system, a highly accurate Laser Imaging Detection and Ranging (LIDAR) speed -triggering technology. This technology allows our system to be a complete aboveground system that assures non -intrusive implementation and operation, and the ability to synchronize the camera assembly on a one-to-one basis with the violating vehicle to ensure the vehicle captured by the resulting images is the violator and is accurately identified. A LIDAR or laser detection system is assigned to each lane monitored at an intersection. Each laser triggers lane specific digital cameras — our system only captures images of violating vehicles. Unlike several competing red light systems, our processing operators do not have to decide which vehicle in an image is the red light runner or use enhancing software tools to decipher the tag. Our processors clearly know which vehicle is running the red light and can clearly identify the tag. 100% of our red light enforcement installations use LIDAR technology — we have never used speed loops that require tearing up the roads to install. The benefits of LaserCraft's aboveground LIDAR detection include: ➢ Lasers are precise, lane specific and fully tested in all weather conditions ➢ Laser units are built and based upon the ProLaser III Police LIDAR system chassis, designed, manufactured, and maintained by LaserCraft ➢ Laser units mount neatly on the roadside in inconspicuous enclosures Primary features of the LIDAR assembly (see Figure 5) are: Figure 5: LaserCraft's LIDAR Unit. The accuracy and reliability of LaserCraft's LIDAR technology far exceeds other triggering technologies. LaserCraft's red light camera technology and automated synchronization of the camera imaging assembly assures this will never happen: "A red light camera accuses a Knoxville, Tennessee motorist of running a red light in a pickup truck she has never seen before." ➢ Modified pedestrian signal type enclosure, sealed, rugged die cast aluminum with integral pole mount and dimensions of 21" x 18" x 12" ➢ Speed measurement range 5 to 199 mph ➢ Typical length of monitored zone 0 to 30 feet behind stop line ➢ Vandal resistant, optically clear glass window ➢ Temperature controlled with heater and fan ➢ 10 speed measurements per second with advanced range gating capability ➢ Double wall construction to reduce inside temperature and provide increased vandal resistance ➢ Security locks provided for added security. Copyright © 2007 18 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Servicing does not require blocking traffic lanes for overhead cameras or in -ground loops Though we understand competitors claim to be able to use laser -type technology, LaserCraft believes that we are the only red Tight vendor actually operating aboveground laser detection systems in the industry. 3.4.2 System Configuration (RFP Part 111, Section 4.2) Our system is capable of accurately capturing violations at approaches of up to 4 lanes in one direction, including possible left and right turning lanes and is capable of capturing turn -lanes with independent signal timings (phases). In fact, due to the design of our system, which includes cameras dedicated to each specific lane at an intersection approach, our system can be implemented to cover 6+ lanes at a single intersection approach. The primary components of the laser detection assembly are proprietary, non- invasive laser sensors for monitoring traffic. Each laser is aligned to a specific lane using an integral head -up display sighting system that indicates the beam direction and road monitoring point, and is adjusted to report vehicle speeds before the stop bar position. LaserCraft is the only vendor in the industry with International Association of Chiefs of Police (IACP) approved triggering technology. In addition, our flash free nighttime operation (discussed later in this proposal) and virtually no recycle time on the camera systems allows capture of multiple violations and/or simultaneous violations occurring in separate lanes. LaserCraft designed our system for maximizing issuance for various approach configurations — we offer an extremely flexible system that can be implemented under the most varied conditions. LaserCraft will work closely with the City of Round Rock during the implementation phase to determine the most appropriate lanes for enforcement and the most suitable method to cover the maximum number of approaches. Copyright © 2007 19 Proprietary & Confidential RFP Requirement (Part 111, Section 4.2) LaserCraft's Response 4.2.1. The installation and operation of the camera monitoring equipment shall not damage the highway/roadway, impair safety, impede maintenance or in any way restrict operation of the highway/roadway. Agree 4.2.2. Digital camera system shall cover up to four lanes of traffic, including left turn and right turn lane violations that have their own separate signal indicator. Agree 4.2.3. Describe how proposed system can be configured to maximize issuance for various approach configurations. Agree (see below) Our system is capable of accurately capturing violations at approaches of up to 4 lanes in one direction, including possible left and right turning lanes and is capable of capturing turn -lanes with independent signal timings (phases). In fact, due to the design of our system, which includes cameras dedicated to each specific lane at an intersection approach, our system can be implemented to cover 6+ lanes at a single intersection approach. The primary components of the laser detection assembly are proprietary, non- invasive laser sensors for monitoring traffic. Each laser is aligned to a specific lane using an integral head -up display sighting system that indicates the beam direction and road monitoring point, and is adjusted to report vehicle speeds before the stop bar position. LaserCraft is the only vendor in the industry with International Association of Chiefs of Police (IACP) approved triggering technology. In addition, our flash free nighttime operation (discussed later in this proposal) and virtually no recycle time on the camera systems allows capture of multiple violations and/or simultaneous violations occurring in separate lanes. LaserCraft designed our system for maximizing issuance for various approach configurations — we offer an extremely flexible system that can be implemented under the most varied conditions. LaserCraft will work closely with the City of Round Rock during the implementation phase to determine the most appropriate lanes for enforcement and the most suitable method to cover the maximum number of approaches. Copyright © 2007 19 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.4.3 Telecommunications/Data Transfer (RFP Part III, Section 4.3) RFP Requirement (Part III, Section 4.3) LaserCraft's Response 4.3.1. Describe the telecommunications infrastructure used to connect the camera systems with violations processing network. Agree (see below) 4.3.2. Describe the back-up system in the event telecommunications are shut down. Agree (see below) 4.3.3. All telecommunication charges shall be included in vendor's monthly fees. Agree All camera photos and accompanying video sequences will be secured and transmitted. Upon completion of each capture sequence, violation images and associated data are combined into a single proprietary ".LRG" file. This file is encrypted and encoded using a proprietary technique within the on -location computer included as part of the red light enforcement system at the enforced traffic intersection. Data cannot be viewed with standard image viewer or photo editor software. Once the file is encrypted and encoded, it is transferred across a secure Virtual Private Network (VPN) to LaserCraft's secure server at our processing facility. At our processing center, a security stamp (applied to the file during encoding) is verified to ensure the integrity of the violation image during processing. As each image is viewed, the software checks the security stamp. If any part of the image has been altered, a `tampered' warning alerts our processing operator that the file is not valid. The data's integrity is maintained through image capture, downloading, and processing. To preserve a documented chain of custody and address potential tampering of digital images, the levels of security offered by LaserCraft include: ➢ Images are encoded and encrypted as they are initially stored at the intersection ➢ Access to roadside equipment is restricted to LaserCraft Technicians only ➢ Files are encrypted a second time during download to the processing center ➢ Security status ("Tampered" warning) of each file is checked when viewed during processing Violation images and associated data are encrypted, encoded and transferred to LaserCraft's secure processing center server via a secure Virtual Private Network (VPN). All files are verified by the processing operator using our proprietary security stamp. The camera systems will maintain all settings in the event of a power failure and restart immediately. If a failure occurs in the telecommunications network, a LOG File is generated and written to the computer's hard drive. This file details the type of error that has occurred with the systems. Any error will display a red circle on the computer screen, serving as a visual reminder to the operator to check the LOG file for details. Copyright © 2007 20 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.4.4 System Programming (RFP Part III, Section 4.4) RFP Requirement (Part III, Section 4.4) LaserCraft's Response 4.4.1. Proposal shall describe the level of system programming offered by the proposed camera system, to include but not limited to: Agree (see below) 4.4.1.1. Lane settings (see below) 4.4.1.2. Speed threshold settings (see below) In Section 3.4.1: Accuracy (RFP Part III, Section 4.1), we describe the speed threshold setting flexibility available with our system. In Section 3.4.2: System Configuration (RFP Part III, Section 4.2) we state the number of lanes our system is capable of monitoring at a single approach, which is virtually unlimited. The same speed and configuration flexibility applies to our system programming capability. LaserCraft offers a complete red Tight camera program that includes the industry's first software program developed for automated traffic systems — Online Violation. Online Violation software is better because: ➢ It was specifically developed for automated traffic enforcement systems ➢ It is easy to use ➢ It is available through a standard Internet connection (no complicated IT infrastructure) ➢ It offers numerous levels of security for users ➢ Reports on system operation are thorough and readily available to City Officials ➢ Citizens may use any standard Internet browser to access their citation, make payments, schedule court dates, and obtain general information on the program. LaserCraft offers a complete red light camera program that includes the industry's first software program developed for automated traffic systems. LaserCraft designed our system to maximize approach configurations and speed thresholds — we offer an extremely flexible system that can be implemented under the most varied conditions. 3.4.5 Primary and Auxiliary Flash Components (RFP Part III, Section 4.5) RFP Requirement (Part III, Section 4.5) LaserCraft's Response 4.5.1. Description of proposed flash equipment and set up, if applicable. Agree (see below) The difference between our system and our competitors is that the high quality of our imaging technology allows our system to be 100% effective without the use of extraneous illumination or flash effects. Flashes have a tendency to cause driver distraction and potentially could be the cause of a traffic incident. The Red Light Camera Enforcement Program is a traffic safety program and should not be the cause of a potential hazard or become a community nuisance with repetitive flashes beaming into nearby businesses or homes. Because our system does not require a flash unit (a flash unit requires time to re -cycle itself as we all know from using our digital cameras at home), our system captures simultaneous runners and even near - simultaneous runners. Our lane specific camera system with no recycle time captures more incidents of red light runners than systems that do not offer the high quality design features of our system. Copyright © 2007 21 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas In addition, recent news articles are appearing that indicate the red light flashing mechanisms are causing issues for residence living and working near the flashing units. An example is an article appearing on New York's WCBS on April 27, 2007 titled "Red -Light Cameras Becoming Citywide Headache — Flashing White Lights Making Many People See Red" (the article can be viewed at http://wcbstv.com/seenon/local story 116164418.html). LaserCraft's camera system is uniquely designed to operate without a flash module given standard street lighting. This significant advantage eliminates potentially serious liability issues where a flash could indirectly distract other drivers, nearby homeowners, and businesses. Figure 6 is an sample of a nighttime violation without a flash unit. Flashes have a tendency to cause driver distraction - the red light enforcement system is a traffic safety program and should not be a potential hazard. Tian: Figure 6: Nighttime Violation without a Flash Unit. Flashes have a tendency to cause driver distraction and could potentially result in a traffic incident. The red light enforcement system is a traffic safety program and should not be a potential hazard. LaserCraft made a technical decision to avoid sudden turn -on lighting wherever possible in our automated enforcement systems. Instead, when required, LaserCraft will supply additional intersection lighting to support our no -flash system at NO COST TO THE CITY. This decision is based upon the following critical performance issues. Issue Explanation Distraction/Potential Hazard o Our internal experimentation indicates the "sudden" nature of flash or pop -on lighting in the driving field of view of both the red Tight violator and on -coming traffic is inherently startling and distracting regardless of the strobe duration or wattage o Flash modules for red light cameras are typically mounted low and somewhat directed into oncoming traffic — they are by nature causing the worst kind of veiling luminance Copyright © 2007 22 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Issue Explanation Faster System Response/More Violators Caught o Because our system does not need to recycle a flash charge unit, LaserCraft captures multiple, simultaneous or near simultaneous violators in all lanes o Typically red light systems that use pop -on lights cause excessive flashing that is distracting, thus threshold speeds are set high enough to significantly reduce the amount of vehicles that stop suddenly o These systems by definition miss slower red light runners o LaserCraft's system is set at lower speed thresholds in order to catch the maximum number of violators Plate Block Sprays o Plate block sprays are used to combat Red Light Camera Enforcement Programs that work with flash units — the spray causes over-exposure of the license plate image o These sprays are not effective with flash -free nighttime operation LaserCraft notes that a few red light enforcement system providers claim that "the ability to capture simultaneous/near simultaneous and multiple runners is impossible in the industry". However, LaserCraft offers a proven system capable of capturing multiple and simultaneous/near simultaneous runners. Our system also captures multiple same lane violations and simultaneous turn- lane/straight lane violations. Multiple violation capture is accomplished by using the advanced camera technology previously described and no flash operations to eliminate limits on the system's recycle time (see Section 5: Sample Images). 3.4.6 Intersection Lighting (RFP Part 111, Section 4.6) LaserCraft offers a proven red light enforcement system capable of capturing multiple and simultaneous/near simultaneous runners RFP Requirement (Part III, Section 4.6) LaserCraft's Response 4.6.1. Proposal shall include vendor solution for variant lighting conditions at intersections. Agree (see below) In Section 3.4.5: Primary and Auxiliary Flash Components (RFP Part III, Section 4.5), LaserCraft describes our solution for variant lighting conditions at intersections. As stated therein, LaserCraft made a technical decision to avoid sudden turn -on lighting and flash units wherever possible in our automated enforcement systems. Instead, when required, LaserCraft will supply additional intersection lighting to support our no -flash system at NO COST TO THE CITY. Copyright © 2007 23 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.4.7 Camera Housings (RFP Part III, Section 4.7) Copyright © 2007 24 Proprietary & Confidential RFP Requirement (Part III, Section 4.7) LaserCraft's Response 4.7.1. Camera housing shall mount atop a pole to allow both horizontal and vertical adjustment at the intersection. Agree 4.7.1.1 _ The housing shall be securely mounted on the top of the pole; Agree 4.7.1.2. The pole is required to have the following characteristics: 4/.1.2.1. Minimum of eight (8) to maximum of twelve (12) feet from ground level to the base of the housing; Agree 4.7.1.2.2. Meet TXDOT pole standards as identified in Attachment C; Agree 4.7.1.2.3. Secure installation to the ground mounting surface; Agree 4.7.1.2.4. Available access to requisite conduit feed; Agree 4.7.1.2.5. Adherence to breakaway mounting regulations as identified in Attachment C. Agree 4.7.1.3. All cable assemblies and terminal blocks shall be mounted and dressed within the camera housing. Agree Copyright © 2007 24 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.5 Camera System Requirements (RFP Part III, Section 5) 3.5.1 Photographing Capability (RFP Part III, Section 5.1) The digital camera systems proposed by LaserCraft provide still and video images that photograph the rear of vehicles whose drivers commit red light violations and clearly identify license plates. 3.5.2 Primary Evidence (RFP Part I11, Section 5.2) As primary evidence, our system captures at least two (2) still environment photographs per violation, as well as a third (and fourth) license plate image. Our proposed system uses high resolution digital cameras to capture a set of up to four images of the violation event plus video (exceeds the RFP minimum). The first environment photograph is in color and clearly depicts the vehicle behind the legal point of violation with the governing traffic signal visibly red in the photograph. The second environment photograph is in color and clearly depict the same vehicle continuing through the intersection, beyond the legal point of violation with the traffic signal visibly red in the photograph. A third (and/or fourth) image shows the license plate image that is clear and legible. Each image is in color with the exception of the license plate image. As previously discussed, LaserCraft designed our red light system to be flexible. A key element of our design is to employ imaging technology that allows our system to be 100% effective without the use of extraneous illumination or flash effects, and capture multiple same lane violations and simultaneous turn- lane/straight lane violations. We accomplish these goals by using the highest light sensitive digital cameras. Currently, the most sensitive digital cameras are monochrome (black -and -white). Monochrome cameras have a single sensor that outputs grayscale images. Each pixel on the sensor is assigned a numeric value based on the amount of incident light. The smallest number represents black (zero), the largest number represents white, and everything in between is a shade of gray. Therefore, each pixel generates information only about intensity, not color. A high resolution color image captures RGB (red -green -blue) color information which limits the resolution and the light collected. As a result, monochrome cameras typically have 10%+ higher resolution than color cameras. Monochrome cameras have higher resolution, increased light sensitivity, and greater contrast than color cameras. Copyright © 2007 25 Proprietary & Confidential RFP Requirement (Part 111, Section 5.2) LaserCraft's Response 5.2.1. The first environment photograph shall depict the vehicle behind the legal point of violation with the governing traffic signal visibly red in the photograph. Agree 5.2.2. The second environment photograph shall depict the same vehicle continuing through the intersection, beyond the legal point of violation with the traffic signal visibly red in the photograph. Agree 5.2.3. A third license plate image shall be provided that is clear and legible. Agree 5.2.4. The City prefers images to be in color. Any exception to this specification shall be clearly noted in response. Exception (see below) Our proposed system uses high resolution digital cameras to capture a set of up to four images of the violation event plus video (exceeds the RFP minimum). The first environment photograph is in color and clearly depicts the vehicle behind the legal point of violation with the governing traffic signal visibly red in the photograph. The second environment photograph is in color and clearly depict the same vehicle continuing through the intersection, beyond the legal point of violation with the traffic signal visibly red in the photograph. A third (and/or fourth) image shows the license plate image that is clear and legible. Each image is in color with the exception of the license plate image. As previously discussed, LaserCraft designed our red light system to be flexible. A key element of our design is to employ imaging technology that allows our system to be 100% effective without the use of extraneous illumination or flash effects, and capture multiple same lane violations and simultaneous turn- lane/straight lane violations. We accomplish these goals by using the highest light sensitive digital cameras. Currently, the most sensitive digital cameras are monochrome (black -and -white). Monochrome cameras have a single sensor that outputs grayscale images. Each pixel on the sensor is assigned a numeric value based on the amount of incident light. The smallest number represents black (zero), the largest number represents white, and everything in between is a shade of gray. Therefore, each pixel generates information only about intensity, not color. A high resolution color image captures RGB (red -green -blue) color information which limits the resolution and the light collected. As a result, monochrome cameras typically have 10%+ higher resolution than color cameras. Monochrome cameras have higher resolution, increased light sensitivity, and greater contrast than color cameras. Copyright © 2007 25 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas In Figure 7, LaserCraft provides a set of violation image examples captured in daytime (see Section 5: Sample Images where we present several series of violation images in different lighting and weather conditions). Figure 7: Example Set of Violation Photos. The example set of violation photos above shows a typical daytime red light runner. Included in Section 5: Sample Images LaserCraft presents a series of violation images in different lighting and weather conditions. LaserCraft offers multiple digital cameras that work together in synchronization to yield exceptionally high quality images. The uniqueness of our system allows LaserCraft to offer benefits other red light vendors imitate and claim to offer but cannot provide. As an example, an individual monochrome camera operates at 640 X 480 pixels. Since the cameras are independent, our tag cameras provide better resolution than a 14.7 mega pixel color camera. As illustrated in Figure 8, the extra spatial resolution provides detail for identification of number/state information on the tag. By using our high resolution solution, human error is virtually removed in the identification of violator tag data. Lgaivare:itsection from 2560 X 1920 Pixel Image 640 X 480 Pixel Image enlarged 16 times 1— 2560 Equivalent Pixels —► Figure 8: Intersection field of view camera (first image) and lane specific magnified tag camera (second image). Copyright © 2007 26 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Through the use of multiple cameras, LaserCraft's system provides exceptional benefits for our customers. Feature RFP Requirement (Part III, Section 5.3) Benefit Independent Operation o o Lane specific cameras capture violations as they occur without the need for any refresh time or image manipulation time that could prevent the capture of simultaneous or back-to-back runners Capturing multiple runners is very important as many violations occur under these circumstances Instantaneous Image Capture o o o o Each camera operates with its own image capture hardware Any image capture from one camera does not impede the capture of another Combined with our exclusive aboveground triggering mechanism, each lane and camera combination acts as an independent, fully optimized system Human error is eliminated — innocent citizens do not receive citations because processing personnel chose the wrong tag in the field of view Enhanced Light Sensitivity o o The individual cameras and the corresponding image sensors allow for larger individual pixels, resulting in increased light sensitivity This sensitivity allows for flash free operation with standard lighting at intersections 3.5.3 Camera System Capability (RFP Part III, Section 5.3) Herein, LaserCraft provides a detailed description of the camera system's ability to comply with the following: Copyright © 2007 27 Proprietary & Confidential RFP Requirement (Part III, Section 5.3) LaserCraft's Response 5.3.1. Accurately detect red light violators 24 hours per day; Agree (see below) 5.3.2. Operate effectively under all weather conditions, including extreme heat or cold; Agree (see below) 5.3.3. Accurately monitor several traffic lanes for red light violations, including left turn lanes; Agree (see below) 5.3.4. Perform internal calibration checks for accuracy and functionality; Agree (see below) 5.3.5. Have sufficient computer and associated equipment to record, document and track red light enforcement data for recordkeeping and court purposes. Agree (see below) 5.3.5.1. Each camera system shall be capable of gathering detailed computer data for statistical analysis, producing histograms and other graphical depictions. Agree (see below) 5.3.5.2. Vendor shall be required to produce monthly reports of activity Agree (see below) 5.3.5.2.1. Data shall be provided by location as well as in summary format. Agree (see below) Copyright © 2007 27 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas LaserCraft proposes use of a high quality digital camera system (see Figure 9). The primary components of the Camera Assembly are multiple high-resolution cameras including monochrome cameras dedicated to specific lanes at each -intersection and a color camera to provide images for the violation sequence. Multiple camera assemblies are used to cover the various lanes to be monitored including left, right turn lanes. Primary features of this assembly are listed below: > Modified pedestrian signal type enclosure, sealed, rugged die cast aluminum with integral pole mount, with approximate dimensions of 21" x 18" x 12" > Pixel resolution equivalent to a single camera with over 14.7 mega -pixels achieved by multiple camera heads > Fast camera recycle time and no flash operation — allows proven capture of multiple runners in the same lane and simultaneous/near simultaneous runners at an intersection > Alignment via rotation of enclosure with four individual alignment mechanisms to optimize pointing angle and field of view > Vandal resistant, optically clear glass window > Temperature controlled with heater and fan > Digital signal, processor controlled color camera with enhanced low light level performance > High-resolution, machine vision monochrome cameras with low light level imaging performance > Double wall construction to reduce inside temperature and provide increased bullet and vandal protection > Security locks provided for additional vandal -resistance Figure 9: LaserCraft Camera Assemblies. A high quality digital camera system provides violation images that ensure indisputable evidence packages for the City. Copyright © 2007 28 Proprietary & Confidential RFP Requirement (Part 111, Section 5,3), LaserCraft's Response 5.3.6. Use isolation relays or equivalent to protect traffic signal equipment from noise, transient voltage and any related remote interconnect or interference problems in accordance with the International Municipal Signal Association (I.M.S.A.) standard cable requirements as provided in Attachment D. Agree (see below) 5.3.7. Provide a convenient means of disconnecting from the traffic signal system. Agree (see below) 5.3.7.1. The City shall retain the right to disconnect the vendor's system from the traffic signal system when, in the opinion of the City, it is in the City's best interest to do so for purposes of maintenance, repair, troubleshooting or other reasons related to the proper operation of the traffic signal system. Agree (see below) 5.3.8. Monitor status of traffic signal via field terminals (120 VAC). Agree (see below) 5.3.9. Be operated on a 24 hour per day basis, with an exception for downtime associated with repair, maintenance or rotating the camera system from one location to another. Agree (see below) 5.3.10. Capture video of the violation, of image quality acceptable to the City, for use as secondary evidence. Agree (see below) LaserCraft proposes use of a high quality digital camera system (see Figure 9). The primary components of the Camera Assembly are multiple high-resolution cameras including monochrome cameras dedicated to specific lanes at each -intersection and a color camera to provide images for the violation sequence. Multiple camera assemblies are used to cover the various lanes to be monitored including left, right turn lanes. Primary features of this assembly are listed below: > Modified pedestrian signal type enclosure, sealed, rugged die cast aluminum with integral pole mount, with approximate dimensions of 21" x 18" x 12" > Pixel resolution equivalent to a single camera with over 14.7 mega -pixels achieved by multiple camera heads > Fast camera recycle time and no flash operation — allows proven capture of multiple runners in the same lane and simultaneous/near simultaneous runners at an intersection > Alignment via rotation of enclosure with four individual alignment mechanisms to optimize pointing angle and field of view > Vandal resistant, optically clear glass window > Temperature controlled with heater and fan > Digital signal, processor controlled color camera with enhanced low light level performance > High-resolution, machine vision monochrome cameras with low light level imaging performance > Double wall construction to reduce inside temperature and provide increased bullet and vandal protection > Security locks provided for additional vandal -resistance Figure 9: LaserCraft Camera Assemblies. A high quality digital camera system provides violation images that ensure indisputable evidence packages for the City. Copyright © 2007 28 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Our camera enclosures are as small as possible and use as little power as possible. The camera enclosure is a modified pedestrian signal type enclosure, sealed, rugged die cast aluminum with integral pole mount. The enclosure dimensions are approximately 21" x 18" x 12". LaserCraft's Red Light Camera Enforcement Program requires minimal power draw to operate the aboveground detection and camera systems. The power consumption for one approach direction is approximately 200 watts. Features of our camera system include: > 24 hours per day detection of red Tight violators > Effective all weather conditions operation even in extreme heat or cold ➢ Accurate monitoring of several traffic lanes for red light violations, including left turn lanes > Remote and internal calibration checks for accuracy and functionality > A computer and associated equipment to record, document and track red light enforcement data for recordkeeping and court purposes > Capable of gathering detailed computer data for statistical analysis, producing histograms, and other graphical depictions > In conjunction with our processing system, capable of producing monthly reports of activity ➢ Capable of providing data by location as well as in summary format ➢ Use of isolation relays to protect traffic signal equipment from noise, transient voltage and any related remote interconnect or interference problems in accordance with the International Municipal Signal Association (I.M.S.A.) standard cable requirements as provided in Attachment D of the RFP > Provides a convenient means of disconnecting from the traffic signal system > Monitors status of traffic signal via field terminals (120 VAC) ➢ Operates on a 24 hour per day basis, with an exception for downtime associated with repair, maintenance or rotating the camera system from one location to another. > Captures video of the violation, of image quality acceptable to the City, for use as secondary evidence. LaserCraft's system has an ancillary video clip as supporting information to the violation provided by the still images. Our video feature provides further confirmation of the violation for court challenges and allows us to capture right turns on red. A full 12 -second video for each violation is available to both law enforcement and the alleged red light violator. Since the Red Light Camera Enforcement Program captures video independently from the still images, the City will have the choice as to when and where to use the video. Our video options include: > Video of each violation with playback available online to City and alleged violator. > Video of each violation with playback in court if citation is challenged. ➢ Video captured for violations requiring constant motion, such as "right on red" without complete stop. The following images are taken from a video clip that accompanies the digital violation images and data. As shown in Figure 10 and 11, the sequence of images captured by the video camera system begins before the 1st wide angle color image shown, which is mailed to the violator, and continues after the 2nd wide-angle color image. Our video options include: •:- playback available online to City and alleged violator ❖ playback in court if citation is challenged ❖ Video captured for violations requiring constant motion, such as "right on red" Copyright © 2007 29 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Figure 10: Video Sequence. Clip images captured by the video camera system are shown above. This sequence demonstrates that the video clip captures the entire violation used as evidence Figure 11: Image Sequence on Citation Mailed to Violator. By comparing the video sequence of images captured by the video camera system shown in Figure 10, the video clip begins before the 1st wide angle color image, which is mailed to the violator, and continues after the 2nd wide-angle color image LaserCraft agrees that the City will retain the right to disconnect the system from the traffic signal system when, in the opinion of the City, it is in the City's best interest to do so for purposes of maintenance, repair, troubleshooting or other reasons related to the proper operation of the traffic signal system. Copyright © 2007 30 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.5.4 Encryption (RFP Part III, Section 5.4) RFP Requirement{Part Ill, Section 5.4) LaserCraft's Response 5.4.1. The proposal shall include detailed systems encryption specifications demonstrating the ability to encrypt images and data for a violation together at the time of violation capture to insure evidence integrity. Agree (see below) Upon completion of each capture sequence (violation), violation images and associated data are combined into a single proprietary ".LRG" file. This file is encrypted and encoded using a proprietary technique within the on -location computer included as part of the red light enforcement system at the enforced traffic intersection. Data cannot be viewed with standard image viewer or photo editor software. Once the file is encrypted and encoded, it is transferred across a secure Virtual Private Network (VPN) to LaserCraft's secure server at our processing facility. At our processing center, a security stamp (applied to the file during encoding) is verified to ensure the integrity of the violation image during processing. As each image is viewed, the software checks the security stamp. If any part of the image has been altered, a 'tampered' warning alerts our processing operator that the file is not valid. The data's integrity is maintained through image capture, downloading, and processing. To preserve a documented chain of custody and address potential tampering of digital images, the levels of security offered by LaserCraft include: ➢ Images are encoded and encrypted as they are initially stored at the intersection ➢ Access to roadside equipment is restricted to LaserCraft Technicians only ➢ Files are encrypted a second time during download to the processing center ➢ Security status ("Tampered" warning) of each file is checked when viewed during processing Copyright © 2007 31 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.5.5 Data Bar (RFP Part HI, Section 5.5) Copyright © 2007 32 Proprietary & Confidential RFP Requirement (Part III, Section 5.5) LaserCraft's Response 5.5.1. The data bar on image one shall display: 5.5.1.1. Legible and easily read date; Agree 5.5.1.2. Time of day (expressed in military time); Agree 5.5.1.3. Lane number in which violation occurred; Agree 5.5.1.4. Photo number 1; Agree 5.5.1.5. Violation number; Agree 5.5.1.6. Amount of time the traffic signal light was red when the violation occurred; Agree 5.5.1.7. Amount of time the amber traffic signal Tight was illuminated; Agree 5.5.1.7.1. It is not acceptable to pre -insert amber time into a data bar. Agree 5.5.1.8. Delay time into the red phase if any programmed into system; Agree 5.5.1.9. Location name and/or code number. Agree 5.5.2. The data bar for image two shall display: 5.5.2.1. Legible and easily read date; Agree 5.5.2.2. Time of day (expressed in military time); Agree 5.5.2.3. Lane number in which violation occurred; Agree 5.5.2.4. Photo number 2; Agree 5.5.2.5. Same violation number as image one connecting the two images; Agree 5.5.2.6. Amount of time the traffic signal light was red when the second image was captured; Agree 5.5.2.7. Amount of time the amber traffic signal light was illuminated; Agree 5.5.2.8. Delay time into the red phase if any programmed into the system; Agree 5.5.2.9. Interval time between first and second images; Agree 5.5.2.10. Speed of violator; Agree 5.5.2.11. Location name and/or code number. Agree 5.5.3. Database shall be encrypted with the violation images at the time of capture. Agree 5.5.4. Data bar information, point type and font shall not be manipulated by the vendor at any time. Agree Copyright © 2007 32 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.6 Maintenance Requirements (RFP Part III, Section 6) 3.6.1 Responsible for Maintenance (RFP Part III, Section 6.1) LaserCraft will be responsible for maintenance of all LaserCraft supplied equipment. 3.6.2 Maintenance Capability (RFP Part III, Section 6.2) 3.6.3 Maintenance Plan (RFP Part III, Section 6.3) LaserCraft's maintenance plan, including all available resources and systems for performing scheduled maintenance and tracking issues is discussed herein. The servicing and maintenance of red light camera enforcement equipment will be the exclusive responsibility of LaserCraft. Initial response to any equipment malfunctions will normally occur within a 24- hour period; repairs will be accomplished within a 72 -hour period. All LaserCraft equipment, including detection and camera enclosures, are mounted neatly on the roadside to new or existing poles, where available. With aboveground detection, LaserCraft is not required to stop traffic to install in -ground loops or sensors or overhead video systems. All maintenance is performed at the roadside with minimal or no disruptions to traffic, thereby limiting traffic disruption concerns on the part of the City. LaserCraft will repair or replace any inoperable equipment within 72 hours of detection. Continuous monitoring of the systems by LaserCraft processing operators and technicians ensure the system is operating the maximum number of hours. Daily checks on system performance ensure any issues are detected early and resolved prior to site repairs. Many camera settings, such as brightness, contrast, gain, etc., and laser detection system settings, such as capture range, threshold speed, etc., are accessible remotely without having to visit the actual installation site. When processing images, LaserCraft operators review the quality of the images and other capture features to ensure the systems are functioning properly. Recommended system adjustments are requested through our Maintenance Department and technicians are deployed immediately to rectify the request remotely, if available. System adjustments requiring site visits, such as pole knockdowns from accidents, general maintenance and any other on site issues are managed by our Maintenance Department and recorded in our maintenance database. All system maintenance, including the detection and camera enclosures, can be performed remotely or at the roadside with minimal or no disruptions to traffic. Copyright © 2007 33 Proprietary & Confidential RFP Requirement (Part III, Section 6.2) LaserCraft's Response Proposal shall describe vendor's ability to: 6.2.1. Guarantee repair or replacement of inoperable equipment within 72 hours after notification by the City. Agree 6.2.2. Provide maintenance and support operations, preventive maintenance and calibration. Agree 6.2.3. Provide a monthly report to include: Agree 6.2.3.1. All maintenance performed; Agree 6.2.3.2. All system errors identified; Agree 6.2.3.3. Total non -operational time for each camera site. Agree 3.6.3 Maintenance Plan (RFP Part III, Section 6.3) LaserCraft's maintenance plan, including all available resources and systems for performing scheduled maintenance and tracking issues is discussed herein. The servicing and maintenance of red light camera enforcement equipment will be the exclusive responsibility of LaserCraft. Initial response to any equipment malfunctions will normally occur within a 24- hour period; repairs will be accomplished within a 72 -hour period. All LaserCraft equipment, including detection and camera enclosures, are mounted neatly on the roadside to new or existing poles, where available. With aboveground detection, LaserCraft is not required to stop traffic to install in -ground loops or sensors or overhead video systems. All maintenance is performed at the roadside with minimal or no disruptions to traffic, thereby limiting traffic disruption concerns on the part of the City. LaserCraft will repair or replace any inoperable equipment within 72 hours of detection. Continuous monitoring of the systems by LaserCraft processing operators and technicians ensure the system is operating the maximum number of hours. Daily checks on system performance ensure any issues are detected early and resolved prior to site repairs. Many camera settings, such as brightness, contrast, gain, etc., and laser detection system settings, such as capture range, threshold speed, etc., are accessible remotely without having to visit the actual installation site. When processing images, LaserCraft operators review the quality of the images and other capture features to ensure the systems are functioning properly. Recommended system adjustments are requested through our Maintenance Department and technicians are deployed immediately to rectify the request remotely, if available. System adjustments requiring site visits, such as pole knockdowns from accidents, general maintenance and any other on site issues are managed by our Maintenance Department and recorded in our maintenance database. All system maintenance, including the detection and camera enclosures, can be performed remotely or at the roadside with minimal or no disruptions to traffic. Copyright © 2007 33 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas The camera systems will maintain all settings in the event of a power failure and restart immediately. The LaserCraft system performs self -tests daily to ensure the operation of the roadside units. If a failure is identified, a LOG File is generated and written to the computer's hard drive. This file details the type of error that has occurred with the systems. Any error will display a red circle on the computer screen, serving as a visual reminder to the operator to check the LOG file for details. Recent analysis of camera systems operated by LaserCraft showed the systems were operational 99.7% of the required operational time. LaserCraft processing operators are highly skilled in detecting any issues that may impact the operation of the program and monitor the status of the systems throughout the hours of operation, providing an additional source of testing to confirm operation. An automated query is also used to confirm the systems are responding properly. Any discrepancies in the operation of the systems are noted immediately and action is taken to rectify the situation. Technicians perform site visits and general maintenance approximately two times per year or more often as necessary. Routine maintenance includes cleaning windows, replacing filters, check operation of heaters and fans, etc. LaserCraft maintains thorough reports detailing any preventative maintenance performed on the system. These reports are available to the City. Copyright © 2007 34 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.7 Violation Processing (RFP Part III, Section 7) 3.7.1 System (RFP Part III, Section 7.1) Copyright © 2007 35 Proprietary & Confidential RFP Requirement (Part 1I1, Section 7.1) LaserCraft's Response 7.1.1. The City seeks a comprehensive Violation Processing System that has proven capacity to handle high volume red Tight violations processing activity, including: 7.1.1.1. Violation event review; Agree 7.1.1.2. Registered vehicle owner name and address acquisition; Agree 7.1.1.3. Notice printing and mailing; Agree 7.1.1.4. Payment processing; Agree 7.1.1.5. Customer Service; Agree 7.1.1.6. Delinquent collections. Agree 7.1.2. Proposal shall include description of the following: 7.1.2.1. System capabilities; Agree (see Below) 7.1.2.2. System security and audit ability; Agree (see Below) 7.1.2.3. System capacity; Agree (see Below) 7.1.2.4. System features; Agree (see Below) 7.1.2.5. System modules; Agree (see Below) 7.1.2.6. System support. Agree (see Below) 7.1.3. Vendor database shall provide standard relational database functions to permit both vendor and City personnel to easily enter, access, search and sort the violator database by various parameters, to include but not limited to: 7.1.3.1. Date of violation; Agree 7.1.3.2. Violation tracking number; Agree 7.1.3.3. Time of violation; Agree 7.1.3.4. Location of violation; Agree 7.1.3.5. Vehicle registration plate information; Agree 7.1.3.6. Registered owner of vehicle; Agree 7.1.3.7. Date of notice; Agree 7.1.3.8. Name and/or ID number of reviewing officer; Agree Copyright © 2007 35 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas LaserCraft provides a robust, fully web enabled and fully secure violation processing system that includes data processing, initial screening of data, prompt delivery of data to police for violation review and citation authorization, citation mailing, bad address notification, electronic transfer of data and image of citation to the Round Rock Police Department's records division, and maintenance of secure Internet -based violation viewing capability. The following describes system capabilities' security and audit ability, capacity, features, modules, and support. Overview LaserCraft offers a complete red Tight camera program that includes the industry's first software program developed for automated traffic systems — Online Violation. Online Violation software is better because: ➢ It was specifically developed for automated traffic enforcement systems ➢ It is easy to use ➢ It is available through a standard Internet connection (no complicated IT infrastructure) ➢ It offers numerous levels of security for users ➢ Reports on system operation are thorough and readily available to City Officials ➢ Citizens may use any standard Internet browser to access their citation, court dates, and obtain general information on the program. LaserCraft offers a complete red light camera program that includes the industry's first software program developed for automated traffic systems. make payments, schedule Our processing software provides the City a detailed view into all of the information related to the program. Potential violation images captured by the red Tight equipment are pre-screened by LaserCraft operators prior to City Police Officer review. Copyright © 2007 36 Proprietary & Confidential RFP Requirement(Part III, Section 7.1) LaserCraft's Response 7.1.3.9. Adjudication status; Agree 7.1.3.10. City hearing date and time. Agree 7.1.4. Vendor shall include with proposal a list of at least three (3) cities currently using the proposed violation processing system including: 7.1.4.1. Volume of processing activity the vendor's proposed system directly processes; Agree (see Below) 7.1.4.2. Annual violations mailed; Agree (see Below) 7.1.4.3. Annual collection notices mailed; Agree (see Below) 7.1.4.4. Annual customer service calls reported; Agree (see Below) 7.1.4.5. Annual Payments processed; Agree (see Below) 7.1.4.6. Annual mail -in correspondence (non-payment) processed; Agree (see Below) 7.1.4.7. Annual name and address requests facilitated. Agree (see Below) LaserCraft provides a robust, fully web enabled and fully secure violation processing system that includes data processing, initial screening of data, prompt delivery of data to police for violation review and citation authorization, citation mailing, bad address notification, electronic transfer of data and image of citation to the Round Rock Police Department's records division, and maintenance of secure Internet -based violation viewing capability. The following describes system capabilities' security and audit ability, capacity, features, modules, and support. Overview LaserCraft offers a complete red Tight camera program that includes the industry's first software program developed for automated traffic systems — Online Violation. Online Violation software is better because: ➢ It was specifically developed for automated traffic enforcement systems ➢ It is easy to use ➢ It is available through a standard Internet connection (no complicated IT infrastructure) ➢ It offers numerous levels of security for users ➢ Reports on system operation are thorough and readily available to City Officials ➢ Citizens may use any standard Internet browser to access their citation, court dates, and obtain general information on the program. LaserCraft offers a complete red light camera program that includes the industry's first software program developed for automated traffic systems. make payments, schedule Our processing software provides the City a detailed view into all of the information related to the program. Potential violation images captured by the red Tight equipment are pre-screened by LaserCraft operators prior to City Police Officer review. Copyright © 2007 36 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas LaserCraft processing operators review each violation image in the sequence and confirm the file meets the criteria for prosecutable images by the City. Processing operators enter the license plate number, the state, and retrieve registered owner data prior to Police review. LaserCraft will eliminate obvious non -violators such as funeral processions, emergency vehicles, and any other vehicles meeting the non -prosecutable criteria of the City. The City will have access to data associated with the number of violation images deemed non -prosecutable by LaserCraft and reasons for rejection (i.e. tag does not match vehicle, no DMV data available, etc.). Security LaserCraft provides for image and data security that prevents unauthorized persons from accessing the camera images and databases and tampering with images. Security is designed at every level including the application, jurisdiction, user level, and even the time of day and login locations. The user level determines the operations that a user may access. This feature results in no over -reaching of authority and simplifies training by minimizing the clutter of non -used functions for lower level operators. ➢ LaserCraft Processors — Review evidence with ability to enhance image for gamma, brightness, contrast, and more, while never altering original image evidence. ➢ Final Reviewer (Optional) — Supplies an additional level of review for accepted and/or rejected incidents to minimize errors. ➢ Police — Approve/reject incidents that have been validated and prepared for issuance. ➢ LaserCraft Customer Service Staff/City Clerks — Receive payments, schedule hearings, respond to citizen calls, etc. ➢ Supervisor — Administers operations and resolves issues with full reporting capabilities. ➢ Administrator — Manages the system as a whole, enforces security. ➢ Citizen — Reviews evidence, interactively pleads guilty and pays the fine, or pleads not guilty and schedules a hearing. Reviews statement for any outstanding balance due for specific citation. The citizen may access his or her citation with any web browser. ➢ Approved Third Parties — Outside agencies may be granted access to the data contained within the system with proper authorization. Examples of this type of access include collection agencies, police personnel for investigative work, etc. Each level has specific security restrictions based on the requirements of the City. For example, Clerks can only perform certain functions such as accepting payments or scheduling court dates; Judges may review violations prior to the scheduled court dates; City Processors review and approve potential violation files only. LaserCraft offers the most up-to-date in security technology to ensure a tamperproof and uncontestable violation file captured at the enforced sites is secure. The LaserCraft methodology for capturing and transferring data has proven successful for over seven (7) years of operation with no instances of tampered files or access to transferred data. Preliminary Processing LaserCraft will be responsible for processing of images. We will pre-screen violation images prior to Police review. Following City approval, LaserCraft will print all citation notices and mail to the violator. LaserCraft will handle responses by the citizen if desired by the City, whether in the form of payments, court requests, general correspondence, etc. All data associated with the violation is available in Online Violation for analysis by the City. LaserCraft will provide all required notice processing supplies including paper, envelopes, postage, toner, and any and all notice printing supplies. LaserCraft will print the citations following City approval and therefore will provide the necessary printing supplies for this task. Copyright © 2007 37 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas LaserCraft will prepare one notice letter for all chargeable violations and will mail notice letters to vehicle owners. A second notice will be issued for any violations that remain unpaid immediately following their due date. LaserCraft's processing software package prepares first notices, second notices, and other necessary correspondence to maximize collection of red light enforcement citations. Our system automatically retrieves data for past due accounts and generates second notices for mailing to the violator. LaserCraft will work with City Officials to design a citation format and content for additional notice letters. For Round Rock, citations will be mailed within three (3) working days of the violation event date or as per the requirements of the City. Violation processing and mailing follows the general schedule presented below: D Working Day 0: D Working Day 1: D Working Day 2: D Working Day 3: Violation Capture Image Pre -Screened, License Plate Number Query Officer Approval Citation Mailed LaserCraft's Online Violation system ensures that no incidents pass the required period for issuing tickets. The system searches the database to ensure all violation notices have been processed within the timeframe allotted by the City. To date, no citations have been rejected because LaserCraft did not meet the required turnaround time for issuance. For the City's red light camera enforcement program, LaserCraft has developed several solutions for registered owner data access in parallel so the most suitable solution is provided while falling within State rules or laws regarding registered owner information. It must be emphasized that all vendors are under the same restrictions to this data. LaserCraft will interface to the best source of legally obtained registered owner data. LaserCraft has developed an interface to MILES for out-of-state lookups and stolen flags. The interface allows us to access vehicle registration data from all 50 states. This interface requires an ORI from the City. LaserCraft also has recently obtained a letter of authorization from ALEN/ NLETS (American Law Enforcement Network, National Law Enforcement Technology System) for a direct connection to their servers. This solution also requires an ORl be issued by the City and State. Please note that all vendors are subject to restrictions on registered owner data. LaserCraft will interface to the best source of legally obtained registered owner data. Copyright © 2007 38 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Each violation image captured by the equipment includes pertinent data on the violation. The data is encrypted with the violation file. Images and data include (an example of data included in the violation file is shown in Figure 12). a. Wide angle image of the violation scene including the signal light, crosswalk and vehicle in proper position to prove the violation (both before the white stop bar/balk line and the vehicle in the intersection) b. Motor vehicle during violation c. Display of rear license plate of vehicle (clear license plate information for obtaining motor vehicle data) d. Readable plate image from the original lane specific camera image e. Day, date of the week, month, and year of violation f. Time of violation in hours, minutes and seconds g. Location of violation h. The amount of time that passed since the light turned red and Data Bar Included with Violation Images a,a�r Dl«a4.+a666k..a ?toast Ds* outs YIP,. 901 YVtofO int rc+ ✓ duration of the red traffic signal and Figure 12: Violation File Data. The proposed camera unit produces an duration of the yellow traffic signal image set that contains all necessary data. Frame sequence number (unique violator identification number) j. Data bar with associated violator information printed at the top of the image including the speed of vehicle approaching the intersection k. Color digital image of the vehicle For difficult to read license plate images, Online Violation processing software allows the processing operator to brighten, darken, crop and add contrast to the license plate image while maintaining the original unedited copy of the file for auditing purposes. Final Approval Once processing operators review all potential violation files, the Police will access these same files and grant final approval on the citations. The City tasks for processing violations include the following steps. Step 1: standards. Review individual images for each violation; confirm traffic signal is red, confirm vehicle proceeded through the intersection (access accompanying video clip for additional confirmation); confirm yellow light duration meets City/County/State Once the potential violation image has met the criteria for a violation determined by Step 2: the City, the Police Officer selects the "Create Citation" button in the review screen. The screen capture in Figure 13 shows the confirmation process after the Officer has officially reviewed and approved the violation. Copyright © 2007 39 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Following confirmation of Step 3: the violation, the Police Officer proceeds to review the next violation. Once all violations have been approved or rejected by the Police Officer, LaserCraft processing operators access these same violation images and perform final processing, including printing and mailing citations. Data on violations is available immediately in the system for City review. The System Diagram shown previously indicates the order of steps necessary to obtain violation images through final disposition of the ticket. With the exception of approval by City Officials, LaserCraft performs the tasks illustrated in the diagram. Reporting Online Violation processing software has numerous data available to the City of Round Rock for analysis of program operations and reporting. Reports are available to authorized City officials through a standard Internet connection. IWICSIN.Y1011LP , Reject violation if d does not meet crterie of Cty Registered Owner Data Retrieved by LaserCraft Figure 13: Confirmation Screen. City Police officials have access to all images and information for confirming a violation. LaserCraft's processing software offers numerous reports on program operations including: D Operator reports with corresponding authorized user logons D Camera operability reports (both intersection and lane information) D Payment reports detailing payment types, locations, receipt information D Maintenance report by camera locations • Total volume report showing totals for all categories of processing D Rejection report detailing each rejected camera event D Payment reconciliation reports showing received payments, underpayments, and partial payments D Out of state report by plate number, date of violation, name of violator and total amount due D Aging receivables report and more Reports may be printed to the user's local printer, to a "PDF" file for easy e-mail forwarding, or to a comma -separated values (CSV) file for further analysis in Excel. While Online Violation provides numerous reports on the program status, LaserCraft understands the City may require customized reports to meet the needs of the City. Figure 14 summarizes the common reports available in the system. Copyright © 2007 40 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas General Reports IZSA iidaffi alio a em Renort Suoe v sat Reversg_I Repgrt Vlowtags that have more than one occurrence. View incident, that have been changed by the supervisor. Vlotadans by Redlhrht time Reoort View citations broken down by redlight lime. Violations by Speed Report • Red Licht View citations broken down by MPH. Violatiaya by Bache Numher Renort View citations broken dawn by badge number. Viola11ens W Speed Report • Spooding Financial Reports View citations broken down by MPH. Citation Malawi" i" Citation aging. Daily AdlustmentReeort naliamatILDRIALIfiliwa View all adjustment detalI by date range. View payments and payment details by dale range. Incident Realtt~letLlsiinq View all incidents received by date range. Credit Card Eno Collection Reports View credit card payments and payment details by date range. CuIIet1 ynAgenf YAdi+rity Repod View PAM to 0J activity. Collodion Agency Error Report Pam Error report taltraiwAstinalcsad View balance totals by date categories Collection Performance Report OV b molt View what has happened to a citations sent to collections View OV generated hatches. (OV to PAIA). Daily Reports Ativity Audit Report AdisdicalltlltAcihr' _c r Citations Dee Report Citation Reoort Collections Reoort View activity by dale or by person. View cases heard, cases that need to be heard for selected dates. View citations that have a due date within the selected dates. View Inadents(t nations per location for selected dates. View aladans that are currently in collections. Daily Deposit Report View daily payments entered into the system, for selected dates. Extend Deadline Renort View citations that have their due date extended. NSF Report View all violations that have returned checks by selected date range. Payment by site Recon View Payments, issued citations far each site. Payments Rocaiyed by Citation Reanrt Viewpayrenents rocshred into the systam. Per10r,nanceRenort View the performance of all cameras in the system, for selected dates. Rerund Reoort View all dosed dtations that are due a refund, for selected dates. Scope Exception Report View Inddentsrt latiopt/Rejects per location for selected dant. Weekly Reports Weekfv Citation Renort View lnddents/Otations per location per week. Woolly Scope Exception Report View Incidents/Citation/ Relsictsfer Iodation per week. Operations Reports Citation Turn around Report Turn around report DitivAlimmaatitsata View Adjustment Details. Daily Deposit Report View Deposit Details. Incident Renort View Incidents/Citations/ Rejects. Open Imroice Report Monthly view of open citations Violation Reconciliation Reoort Violation Reconciliation Figure 14: Processing Software Standard Reports. in addition to our standard reports, customized reports will be developed for the City at no additional cost. Copyright © 2007 41 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas City Access to Information LaserCraft's Online Violation software easily allows the City to access specific case information, such as payments, correspondence, images, notices and other information for customer service purposes. City officials can search by various criteria including the following: date of violation; violation tracking number; time of violation; location of violation; vehicle registration plate information and issuing state; registered owner of vehicle; date of notice and name and/or ID number of issuing authority; non -processing code(s) and adjudication status; City hearing date and time and more. Online Violation allows both City officials and LaserCraft processing operators to quickly and effortlessly access details on any violation notice issued in the City. Hearings Online Violation software allows scheduling of hearings to appeal red light enforcement citations (see Figure 15). The easy to use calendar format allows City Clerks, LaserCraft processing operators and citizens on line to select available dates for appeal hearings. Online Violation - Demonstration System Step 10 Schedule Hearing 6y law. yeu Have 30 days from fie day your vielabon was issued to schedule a besting. • Your violationwis rssued on Aug 17, 70116. • You have 25 days remaining to sibs plead GUILTY or to schedule a hearing Please select the bead day for you to appeal at your hearing by cliclff3 an available day hem the calendar displayed below. OFFICE LOCATION Frons Ste O0i0 3100Weel Palmed, Park Road Fleetlybby Townsville. EL 33080.. Calendar Key ri Available Day ili No Spaces Available 1 I L Na Heanngs On This Dayl NM in Tone Required September 2006 Sun Mon Tue Wed Thu Fn Sat 1 2 3 4 F 4 L R 9 16 11 11 17 10 12 16 17 16 19 2a 21 12 23 24 22 a 22 2@ 23 30 October MI6 Sun Mon sue Wed Thu Fn Sal 1 2 1 3 36 7 0 @ . 10 31 17 13 1.1 1s 16 Figure 15: 15: Appeal Hearing Calendar. The easy to use calendar format allows City Clerks, LaserCraft processing operators and citizens on line to select available dates for appeal hearings Time of day may also be selected dependent on the City's schedule of hearings. Court dockets are available to City personnel to assess the number of scheduled hearings. Court officials, including judges and solicitors, are able to retrieve a schedule of hearings using a standard Internet connection and view specific violation data and the associated images. Secure, Internet -Based Website Viewing Capability LaserCraft agrees/accepts to provide a secure, Internet -based website viewing capability to members of the public who receive mailed citations and in support of Police and Court operations and can demonstrate this capability. Previously in this section, we discuss security provisions to prevent unauthorized access. LaserCraft's Online Violation processing software is a completely web -based processing package that allows City officials to access ANY program data through a standard Internet connection with proper access privileges. From reviewing violations to tracking payments to scheduling court dates, both the City and citizens can access data through the Internet. This advanced feature of our system provides the City with unlimited access to program data and up-to-date information on the success of the program. In Section 3.13.2: Experience (RFP Part Ill, Section 13.2), LaserCraft provides references for clients, which includes at least three (3) cities currently using the proposed violation processing system. Copyright © 2007 42 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.7.2 Interface with Existing City Systems (RFP Part 1I1, Section 7.2) RFP Requirement (Part III, Section 7.2) LaserCraft's Response 7.2.1. Vendor's system shall be capable of interfacing and exporting all data and images with other City databases as required. Agree 7.2.2. Vendor shall include in proposal information on other jurisdictions where proposed system interfaces with existing city systems (i.e., financial, judicial). Agree (see below) In Section 3.13.2: Experience (RFP Part 111, Section 13.2), LaserCraft provides references for clients where the proposed system interfaces with existing city systems (i.e., financial, judicial). 3.7.3 Operations (RFP Part III, Section 7.3) Copyright © 2007 43 Proprietary & Confidential RFP Requirement (Part III, Section 7.3) LaserCraft's Response 7.3.1. Vendor shall provide sufficient and trained personnel to view all digital recorded event images and enter event data, to include but not limited to: 7.3.1.1. Vehicle registration plate numbers and characters; Agree 7.3.1.2. State of issue for the vehicle registration plate; and Agree 7.3.1.3. Vehicle registration plate type (if available). Agree 7.3.2. Vendor personnel shall view each image and make preliminary decision relative to City's criteria to issue a citation. Agree 7.3.2.1. If City's criteria are not met, the representative must enter the appropriate City -defined explanation code. Agree 7.3.2.2. If City's criteria are met, vendor shall prepare the image for City verification that recorded image is a citable offense. Agree 7.3.3. Vendor personnel may create a third plate image by cropping, scaling and appropriately adjusting brightness, contrast, etc. to maximize the clarity of the registration plate. Agree 7.3.4. Vendor shall obtain registered owner information for the citable offense on identified registration plates. Agree 7.3.4.1. Registered owner's information shall be entered into the system with the violation images. Agree 7.3.5. Vendor shall offer a proposed solution for acquiring in-state and out-of-state registered owner information in a timely fashion. Agree (see below) 7.3.5.1. First notice shall be mailed within 3 working days of issuance. Agree 7.3.6. Vendor shall describe similar jurisdictions where proposed registered owner information acquisition solution has proven successful. Agree (see below) 7.3.6.1. Vendor shall detail the number of registered owner requests performed annually for each referenced project. Agree (see below) 7.3.6.2. Vendor shall detail the registered owner success (hit) rate for each referenced project. Agree (see below) 7.3.7. Vendor shall include in proposal a process for handling government, rental and fleet vehicles that are captured in violation of the City's red light regulations. Agree (see below) Copyright © 2007 43 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Copyright © 2007 44 Proprietary & Confidential RFP Requirement (Part 111, Section 7.3) LaserCraft's Response 7.3.7.1. Include a description of successful implementation of the process in other jurisdictions. Agree (see below) 7.3.8. Vendor shall prepare and print citations for all City -approved citable offenses. Agree 7.3.8.1. All citations shall be in accordance with City -approved format. Agree 7.3.8.2. First notices shall be mailed within statutory timeline after the alleged violation. Agree 7.3.8.3. Printed citations shall include three (3) digitized violation images as indicated in PART III, SPECIFICATIONS, Item 5.2.4. Agree 7.3.8.3.1. First image shall clearly show the vehicle prior to touching the marked stop line and at least one of the governing traffic signal heads with the red indication illuminated. Agree 7.3.8.3.2. Second image shall clearly show the same vehicle continued through the intersection. Agree 7.3.8.3.3. Third image shall be the vehicle's registration plate, clearly readable to the average naked eye. Agree 7.3.8.4. Printed citations shall also include: 7.3.8.4.1. Date and time of the violation; Agree 7.3.8.4.2. Location of the intersection; Agree 7.3.8.4.3. Amount of civil penalty imposed; Agree 7.3.8.4.4. Date by which the civil monetary penalty shall be paid. Agree 7.3.8.5. Citations shall include electronic signature of the officer approving the citation. Agree 7.3.8.6. Vendor shall mail law enforcement approved citations. Agree 7.3.8.6.1. Postage is to be paid by the vendor. Agree 7.3.9. Vendor shall provide statistical analysis of violations and related data during the term of the program agreement. Agree 7.3.9.1. Information generated may be used by the City to evaluate the performance of the Red Light Camera Enforcement program. Agree 7.3.9.2. Information generated may be used by the City to assess the relative success in achieving the goal of improved traffic safety at signalized intersections by modification of driver behavior. Agree 7.3.10. Vendor shall clearly define the proposed database and reporting system allowing statistical analysis of violations and related data over time. Agree (see below) 7.3.10.1. Proposal shall include description of program management software and capabilities. Agree (see below) 7.3.10.1.1. Information management software system shall provide record keeping and tracking functions for all citations from issuance through final disposition. Agree 7.3.10.1.2. Proposal shall indicate types of data reports available from management software. Agree (see below) 7.3.10.1.2.1. Vendor shall provide sample reports Agree (see below) 7.3.10.1.2.2. Reporting cycle shall include, but not limited to: Copyright © 2007 44 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas RFP Requirement (Part 111, Section 7.3) LaserCraft's Response 7.3.10.1.2.2.1. Monthly reports of Red Light Camera Enforcement; Agree 7.3.10.1.2.2.2. Quarterly summary data as it pertains to monthly reporting mandates; Agree 7.3.10.1.2.2.3. Annual reports to include, but not limited to: 7.3.10.1.2.2.3.1. Year-to-date statistics; Agree 7.3.10.1.2.2.3.2. Analysis of initial program data; Agree 7.3.10.1.2.2.3.3. Explanation of program improvements that have been planned and implemented; Agree 7.3.10.1.2.2.3.4. Annual reports shall be completed by July 15 of each year to allow the City to compile its own annual report on use of traffic control monitoring devices. Agree 7.3.10.1.2.2.4. Vendor shall provide any other such report(s) and documentation as are mutually agreed upon by the City and the vendor that are useful to further the mission of reducing red Tight violations and vehicular collisions. Agree 7.3.10.1.2.3. The following is a partial list of topics on which data and reports shall be required: 7.3.10.1.2.3.1. Number of events; Agree 7.3.10.1.2.3.2. Number of violations recorded; Agree 7.3.10.1.2.3.3. Number of citable violations; Agree 7.3.10.1.2.3.4. Number of violations not resulting in citations; Agree 7.3.10.1.2.3.5. Breakdown of violation rejection categories and amounts; Agree 7.3.10.1.2.3.6. Breakdown of citations by location; Agree 7.3.10.1.2.3.7. Number of citations prepared and mailed; Agree 7.3.10.1.2.3.8. Number and dollar amounts of fines collected monthly and total to -date; Agree 7.3.10.1.2.3.9. Status of citations issued (i.e. outstanding, paid, in collection status); Agree 7.3.10.1.2.3.10. Number of telephone calls, their resolution, wait time; Agree 7.3.10.1.2.3.11. Adjudication hearings scheduled and held; Agree 7.3.10.1.2.3.12. Adjudication appointments scheduled; Agree 7.3.10.1.2.3.13. Disposition of adjudication hearings; Agree 7.3.10.1.2.3.14. Equipment hours of service; Agree 7.3.10.1.2.3.15. Camera maintenance status and downtime with reasons. Agree In Section 3.7.1: System (RFP Part 111, Section 7.1), LaserCraft describes a proposed solution for acquiring in-state and out-of-state registered owner information in a timely fashion (see subsection Preliminary Processing). In Section 3.13.2: Experience (RFP Part 111, Section 13.2), LaserCraft provides references for clients, which includes similar jurisdictions where the proposed registered owner information acquisition solution has proven successful. Copyright © 2007 45 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas The number of registered owner requests performed for each referenced project averages between 300 (during the first 3 to 6 months) to 150 per approach per month (1,800 — 2,000 annually per approach). In Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients, which includes the number of approaches currently active in the referenced client. The registered owner success (hit) rate for each referenced project on average is above 90%. The process for handling government vehicle will be discussed with the City. In some jurisdictions, government vehicles cannot be cited. For rental cars, the citation is sent to the rental agency. The agency can then decide if they wish to identify the driver. For fleet vehicles, the citation is sent to the company and it is the company's responsibility to identify the driver. In Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients, which includes similar jurisdictions where LaserCraft successfully implemented the process. In Section 3.7.1: System (RFP Part III, Section 7.1), LaserCraft defines the proposed database and reporting system allowing statistical analysis of violations and related data over time. In support of the City's project evaluation activities, LaserCraft's system produces statistical analysis and provides a summary program matrix to the City that will include, at a minimum, the following: (1) Number of events recorded. by intersection approach and in total, (2) Number of events not billable, including a breakout of controllable and not- controllable events lost, by intersection approach and in total, (3) Number of events forwarded to police, (4) Number of citations authorized and mailed, by month of issuance, (5) Number of citations returned as undeliverable, and (6) Other reports as requested. LaserCraft's Online Violation system analyzes results obtained from the camera systems to show prosecutable rates including the number of notices issued compared to the number of violations captured. Included in the reporting feature is data that provides analysis for rejected citations, codes of rejections, camera system operation time, and more. This data can be used to analyze the total capture and prosecutable file rate for the City's program. Activity reports on program performance can be provided to the City within 10 days following the end of the reporting month. In addition, all data is available throughout the period of operation via a standard Internet connection to any authorized City officials. City Officials are able to access specific program details at their convenience prior to the agreed reporting schedule. In Section 3.7.1: System (RFP Part III, Section 7.1), LaserCraft describes the program management software and capabilities and indicates the types of data reports available from management software. Sample reports are presented in Section 4: Sample Reports. 3.7.4 Remote Access (RFP Part III, Section 7.4) RFP Requirement (Part 111, Section 7.4) LaserCraft's Response 7.4.1. Selected vendor shall provide to the City online access to core violation processing system and allow designated City users to remotely approve violation notices online (web -based applications preferred). Agree 7.4.1.1. The violation processing system shall attach the electronic signature of the reviewing officer to the actual notice mailed to the violator. 7.4.2. Vendor shall also provide to designated City users to review monthly reports and review/update violator account information online (web -based applications preferred). The system shall allow designated City users to review all relevant account information to include, but not limited to: Agree Agree Copyright © 2007 46 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.7.5 Customer Service (RFP Part 111, Section 7.5) RFP Requirement, (Part III, Section 7.4) LaserCraft's Response 7.4.2.1. Vehicle registration plate numbers and characters; Agree 7.4.2.2. State of issue for vehicle registration plate; Agree 7.4.2.3. Vehicle registration plate type; Agree 7.4.2.4. Date of violation event; Agree 7.4.2.5. Time of violation event; Agree 7.4.2.6. Location of violation event; Agree 7.4.2.7. All three (3) digitized images demonstrating the violation and license plate close-up; Agree 7.4.2.8. Payment status; Agree 7.4.2.9. Hearing status; Agree 7.4.2.10. Correspondence tracking; and Agree 7.4.2.11. Standardized monthly reports (shall include capability to review and print reports). Agree 7.4.3. Designated users shall have the ability through a remote workstation to: 7.4.3.1. Download violation images for printing or mailing to citizens; and Agree 7.4.3.2. Suspend activity on accounts until further research is completed in special circumstances. Agree 3.7.5 Customer Service (RFP Part 111, Section 7.5) Copyright © 2007 47 Proprietary & Confidential RFP Requirement (Part 111, Section 7.5) LaserCraft's Response 7.5.1. Vendor shall make every effort to work with the City in resolving citizen inquiries for frequently asked questions or complaints made concerning the use of red light camera enforcement technology at a minimum between the hours of 8:00 a.m. and 5:00 p.m. local time, Monday through Friday. Agree 7.5.1.1. Describe level and available hours of customer service proposed for this project. Agree (see below) 7.5.2. Vendor shall assist in establishing clear written protocols to be approved by Program Administrator for handling citizen complaints. Agree 7.5.3. Vendor shall have demonstrated experience in establishing, staffing and operating a customer service operation with trained customer service representatives (CSRs) to handle call volumes and citizen questions about the program or a particular traffic citation. Agree 7.5.3.1. Describe customer service experience in similarly sized jurisdictions. Agree (see below) 7.5.3.2. Include any enhanced customer service tools or technology offered by vendor. Agree (see below) 7.5.3.3. Describe automated tools available for customer service representatives to: Agree (see below) 7.5.3.3.1. Review account data and violation images; Agree Copyright © 2007 47 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas RFP Requirement (Part 111, Section 7.5) LaserCraft's Response, 7.5.3.3.2. Send automated correspondence; and Agree 7.5.3.3.3. Suspend account activity as appropriate Agree The available hours of customer service proposed for this project is, at a minimum, between the hours of 8:00 a.m. and 5:00 p.m. local time, Monday through Friday. In Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients where LaserCraft provides customer service in similarly sized jurisdictions. The Red Light Camera Enforcement Program is not all about technology. In fact, approximately 80% of any red light program is not the technology — it is the support the City receives from the red light provider's project support team and the availability of that team on a continuous basis. Herein, LaserCraft describes enhanced customer service tools or technology offered by LaserCraft. LaserCraft's customer service is the best in the industry and the best for the City of Round Rock because of the following features: Figure 16: LaserCraft's Online Violation Customer Service Center. 80% of any red light program is the support the City receives from the red light provider's project support team and customer service capabilities Feature Benefit LaserCraft provides a former law enforcement officer and current IACP member as part of the Project Team We recognize the need to work as partners and not just a technology provider LaserCraft maintains two fully staffed Online Violation Customer Service Centers — one in our corporate headquarters near Atlanta, GA and the other in Gaithersburg, MD. LaserCraft fully staffs a customer service center with access to al! key personnel associated with the City of Round Rock Project Team LaserCraft provides a 1-800 customer service hot line Quick access to our customer service personnel and ensures prompt response to the City's inquiries Every customer service inquiry and/or issue is assigned a system unique tracking code Our system requires that every inquiry must be resolved Our corporate key stakeholders, engineers, technicians, installation and software personnel are all housed together within our corporate facilities Ensures any customer service inquiry and/or issue can be addressed efficiently and to the complete satisfaction of our customers via all key functional areas LaserCraft has a Customer Service Center for any and all inquiries into the program. This Center also allows violators to make payments, schedule courts dates, obtain program information, and any other support services desired by the City. Copyright © 2007 48 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas The customer service center features the following: ➢ 24 hour up to date citation information and ability to make payments via telephone ➢ Complete information package available on the Internet and by print describing technologies and decrease in accidents due to enforcement > Live customer service operators available during hours of operations; customers serviced within approximately 2 minutes during normal business hours > Customer service operators are able to process payments, request court dates, and handle inquiries by phone, mail and email > Customers who walk into City offices may make payments, request court dates, view violation images, and obtain registration release > Email or other electronic correspondence logged and maintained with same tracking system > Customer call and correspondence logged and tracked within the management system LaserCraft will coordinate with the City to ensure all aspects of customer service are addressed and in accordance with City requirements. Automated Call Handling LaserCraft will provide automated call handling capabilities for general program information, payment procedures, and other program issues. Citizens will be able to connect to a live customer service person during normal business hours. Customers may pay via credit card during the Center's hours of operation. LaserCraft will worked closely with City personnel to develop a phone tree system that addressed general questions on the City's red light enforcement program. LaserCraft will coordinate with the City to establish a system that addresses the majority of the program inquiries without assistance from a Customer Service Representative. Sample Phone Tree System Q: What if I wasn't driving my car at the time of the violation? A: If the owner of the vehicle was not driving at the time of the violation, he or she may rebut the violation by 1) Testifying under oath that he or she was not the operator of the vehicle at the time of the alleged violation; or 2) Submitting to the court prior to the return date established on the citation a sworn notarized statement identifying the name and address of the operator of the vehicle at the time of the alleged violation. Q: What if my car was stolen or I sold the car before the violation occurred? A. If the violation occurred after the vehicle was stolen, the owner of the vehicle may submit to the court prior to the payment date on the citation a certified copy of a police report showing that the vehicle had been reported to the police as stolen, prior to the time of the alleged violation. If the vehicle was sold prior to the violation occurring, the previous owner can present evidence to the Recorder's Court prior to the payment due date that he or she was not the registered owner of the vehicle at the time and date that the alleged violation occurred. Q: What is the penalty for the non -criminal traffic signal violation? A: State law and City ordinance provide for a $$$ civil penalty. Q: Will I receive points on my driver's license for this offense? A. Under code and the ordinance, no points will be assessed on the driver's license for running a red light. Copyright © 2007 49 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Automated Tools Automated tools that are available to Customer Service Representatives include: > Review account data and violation images > Send automated correspondence — includes functions based on business rules for time allowance > Certain functions like court requests will suspend the time based rules as appropriate > Suspend account activity as appropriate — automatically triggered by the time -based rules established in the processing system. Customer Services Operations LaserCraft recognizes that customer service plays a vital role in the success of any photo enforcement program. LaserCraft Customer Service Representatives are properly trained in all facets of this program component to assure that heavy volumes of transactions and correspondence are handled accurately, efficiently and in a respectful manner. LaserCraft has a Customer Service Center in Atlanta, GA and Montgomery County, MD. These facilities will be open for customer support from 8:00 AM to 5:00 PM (Round Rock local time). After call service hours (voicemail) will be available to provide basic information about making a payment, including the option of pay -by -web services. Messages will be given a priority response the next business morning. Supervisory staff will handle correspondence and situations that are sensitive or in need of a more detailed response. The Center's Supervisor will work closely with the Montgomery the City in developing communication styles in responding to all correspondence and inquiries. Customer Service Center Procedures The Customer Service Center will be open a minimum between 8:00 AM and 5:00 PM (Round Rock local time). Procedures approved by the City will be established to ensure all inquiries are addressed in a timely and professional manner. Some of these procedures include the following: > Answer the phone promptly (within three rings), unless you are already on a call. > Answer all calls in a pleasant, courteous manner. > If you have to pick up an incoming call while you are on a call, ask the first caller if you may put the caller on hold, answer the second call and then return to the first caller promptly. > Take the name and phone number of the caller and give the caller's message to the targeted team, if the caller: o Has been transferred before; o Requests that the call not be transferred; or o Complains about being transferred. > Listen and understand the nature of the request before transferring the call and tell the caller the name and phone number of the person to whom the caller is being transferred. > Before transferring a call, let the caller know that you can connect the caller to voicemail or take a message. > Acknowledge voicemail messages within 24 hours or immediately, if warranted. > Keep your voicemail greeting current and include an optional phone number to call for immediate assistance. > If you receive multiple voicemail messages, answer them in the order you received them. > Answer all outside calls with standard greeting > When leaving messages for customers, leave full name, department, phone number, and the best time to call. When responding to general correspondence (letters, memoranda, e-mails & faxes): > Format correspondence to office standards and review for accuracy and typographical errors. > Provide a complete, accurate answer that responds to the customer's inquiry. > Answer general e-mail inquires within 2 working days. > Answer written correspondence within 2 working days. Copyright © 2007 50 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas D If the inquiry cannot be answered promptly, provide an interim communication within the above timeframe that explains why the answer will be delayed. > All emails must be drafted consistent with good business practices. • Use a fax cover sheet that is legible and includes your name, telephone number, and the name and fax number of the receiver. 3.7.6 Delinquent Debt Collections (RFP Part III, Section 7.6) The delinquent collections strategy proposed by LaserCraft to maximize payment to the City in the event the initial notice does not result in closed accounts and our system's ability to comply with this requirement and ensure notices are not erroneously sent to violators is described herein. LaserCraft will prepare one notice letter for all chargeable violations and will mail notice letters to vehicle owners. A second notice will be issued for any violations that remain unpaid immediately following their due date. LaserCraft's processing software package prepares first notices, second notices, and other necessary correspondence to maximize collection of red light enforcement citations. Our system automatically retrieves data for past due accounts and generates second notices for mailing to the violator. LaserCraft will work with City Officials to design a citation format and content for additional notice letters. The Online Violation screen capture shown in Figure 17 displays a collections aging report to allow tracking of payments and violation funds. Copyright © 2007 51 Proprietary & Confidential RFP Requirement (Part 111, Section 7.6) LaserCraft's Response 7.6.1. Vendor shall mail one initial notice as detailed in PART III, SPECIFICATIONS, 6.3.8 as part of the base fixed monthly fee. Agree 7.6.2. Vendor shall describe delinquent collections strategy to maximize payment to the City in the event the initial notice does not result in closed accounts. Agree (see below) 7.6.3. Vendor shall detail, including example notices, the exact collection approach proposed for the City. Agree (see below) 7.6.3.1. Provide three (3) examples) of other cities where similar collections strategies have been implemented and detail the collection rates and results for such efforts. Agree (see below) 7.6.4. Vendor shall include delinquent collection of debt in the event of non- response after a city specified time. Agree 7.6.4.1. Proposed violation processing system shall contain logic that enables automated tracking of all violation account information including payments and scheduled hearings to ensure follow-up notices are not erroneously sent to violators. Agree 7.6.4.1.1. Describe the proposed system's ability to comply with this requirement and ensure notices are not erroneously sent to violators. Agree (see below) The delinquent collections strategy proposed by LaserCraft to maximize payment to the City in the event the initial notice does not result in closed accounts and our system's ability to comply with this requirement and ensure notices are not erroneously sent to violators is described herein. LaserCraft will prepare one notice letter for all chargeable violations and will mail notice letters to vehicle owners. A second notice will be issued for any violations that remain unpaid immediately following their due date. LaserCraft's processing software package prepares first notices, second notices, and other necessary correspondence to maximize collection of red light enforcement citations. Our system automatically retrieves data for past due accounts and generates second notices for mailing to the violator. LaserCraft will work with City Officials to design a citation format and content for additional notice letters. The Online Violation screen capture shown in Figure 17 displays a collections aging report to allow tracking of payments and violation funds. Copyright © 2007 51 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas a1anlanAgin, Repel Nutobat day Newmbs 21, 2005 at 1253 P11 Age Aanoent Our 161 •9D Days' 1105.1570 CO 1103 191 • 120 040- 1107.16500 1334 11 •60 Days' 11332379OD 19613 1120* 0ays' 117706g0 1307 '0.33 Gays' 112702DA0 Figure 17: LaserCraft's Online Violation Collection Aging Report. Our system is designed to maximize payment to the City. An example late notice for our approach is shown in Figure 18. MUNCIPAL. COURT OF (CITY) CITATION LATE NOTICE Traffic Signal Violation June 2, 2007 John Smith 3000 Market Street (City), (State) (ZIP) Re: Red Light Violation Number TC -000001 You failed to pay your fine by the due date specified on your original citation. You must remit the fine amount to City of (City). (State) at the address shown below WITHIN 15 DAYS OF THIS NOTICE TO AVOID FURTHER COLLECTION ACTION. City of (City) Post Office Box #### (City), (State) ##### YOUR PROMPT ATTENTION IS APPRECITATED. IF YOU HAVE ALREADY FORWARDED PAYMENT, PLEASE DISREGARD THIS NOTICE. If you have any questions. contact Customer Support Automated Traffic Enforcement Program Monday through Friday from 8:00 AM unti15.00 PM at 800 filth' 1tftft#. Figure 18: LaserCraft's Collection Late Notice. Copyright © 2007 52 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Records are kept in accordance with Generally Accepted Accounting Practices. If no payment is received within 30 days of the second notice, the account will be referred to a collection agency such as Law Enforcement Services (www.les2000.com), a leading violation collection agency. The collection agency fee will be deducted from the proceeds (however, if statute allows, penalties will be added). Because of the low dollar amount typically collected, this fee is typically 35% but varies with volume. LaserCraft will pursue civil suits as directed on a case-by-case basis determined by the City and LaserCraft. In Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients of other cities where similar collections strategies have been implemented. Copyright © 2007 53 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.8 Payment Processing (RFP Part III, Section 8) 3.8.1 On-line and Mail Processing (RFP Part III, Section 8.1) RFP Requirement (Part 111, Section 8.1) LaserCraft's Response 8.1.1. Vendor shall be responsible for processing all payments received for the City's red light camera enforcement program. As detailed in the following subsections, Vendor shall demonstrate the ability to handle all red light camera violation payments electronically paid on-line or mailed to vendor owned lockbox, including the daily depositing and reconciliation of all receipts. Agree 3.8.2 Lockbox (RFP Part III, Section 8.2) Copyright © 2007 54 Proprietary & Confidential RFP Requirement (Part III, Section 8.2) LaserCraft's Response 8.2.1. Due to the expected high volume of mail that is received, control and accuracy are essential factors in the lockbox operation. The services provided shall be integrated with numerous levels of control, audit and redundancy to ensure the accurate and timely receipt, processing and update of mail -in payments. Agree 8.2.2. Describe procedures for processing payments to include, but not limited to: Agree (see below) 8.2.2.1. Method for receipt of payments; Agree 8.2.2.2. Ability to apply payments by source (cash, check, money order or credit card); Agree 8.2.2.3. Ability to handle electronic reimbursement and automated check handling (ACH); Agree 8.2.2.4. Verification of check amounts; Agree 8.2.2.5. Batch reconciliation and file update; Agree 8.2.2.6. Bonded courier service to financial institution; Agree 8.2.2.7. Accepting partial payments; Agree 8.2.2.8. Processing exception payments. Agree 8.2.3. Vendor shall deposit into the City bank account, once each 48 hours during normal banking days, an amount equal to the gross receipts of the current day's revenue received. Agree 8.2.3.1. Payments deposited shall be applied to the vendor's database every day and available for online review within 48 hours of deposit/update. Agree 8.2.4. Vendor shall provide procedures for handling payments received that require additional investigation and research. These procedures should include, but not be limited to: Agree 8.2.4.1. Overpayments; Agree 8.2.4.2. Unapplied payments; Agree 8.2.4.3. Returned checks. Agree Copyright © 2007 54 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas RFP Requirement (Part III, Section 8.2) LaserCraft's Response 8.2.5. Vendor shall describe payment reconciliation methodology, detailing the advantages of proposed solution. Agree (see below) LaserCraft will process all payments for red light camera citations. Total Remittance Processor (TRP) Cash flow is optimized by a robust, total remittance processing system. If a citizen senses a weakness in any step of the process he/she is more likely to treat the citation casually. Clear evidence mailed to the correct address in an expeditious manner is the first step. Convenient but firm customer service along with a thorough court package is the second step. The final step is timely second and final notices that put the citizen on notice of the consequences of non-payment, including MVA flagging and possible 3rd Party Collections. LaserCraft will work with a 3rd party collection service if desired. The Online Violation screen capture shown previously (Figure 17) displays a collections aging report to allow tracking of payments and violation funds. Lockbox Services LaserCraft will perform the Lockbox services for the City. LaserCraft will utilize "Digital Check" scanning equipment at our processing facility as well as any locations that accept checks (see Figure 19). Our system conforms to the "Check 21" initiative that mandates that banks accept electronic facsimiles of checks in lieu of a paper check. The scanned check image is electronically deposited as well as tagged to the citation. The benefits of the LaserCraft Lockbox service include the elimination of unrelated deposits, real-time acceptance of payments at multiple locations for faster access to citation funds, and a link from the citation to an image of the actual payment. Figure 19: Check Scanner. Our system conforms to the "Check 21" initiative that mandates that banks accept electronic facsimiles of checks in lieu of a paper check. Reconciliation is facilitated since the daily deposit "slip" is generated by the system rather than independent of the system. Security is improved since the check is electronically deposited into the account number programmed into the system. LaserCraft will work with any proposed lockbox configuration mandated by City Finance Officials. Payments are identified by type (web, credit card, check, etc), by location (PO Box, Customer Service Center, etc.). Citizens making partial payments will receive a notice of a balance due. A duplicate payment on a citation is not deposited and the check is returned to issuer, which further illustrates the benefit of an integrated "Lock box" service and "Accounts Receivable" function. The screen capture shown in Figure 20 clearly illustrates the system's capability to generate data and reports showing the payments received and deposited into the City's account. Copyright © 2007 55 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Reports Plias* FRITGPI ZZ ., Ti:_..t_ =s)i lac*: A:; fit4.c s . _.. Raa .CLi9i00 k•4000 P004 11 13;974 5941 11r1272006 t413:53S StiCO ......Ax -,-at s' 4n1X1 A: 111rd20Y, 1312269 10300 11r12JS05 140/948 al CC 53^.0 N'it :I44 S Is"'1 CC 1trardXS la1 .3 5€JW t:ee;ct Cvd I )J! Sci 0Ifti Mame Cath. Cavett RIHHI. Cash Crw[h :,ten. Oltu CI±eCk CTwda rrM CX4t ChKI C rth SSinf C"tkt CMI (bed Clalccit+i (Asa Figure 20: Daily Deposit Report. Report showing the payments received and deposited into the City's account. Any checks received that are unrelated to the red light camera program are either returned to the check issuer or forwarded to the appropriate City department. All necessary research is conducted to determine the proper location for a payment to the City that is not related to red light camera citations. In the rare cases where a payment is deposited that cannot be applied (overpayment, citation not located), a voucher is sent to the City Finance Department for a refund with a corresponding entry into the database. Returned checks are deposited a second time and a "Non -Sufficient Funds" letter is generated for mailing to the violator. If there is no resolution to the account through these methods, the account is treated as unpaid and proceeds to further collections. Appropriate fees for collections are added to the violator's account. Electronic Payment Processing Citizens can pay red light camera citations over the web using a credit card. Citizen login is secured by a combination of the tag number and citation number. Upon entry of the citizen's credit card number, an approval request is forwarded to the secure "Authorize.net" clearing system. Once the funds are guaranteed, the citizen is offered a receipt. Copyright © 2007 56 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas The screen shown in Figure 21 illustrates the system's capability to allow for web -based payment options for citizens receiving citations. Dices tidbit your •aa4ltcard ■aarntra anA+¢ara mut.iH«UadanAga Ink** opptepdanr 114 4,.Hw to par rot fin*. If toy rt yew pri$SWUilifplMera kat kbanys4 pIi* asirp 1 It helm RAM swift aac ra �uhsd Owe* alt tiro taivanaatan is c«aod. pH*** aid. OK_ MID Information City Sttrr: ZIpcattv *Gail Carat Mora.i•r. tarp G#+ic Month II"- "' Yex Anwanr. SS0:68 RFtS steps Pays you"' Mao by credL card'" Figure 21: Web -Based Payments. Our system allows for web -based payment options for citizens receiving citations. On -Line Cashiering LaserCraft will place electronic check scanners in City locations that accept personal checks for payment on red light camera citations. The clerk will simply operate the web -based software to locate the open citation, insert the check in the scanner, and select "Scan check". An image of the check is sent electronically to the Processing Center, the citation is marked as paid, and the check is electronically deposited. This system offers convenience to the citizen, simplicity to City employees, security for the City, and accountability for the program. As an option for discussion, LaserCraft has confirmed with Western Union that a red light citation payment for the City can be accepted at their kiosks for a transaction fee. This would greatly expand the available payment options in the City and throughout the US. However, LaserCraft understands such a process would be worked out with the appropriate City officials. Processing Payment Procedures LaserCraft addresses below the procedures that will be used for processing payments for the light camera program: ➢ Method for receipt of payment and database applications — The LaserCraft Total Processing System includes all convenient forms of payment by the citizen (check, money order, web, telephone, and in- person). The accounting for these payments is integral to the Online Violation database so that accurate records are available to all stakeholders. ➢ Ability to apply payments by source (cash, check, etc.) — The Online Violation system tracks payment by type as well as by location. LaserCraft encourages the acceptance of cash at locations like the City Finance offices and possibly Western Union agents rather than the processing center. ➢ Ability to handle electronic reimbursement and ACH — The integrated processing system is designed to eliminate double payments. LaserCraft will work with City Finance to make the reimbursement of overpayments as efficient as possible. Copyright © 2007 57 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas ➢ Verification of check amounts — The electronic check scanning system described earlier allows us to verify check amounts prior to their deposit. ➢ Batch reconciliation and file update — The Total Remittance Processing System re -enforces accurate accounting at each step thereby research requirements are minimized but all in one place when required. Reconciliation of accounts is simplified when the information is accurate and in one place. ➢ Payment Imaging — Payment imaging is fundamental to the electronic depositing system (Check 21) system proposed. ➢ Bonded courier service — The Total Remittance Processing System described minimizes the need in couriers between satellite locations. LaserCraft will utilize secure means for transport of sensitive documents. ➢ Accepting partial payments — Partial payments are accepted and processed but result in an automatic notice of a balance due. ➢ Return of payment process (second party, fraudulent payments) — Second party checks can be processed as long as remittance advice is included. LaserCraft will work with the City to develop business rules for fraudulent payments as well as any "exception" codes for the processing of unique payment situations. Research Payments & Deposits LaserCraft provides procedures for handling payments received that require additional investigation and research. These procedures include overpayments, unapplied payments, returned checks. LaserCraft will use all available resources to identify the intended payment account on any payments received at the City facilities. Deposits for payments received will be made once every 24 hours, with payment information available on-line within 24 hours of deposit. 3.8.3 Electronic Payment Processing (RFP Part III, Section 8.3) In Section 3.8.2: Lockbox (RFP Part III, Section 8.2), LaserCraft describes our proposed pay -by -web solution. Three (3) jurisdictions that are utilizing similar pay -by -web systems include Springfield, Chattanooga, and Montgomery County. 3.8.4 Correspondence Mail Processing (RFP Part 111, Section 8.4) RFP Requirement (Part 111, Section 8.4) LaserCraft's Response 8.4.1. Vendor shall provide sufficient and trained staffing to open, count, batch, log, review and process correspondence letters mailed from citizens each day. It is the City's desire that a minimum of 90% of all letters be processed within one business day of receipt, with the remaining letters processed the following business day. Agree Copyright © 2007 58 Proprietary & Confidential RFP Requirement (Part 111, Section 8.3) LaserCraft's Response 8.3.1. Vendor shall provide citizens with the option of making payment via the Internet. Agree 8.3.1.1. Describe proposed pay -by -web solution. Agree (see below) 8.3.1.2. Provide a minimum of three (3) jurisdictions that are utilizing similar pay -by- web systems. Agree (see below) In Section 3.8.2: Lockbox (RFP Part III, Section 8.2), LaserCraft describes our proposed pay -by -web solution. Three (3) jurisdictions that are utilizing similar pay -by -web systems include Springfield, Chattanooga, and Montgomery County. 3.8.4 Correspondence Mail Processing (RFP Part 111, Section 8.4) RFP Requirement (Part 111, Section 8.4) LaserCraft's Response 8.4.1. Vendor shall provide sufficient and trained staffing to open, count, batch, log, review and process correspondence letters mailed from citizens each day. It is the City's desire that a minimum of 90% of all letters be processed within one business day of receipt, with the remaining letters processed the following business day. Agree Copyright © 2007 58 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas In Section 3.8.2: Lockbox (RFP Part III, Section 8.2), LaserCraft describes our proposed correspondence mail processing solution. Copyright © 2007 59 Proprietary & Confidential RFP Requirement (Part III, Section 8.4) LaserCraft's Response 8.4.2. Vendor shall generate all out -going correspondence: Agree 8.4.2.1. Provide detailed description for each letter type; Agree (see below) 8.4.2.2. Describe system for generating return correspondence to citizen inquiries and correspondence letters to be sent to citizens. Agree (see below) 8.4.3. Vendor shall provide a correspondence imaging system that ensures all correspondence received from citizens is electronically scanned and available for customer service staff and City. Agree 8.4.4. Vendor shall describe methodology and detail advantages for handling, processing and tracking incoming correspondence. Agree (see below) In Section 3.8.2: Lockbox (RFP Part III, Section 8.2), LaserCraft describes our proposed correspondence mail processing solution. Copyright © 2007 59 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.9 Administrative Hearing Requirements (RFP Part III, Section 9) 3.9.1 Hearing Process (RFP Part III, Section 9.1) LaserCraft understands that it is the desire of the City to maintain control of its hearing process. Although the City will supply the hearing officer, LaserCraft agrees to supply the hearing system that supports the administrative hearings. RFP Requirement (Part III, Section 91) LaserCraft's Response 9.1.1. It is preferred that the administrative hearing system be online and real-time to allow for timely disposition updates and on-line cashiering. 9.1.2. Vendor shall provide examples of three (3) jurisdictions where they have provided similar administrative hearing systems. Agree Agree (see below) In Section 3.13.2: Experience (RFP Part III, Section 13.2), LaserCraft provides references for clients of other cities where similar administrative hearing systems have been implemented. 3.9.2 Hearing Evidence Packages (RFP Part III, Section 9.2) 3.9.3 Hearing Scheduling (RFP Part 111, Section 9.3) RFP Requirement (Part IU, Section 9.3) LaserCraft's Response 9.3.1. Vendor system shall be capable of scheduling hearings and providing City Adjudicators with turnkey adjudication processing service support. 9.3.2. The system shall contain an automated calendar which can be adjusted to accommodate adjudicator schedules, holidays, vacations, peak times and other undetermined factors. Agree Agree 9.3.3. Vendor shall include screen images of scheduling application in proposed solution. Agree (see below) Copyright © 2007 60 Proprietary & Confidential RFP Requirement (Part III, Section 92) LaserCraft's Response 9.2.1. Vendors shall prepare evidence packages for every hearing with five (5) day advance request by the City. Agree 9.2.2. Hearing evidence packages (hard copy or electronic) shall be submitted to designated City representative. Agree 9.2.3. Court packages shall consist of: 9.2.3.1. Digital image of the first violation photograph; Agree 9.2.3.2. Digital image of the second violation photograph; Agree 9.2.3.3. Digital image of the license plate tag; Agree 9.2.3.4. Secondary evidence video clip of violation available via Internet; Agree 9.2.3.5. Field service technical log indicating the good working order of the red light camera system at the time of violation; and Agree 9.2.3.6. Documentation of any oral, written or electronic communication received from the violator. Agree 3.9.3 Hearing Scheduling (RFP Part 111, Section 9.3) RFP Requirement (Part IU, Section 9.3) LaserCraft's Response 9.3.1. Vendor system shall be capable of scheduling hearings and providing City Adjudicators with turnkey adjudication processing service support. 9.3.2. The system shall contain an automated calendar which can be adjusted to accommodate adjudicator schedules, holidays, vacations, peak times and other undetermined factors. Agree Agree 9.3.3. Vendor shall include screen images of scheduling application in proposed solution. Agree (see below) Copyright © 2007 60 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas In Section 3.7.1: System (RFP Part III, Section 7.1), LaserCraft provides screen images of scheduling application in proposed solution (see subsection Hearings). 3.9.4 Adjudication and Disposition (RFP Part III, Section 9.4) RFP Requirement (Part ill, Section 9.4) LaserCraft's Response 9.4.1. Vendor system shall be capable of capturing the adjudication and disposition of rulings made by the City's designated hearing officer. 9.4.2. The system shall contain the flexibility to tailor disposition codes that the City defines. 9.4.3. Vendor shall include screen images of the adjudication and disposition fields used in proposed system. Agree Agree Agree (see below) In Section 3.7.1: System (RFP Part III, Section 7.1), LaserCraft describes the adjudication and disposition fields in proposed solution. 3.9.5 On-line Cashiering (RFP Part III, Section 9.5) RFP Requirement (Part III, Section 9.5) LaserCraft's Response 9.5.1. Vendor system shall be capable of capturing the on-line cashiering of payments made during the administrative hearing. 9.5.2. The City will be responsible for the intake of funds at the hearings, but the system shall reflect the transaction. 9.5.3. Vendor shall include screen images of the on-line cashiering module used in proposed system. Agree Agree Agree (see below) In Section 3.8.2: Lockbox (RFP Part III, Section 8.2), LaserCraft describes our on-line cashiering module solution. 3.9.6 Expert Testimony (RFP Part HI, Section 9.6) RFP Requirement (Part III, Section 9.6) LaserCraft's Response 9.6.1. Vendor shall provide, at its own expense, witnesses as necessary to testify as to the accuracy, operations, and reliability of the red Tight camera and related equipment for contested complaints, as required by the City. 9.6.2. Vendor shall specify a process to notify all operators and technicians of adjudication dates as required for successful prosecution. Agree Agree (see below) As described in Section 3.7.1: System (RFP Part III, Section 7.1), LaserCraft uses a web -based process to notify all operators and technicians of adjudication dates as required for successful prosecution. Copyright © 2007 61 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.10 Training Requirements (RFP Part III, Section 10) 3.10.1 Operation Training (RFP Part III, Section 10.1) LaserCraft will provide reasonable and necessary training in the operation of the camera system for designated City staff. This training will provide the City's designated personnel with a basic understanding of how the camera system operates. 3.10.2 Application Screens Training (RFP Part III, Section 10.2) LaserCraft will provide training on the use of the vendor's violation processing system application screens to officers and others required to access the system. 3.10.3 Training Location (RFP Part I11, Section 10.3) The training will be conducted within the City at a site and time that is convenient for City personnel. 3.10.4 Class Size (RFP Part 111, Section 10.4) Class size will be limited in an effort to provide a quality training atmosphere. The proposed training and class size is discussed herein. LaserCraft provides training, documentation and technical support for all programs currently operated by LaserCraft. These include upfront training for City personnel on system operation, software functions, legal ramifications of program, etc. LaserCraft will also provide ongoing training as necessary for new employees, upgrades to hardware/software and any other reasons during the contract term. Local offices in Austin and Dallas will ensure no City employees are unaware of program operations. LaserCraft provides a one day training course includes materials and hands-on training for the County, Police, Court and any other personnel and is based on the following topics: I. System: Theory of Operation: Violation Detection; Digital Image Capture and Camera System Operation; Timing of Sequence; File Security; Equipment Certification. II. Description of Individual Assemblies: Laser, Camera, and Controller Assemblies. III. Laser Installation/Certification Process: Calibration Techniques; Communications, Yearly System Certification. IV. Familiarization of Processing System: Overview of Processing System; Processing Steps; Printing; Archiving & Records Preservation; Mailing Citations. V. Strategies for Presenting Red Light Citations in Court VI. Generation of Evidence Package for Court Proceedings With existing offices in Austin and Dallas, LaserCraft will provide additional training as necessary throughout the term of the contract. Training will also be provided to City staff for any system upgrades or enhancements at no additional cost to the City. 3.10.5 Training Overview (RFP Part III, Section 10.5) An overview of the training program is discussed in the previous section. LaserCraft maintains expert witnesses on staff to further the efforts of the program. Copyright © 2007 62 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.11 Public Information And Education (RFP Part III, Section 11) 3.11.1 Media Campaign (RFP Part III, Section 11.1) LaserCraft will participate in any ongoing media campaign, developed in conjunction with the City. 3.11.2 Public Meetings (RFP Part III, Section 11.12) LaserCraft will attend public meetings and assist designated City staff in demonstrating the red light camera system equipment and program upon City request. 3.11.3 Examples (RFP Part III, Section 11.3) The following is an example of red Tight enforcement community awareness campaigns in which LaserCraft has participated in at least three jurisdictions and includes community awareness activities LaserCraft proposes as part of its base proposal for this agreement. In general, surveys show 80% of the public supports automated red light programs. LaserCraft has worked closely with numerous jurisdictions to implement public relations/ educational programs and has performed full-scale programs for our customers. To meet the requirements of the City of Round Rock's program, LaserCraft will perform the following public relations/educational tasks: ➢ Public Hearings — LaserCraft will attend any and all public hearings held by the City to answer public questions or concerns from citizens regarding the red Tight camera program; ➢ Flyers — LaserCraft will prepare with the City's input flyers that address information related to the program; inserts may be mailed with the warning/citation, distributed at City festivals/events, local businesses, DMV offices, etc. Figure 22: Sample PR and Educational Materials. Public education efforts result in added acceptance of programs ➢ Press Releases — Provides an extremely effective opportunity to educate the public on the dangers of running red lights and the City's program. ➢ Posters & Poster Contest — Request assistance from local schools for students to compete in design contest for safety poster, further encompassing children and parents into the program; selected design(s) are distributed to schools, government buildings, local tag offices, courts, etc. ➢ City Website — LaserCraft will work with the City to prepare information and statistics for the program, including locations of cameras, accident data, appeals procedures, etc. As performed with other programs operated by LaserCraft, Company representatives will thoroughly train all City personnel to present the red Tight enforcement program for public seminars, media events, and any City events. Copyright © 2007 63 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas In addition, LaserCraft has prepared and executed numerous media events for various cities and counties in which our Company operates automated enforcement programs. These events provide both citizens and the media with detailed knowledge on the system's operation and therefore build public support of the program. LaserCraft representatives will attend two (2) public kickoff events for the City's program in addition to providing support and input on successful tools used in previous public education programs. LaserCraft agrees the City will have the right, at its sole discretion, to add, delete, or move any services to meet its changing needs at no cost. Copyright © 2007 64 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.12 Organizational Profile (RFP Part 1I1, Section 12) 3.12.1 Project Organization (RFP Part 111, Section 12.1) RFP Requirement (Part III, Section 12.1) LaserCraft's Response 12.1.1. Vendor shall describe project organization for both startup and ongoing operations. Agree (see below) 12.1.2. Vendor shall include organizational structure resources available, including number of staff and locations Agree (see below) LaserCraft has assigned a dedicated Project Manager to oversee all aspects of installation and operation of the red light camera program. Mr. Neil Brussard will perform the functions of Project Manager for the City's program. Mr. Brussard has more than seven (7) years experience in the automated red light enforcement industry and has overseen the implementation of 100 plus camera systems. Mr. Brussard will work closely with our Engineering and Installation teams to ensure all projects are completed according to schedule and meet enforcement goals of the City. The combined red light program experience of our proposed, dedicated Round Rock Project Team is over 300 years. In addition, LaserCraft maintains offices in Austin and Dallas. Personnel in these offices will be available throughout the contract period to provide customer service support on an as needed basis, and can be on-site in the City upon request. LaserCraft's proposed Round Rock Project Team for both startup and ongoing operations is shown in Figure 23. Scott Patterson President & CEO Neil Brussard Project Manager ,Dir. Implementation. Tom Quinn Chief Financial Officer Bill Herring Installation Supervisor 4Paul Ingle Project Admin 4 Darlene Hinds Customer Service Meade Electric Company (subcontractor) , Figure 23: LaserCraft's Round Rock Project Team. All team members have experience providing services similar to those requested by Round Rock. 1 John Dalinsky VP Business Development . Debra Shaw Accounting a Forrest Robinson Director Software 4Rick Larson Bus. Develop. 4Yen Pham Bus. Develop. Coordinator Charles Wike VP Engineering 4 Tony Simmons IT Mgr. Greg Drake 1 Programmer J Copyright © 2007 65 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas LaserCraft maintains five corporate offices in the following cities: ➢ Atlanta, GA ➢ Gaithersburg, MD ➢ Culpeper, VA ➢ Austin, Texas ➢ Dallas, Texas We have 97 employees in the following resource areas: Resource CATEGORIES Total Employees Exec Sr. Level Officials & Managers 3 Mid level Officials & Managers 8 Professionals 17 Sales Workers 4 Administrative Support Workers 29 Craft Workers 10 Operatives 13 Laborers and Helpers 13 3.12.2 Key Personnel (RFP Part III, Section 12.2) RFP Requirement (Part III, Section 12.2) LaserCraft's Response 12.2.1. Vendor shall include the names and resumes for all key personnel who will be involved in this project. 12.2.2. Resumes shall describe relevant experience in implementing and supporting red light camera enforcement programs and related back office support. Agree (see below) On the following pages, LaserCraft presents skills and qualifications for the 14 members of our proposed Round Rock Project Team. Copyright © 2007 66 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Name and Title: Scott Patterson, President and CEO Project Assignment: Executive Functions Years Experience: 24 Years with Firm: 14 Education: Degree(s)/Year/Specialization: BS, Physics, Georgia Institute of Technology Experiences and Qualifications: Co-founder and President of LaserCraft. With 24 years experience in designing/supporting electro -optical products, including laser rangefinders, speed measurement systems, and head -up display optical systems. With six laser related patents, Mr. Patterson provides new product guidance and innovation. LaserCraft, Inc. Norcross, GA 1 President and Co-founder, Executes the daily executive functions of the corporation to include business development and technical review. He has testified as a LIDAR expert witness more than eight times in several states. Laser Atlanta Optics, Inc. Norcross, GA 1 President, Co-founder, and Vice President Engineering, Optical design and system engineering of the ProLaser II LIDAR system. Optical design and system engineering of the ProSurvey, laser based, mapping and surveying device. Optical design and system engineering for an electro -optical system to diagnose diabetes mellitus by illuminating ocular lens tissue with a near monochromatic light source. GEC Avionics, Inc. Norcross, GA 1 Electro -Optical Engineer, Senior Engineer, Optical design for the development of automotive head up displays under contracts to Pontiac, Delco and Chrysler. Technical support for alignment and repair of US aircraft head up displays including the F16 Falcon. Electro -optical design for a Carbon Dioxide laser rangefinder with integrated gunner's sight for use on the M1A1 main battle tank. US Patent # 5,221,956 LI DAR Device with Combined Optical Sight (ProLaser Police LIDAR) US Patent # 5,203,328 Apparatus and Methods for Quantitatively Measuring Molecular Changes in the Ocular Lens US Patent # 5,192,279 Dental Tissue Cutting, Drilling and Fusing System US Patent # 4,740,780 Head -Up Display for Automobiles Name and Title: I Tom Quinn, Chief Financial Officer Project Assignment: I Executive Functions Years Experience: ; 18 Years with Firm: i <1 Education: Degree(s)/Year/Specialization: Experiences and Qualifications: Responsible for the full compliment of finance and administrative functions within LaserCraft. Previous experience includes executive level management in the financial, operations, and strategic areas of a diverse group of companies and industries. Copyright © 2007 67 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Name and Title: John Dalinsky, VP Business Development Project Assignment: Program/General Management/Customer Relations/Contracting 28 Years Experience: Years with Firm: <1 Education: Degree(s)/Year/Specialization: BA, Political Science Public Administration, Lock Haven University Graduate Internship Physical Science Department, Bloomsburg University Experiences and Qualifications: Technical expertise includes: tactical and commercial RF communications (terrestrial and satellite), remote surveillance, sensors, biometric, video surveillance, ground surveillance radar, automated license plate capture and command & control solutions. The ability to structure contracting mechanisms within the confines of the FARS and DFARS Extensive experience in partnering with government customers and allied firms in performing strategic planning concerning the conceptualization and development of government RF communications requirements, and standards for installation protection operations, support operations and incorporating information technology into specialized solutions for Targe government agencies & commercial corporations. Co -holder of a patent pending position for Intelligent Interdiction a product suite for state, county and local law enforcement anti narcotic operations, and revenue enforcement. Name and Title: Rick Larson, Business Development Project Assignment: Program/General Management/Customer Relations/Contracting Years Experience: 32 Years with Firm: 1 Education: Degree(s)/Year/Specialization: BA, History Education Teaching Certificate Experiences and Qualifications: Program Manager for the International Association of Chiefs of Police in charge of technology including speed, automated speed, photo red light, setting up labs for testing and making performance standards for the industry. 23 years Police Officer Retired from Fairfax County Police, the last 12 years in the Traffic Division. Responsible for bringing photo red light enforcement into Fairfax County Name and Title: Yen Pham, Business Development Coordinator Project Assignment: Program/General Management Years Experience: 5 Years with Firm: 5 Education: Degree(s)/Year/Specialization: Experiences and Qualifications: Experience in office administration, project management and customer service. Currently finalizing degree in Management. (Aug. 2008) Copyright © 2007 68 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Name and Title: Charles Wike, Jr., Vice President of Engineering Project Assignment: System Management Years Experience: 26 Years with Firm: 2.5 Education: Degree(s)/Year/Specialization: BA, Engineering Physics MS, Optics, University of Rochester Masters Certificate, Program Management, George Washington University Experiences and Qualifications: Twenty six years of international product development experience in commercial computing products and government technical systems development. Extensive development leadership experience for high achieving, productive teams. Proven track record with many products in world wide service. LaserCraft, Inc. Norcross, GA I Vice President, Engineering — Focus on engineering processes to drive industry best solutions across rapidly expanding market base. NCR, Duluth, GA I Development Director, Self Check -Out Systems Development, Interactive Computers, Kiosks and Barcode Scanners, Six Sigma Green Belt, CMMI and Off Shoring Development Experience. Eastman Kodak Company, Rochester, NY 1 Optical Engineer in charge of Optical Alignment and Test Methods for Space Tracking Telescopes. Sweda International, Division of Litton Industries, Pine Brook, NJ I Senior Holographic Engineer in charge of research and design for Holographic Scanning Technology for Barcode Scanning. TAI Corporation, Huntsville, AL I Holographic Engineer in charge of Holographic System Design for Ground Based Space Shuttle Experiments. Results of design work reported in: "Reconstruction Techniques of Holograms from Space Lab 3", Applied Optics, Vol. 26, No. 12, June, 1987. "Optical Design and Development of a Small Barcode Scanning Module", SPIE Proceedings, Can -AM Eastern, Vol. 1398, October, 1990. 30 Plus Patents including 4,971410 — A Scanning and Collecting System for a Compact Laser Scanner and 6,042,007 Self -Service Computer Assembly with Integrated Receipt Printer Copyright © 2007 69 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Name and Title: Neil Brussard., Director of Implementation Project Assignment: Project Manager, Director Implementation Years Experience: 26 Years with Firm: <1 Education: Degree(s)/Year/Specialization: Louisiana Tech University Experiences and Qualifications: A results -oriented, multi -tasked manager with 26 years of successful experience in the manufacturing industry. Special expertise in key areas of planning, directing, and organizing all aspects of project management for large programs. A highly effective team leader with excellent interpersonal skills. LaserCraft, Inc. Norcross, GA 1 Project Manager — project management, tracking and expediting for Red- light Camera Systems. Peek Traffic, Palmetto, FLI Project Implementation Manager — Leader of the Field Operations team in assisting clients with the successful installation and operation of red light enforcement programs. Installed the digital Red Light Camera Enforcement Program in seven (7) municipalities in multiple states with the successful installation of 80+ Red Light Camera Enforcement Programs. Digital Equipment Corp. Merrimack, NH 1 Network Planning Consultant, Planning Manager — 20 + years experience as a Program, Project, and Operations Manager. Chief Facilities Manager, managing over 1 million square feet of office space. Francestown Police Department, Bennington, NH Police Sergeant Name and Title: Bill Herring, Installation Supervisor Project Assignment: Installation and Implementation Years Experience: 25 Years with Firm: 3 Education: Degree(s)/Year/Specialization: Louisiana Tech University Experiences and Qualifications: Twenty five years of new product development experience in wide range of technology areas. Extensive experience in electronic, optical, and mechanical devices. Twenty plus years as a results oriented supervision with expertise in directing and organizing all aspects of testing & Installation activities for various Automated Enforcement Systems. LaserCraft, Inc. Norcross, GA 1 Installation Supervisor — supervises in house testing of Red Light Camera Enforcement Programs. In charge of On Site Installations, Alignment, and Service Teams. Spectra, Inc. Norcross, GA 1 Production Team Leader — oversaw Production and testing of advanced Biophotonic Medical Equipment. GEC Avionics Norcross, GA 1 Senior Technician — was responsible for testing and repairing both manufacturing and customer repair Avionic Systems for a wide range of military aircraft. Copyright © 2007 70 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Name and Title: Paul Ingle, Project Administrator Project Assignment: Installation and Implementation Years Experience: 37 Years with Firm: 2 Education: Degree(s)/Year/Specialization: Associate Degree of Apply Science, Akron University, Akron, OH Experiences and Qualifications: A results -oriented, multi -tasked manager with 37 years of successful experience in the manufacturing industry. Special expertise in key areas of planning, directing, and organizing all aspects of project management for large programs. A highly effective team leader with excellent interpersonal skills. LaserCraft, Inc. Norcross, GA 1 Project Administrator, Project management, tracking and expediting for Red-light Camera System. Process Control Corporation, Atlanta, GA 1 Warehouse Manager — Managed a staff of seven in all the day to day warehouse activities. Responsible for incoming and outgoing shipments, disposition of material and inventory, cycle count activity, negotiated freight rates, and coordinated timely shipments with production and sales. Logical Solutions Services Company, Inc., Atlanta, GA jNational Service Manager — Managed a field service team of 35 technicians located throughout the United States. Responsibilities included reporting and controlling field service operations, measuring performance, and maximizing productivity of field service personnel. Analyzed parts usage to aid in forecasting high usage parts versus low usage parts. Marconi Aerospace Avionics, Inc., Atlanta, GA Supervisor of Production Control — Served as the single point of contact to the Vice President of Operations concerning all production activity. Supervised a staff of ten. Responsible for all production control, shipping, receiving, and warehousing activities for multi- million dollar military contracts. Name and Title: Darlene Hinds, Program Manager Project Assignment: Customer Service and Public Relations Years Experience: 21 Years with Firm: 2 Education: Degree(s)/Year/Specialization: Experiences and Qualifications: Ms. Hinds has 21 years of experience in administration, program management, and program support. Ms. Hinds works directly with key municipality members to ensure the processing software is properly designed to meet the specific needs of our clients. Copyright © 2007 71 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Name and Title: Forrest Robinson, Director of Processing Project Assignment: ; Processing Software, IT and Practices Years Experience: ! 19 Years with Firm: 2 Education: Degree(s)/Year/Specialization: Georgia Institute of Technology, BS Mechanical Engineering with a minor in computer science. Experiences and Qualifications: Nineteen years bringing innovative solutions to clients with digital technology. As director of LaserCraft's Processing group, Mr. Robinson's goals are to optimize the workflow of the large amounts of data collected, and facilitate the reporting of that data. LaserCraft, Inc. Norcross, GA 1 Director of Processing — Daily management of violation processing staff, hardware and services. Work with government agencies. TR Digital Production, Atlanta, GA 1 President — Involved in all aspects of this high end, fast paced digital imaging center for the graphic arts. Services offered include digital scanning, digital printing, digital photographic imaging, e-commerce and multi -media. Suhner Manufacturing, Switzerland 1 Technical Sales — Conceptual engineering for high-speed, precision, automated manufacturing components for custom tools. Name and Title: Project Assignment: Years Experience: Tony Simmons, Processing System IT Manager Processing Software, IT and Practices 21 Years with Firm: 1 Education: Degree(s)/Year/Specialization: Internet Specialist, Kennesaw State, Georgia USAF Personnel Systems Manager Experiences and Qualifications: Mr. Simmons is a database specialist, systems analyst and Cold Fusion Developer. Name and Title: Greg Drake, Processing System Programmer Project Assignment: i Processing Software, IT and Practices Years Experience: Years with Firm: 3 <1 Education: Degree(s)/Year/Specialization: BS, Computer Information Systems, University of West Florida Experiences and Qualifications: Mr. Drake has 3 years of experience working in web based programming, web design, database development and information technology. Name and Title: Debra Shaw, Office Manager Project Assignment: Accounting/Accounts Receivables Years Experience: 32 Years with Firm: 7 Education: Degree(s)/Year/Specialization: Experiences and Qualifications: Ms. Shaw has years of experience in office management and accounting. She currently is the primary contact for all our contracted cities for billing and billing inquiries. Copyright © 2007 72 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.13 Vendor Qualifications (RFP Part I11, Section 13) 3.13.1 Financial Resources (RFP Part III, Section 13.1) LaserCraft understands the City seeks a financially secure and stable vendor with the human, technical and financial resources required to implement and operate its Red Light Camera Enforcement Program. A description of LaserCraft's organization is provided in Section 3.12.1: Project Organization (RFP Part III, Section 12.1). The following summarizes several of LaserCraft's qualifications, financial stability, overall strength and highlights additional benefits a partnership with LaserCraft would bring to the City of Round Rock: > Founded in 1994, LaserCraft has extensive industry experience. Our core philosophy is to offer high quality solutions that are flexible and tailored to the specific requirements of our customers > Our parent company, Public Safety Equipment, Inc. ("PSE"), specializes in safety and evidentiary enforcement solutions for municipalities and the police > LaserCraft is an American -based company incorporated under the laws of the State of Delaware; we manufacturer, implement and support 100% of the products and services presented in this proposal > LaserCraft designs, manufactures, and provides proven, industry-leading technology — LaserCraft is the only vendor in the industry with International Association of Chiefs of Police (IACP) approved triggering technology > LaserCraft's Internet -based back office system, Online Violation TM, is the first program specifically designed for automated systems and provides unparalleled access and expansion capabilities for citation approval, report generation, and auditing. It also allows citizens to access information and make payments on-line > LaserCraft and its parent company, PSE, are well established, profitable, and enjoy positive cash flow, thus ensuring financial stability > LaserCraft is a high integrity company. Neither LaserCraft nor any of its employees has been the subject of or connected with any allegations or indictments in regard to our sales process or contract performance In Section 6: Financial Statements, LaserCraft submits three (3) year history of audited financials. Financing required to implement the City's program is already in place. Copyright © 2007 73 Proprietary & Confidential RFP Requirement (Part III, Section 13.1) LaserCraft's Response 13.1.1. Vendor shall describe company's organization, including financial stability and overall strength. Agree (see below) 13.1.1.1. Proposal submittal shall include three (3) year history of audited financials. Any exception to this requirement shall be noted in writing and clearly identified in submittal. Agree (see below) 13.1.2. Vendor shall indicate whether the financing required to implement the City's program is already in place or will need to be obtained through third party agreements. Agree (see below) 13.1.3. Vendor shall provide the full name and address of the proposing firm. Agree (see below) 13.1.4. Vendor shall be financially solvent and able to support the City's program without the requirement of outside funding. Agree (see below) 13.1.5. Vendor shall provide a documented history of profitability, as referenced by copies of the previous three (3) years of audited financial statements. Agree (see below) A description of LaserCraft's organization is provided in Section 3.12.1: Project Organization (RFP Part III, Section 12.1). The following summarizes several of LaserCraft's qualifications, financial stability, overall strength and highlights additional benefits a partnership with LaserCraft would bring to the City of Round Rock: > Founded in 1994, LaserCraft has extensive industry experience. Our core philosophy is to offer high quality solutions that are flexible and tailored to the specific requirements of our customers > Our parent company, Public Safety Equipment, Inc. ("PSE"), specializes in safety and evidentiary enforcement solutions for municipalities and the police > LaserCraft is an American -based company incorporated under the laws of the State of Delaware; we manufacturer, implement and support 100% of the products and services presented in this proposal > LaserCraft designs, manufactures, and provides proven, industry-leading technology — LaserCraft is the only vendor in the industry with International Association of Chiefs of Police (IACP) approved triggering technology > LaserCraft's Internet -based back office system, Online Violation TM, is the first program specifically designed for automated systems and provides unparalleled access and expansion capabilities for citation approval, report generation, and auditing. It also allows citizens to access information and make payments on-line > LaserCraft and its parent company, PSE, are well established, profitable, and enjoy positive cash flow, thus ensuring financial stability > LaserCraft is a high integrity company. Neither LaserCraft nor any of its employees has been the subject of or connected with any allegations or indictments in regard to our sales process or contract performance In Section 6: Financial Statements, LaserCraft submits three (3) year history of audited financials. Financing required to implement the City's program is already in place. Copyright © 2007 73 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas The full name and address of the proposing firm is: LaserCraft, Inc. 1450 Oakbrook Drive • Suite 900 • Norcross, GA • 30093 TEL: 770-409-9660 • FAX: 770-409-9649 • www.lasercraftinc.com 3.13.2 Experience (RFP Part 111, Section 13.2) In this section, LaserCraft is presenting references to demonstrate a minimum of two (2) years of experience with at least three (3) cities providing a fully operational turnkey program utilizing comparable equipment and software proposed for the City. To date, LaserCraft is contracted to provide red light camera systems in Georgia, Maryland, Tennessee, Missouri, Maryland, and Illinois. Additional vendor experience that may be relevant to the success of the City's red light camera system and services program is presented previously in Section 1: Executive Summary and Section 3.13.1: Financial Resources (RFP Part III, Section 13.1). References Project Name and Location: RFP Requirement (Part III, Section 13.2) LaserCraft's Response 13.2.1. Vendor shall demonstrate a minimum of two (2) years of experience with at least three (3) cities providing a fully operational turnkey program utilizing comparable equipment and software proposed for the City. Agree (see below) 13.2.2. Discuss vendor's success in implementing red light camera systems in Texas and servicing other programs. Agree (see below) 13.2.3. Vendor shall discuss any other vendor experience that may be relevant to the success of the City's red Tight camera system and services program. Agree (see below) In this section, LaserCraft is presenting references to demonstrate a minimum of two (2) years of experience with at least three (3) cities providing a fully operational turnkey program utilizing comparable equipment and software proposed for the City. To date, LaserCraft is contracted to provide red light camera systems in Georgia, Maryland, Tennessee, Missouri, Maryland, and Illinois. Additional vendor experience that may be relevant to the success of the City's red light camera system and services program is presented previously in Section 1: Executive Summary and Section 3.13.1: Financial Resources (RFP Part III, Section 13.1). References Project Name and Location: Howard County, Maryland Project Owner's Name and Address: Howard Country, Maryland Automated Enforcement Division 9250 Bendix Road Columbia, MD 21045 Project Owner's Contact Person, Title and Telephone Number: Lieutenant Date Housman Tel: 410-313-2258 Scope of Entire Project: Fully Automated Digital Red Light Monitoring Photo Enforcement System (operational 01/04 — 21 approaches) — LaserCraft installs, maintains and operates the Red Light Monitoring Systems. We provide a complete turnkey service including evidence collection, pre-processing, post violation processing, mailing and revenue collection. LaserCraft subcontracts a portion of the back office processes to a subcontractor as well. Copyright © 2007 74 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Project Name and Location: Montgomery County, Maryland Project Owner's Name and Address: Montgomery Country Police Department 5th District 20000 Aircraft Drive Germantown, MD 20874 Project Owner's Contact Person, Title and Telephone Number: Tom Didone Tel: 240-876-1500 Scope of Entire Project: Fully Automated Digital Red Light Monitoring Photo Enforcement System (operational 03/06 — 40 approaches) — LaserCraft installs, maintains and operates the Red Light Monitoring Systems. We provide a complete turnkey service including evidence collection, pre-processing, post violation processing, mailing and revenue collection. LaserCraft subcontracts a portion of the back office processes to a subcontractor as well. Project Name and Location: City of Marietta, Georgia Project Owner's Name and Address: City of Marietta 150 Haynes Street Marietta, Georgia 30060 Project Owner's Contact Person, Title and Telephone Number: Deputy Chief Billy Grogan Tel: (770) 794-5325 Scope of Entire Project: Fully Automated Digital Red Light Monitoring Photo Enforcement System (operational 01/04 — 8 approaches) — LaserCraft installs, maintains and operates the Red Light Monitoring Systems. We are responsible for electronically retrieving violation images and pre-processing images for the City. LaserCraft provides all processing software and hardware in addition to maintenance and support to the City. Copyright © 2007 75 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Project Name and Location: Cottage City, Maryland Project Owner's Name and Address: Cottage City, Maryland 3820 40th Avenue Cottage City, Maryland 20722 Project Owner's Contact Person, Title and Telephone Number: Chief Steven Watkins Tel: (301) 927-9225 Scope of Entire Project: Fully Automated Digital Red Light Monitoring Photo Enforcement System (operational 04/05 — 2 approaches) — LaserCraft installs, maintains and operates the Red Light Monitoring Systems. We provide a complete turnkey service including evidence collection, pre-processing, post violation processing, mailing and revenue collection. LaserCraft subcontracts a portion of the back office processes to a subcontractor as well. Project Name and Location: Gwinnett County, Georgia Project Owner's Name and Address: Gwinnett County, Georgia 770 Hi -Hope Road Lawrenceville, Georgia 30046 Project Owner's Contact Person, Title and Telephone Number: Colonel Dan Bruno Tel: (770) 513-5252 Scope of Entire Project: Fully Automated Digital Red Light Monitoring Photo Enforcement System (operational 05/05 — 5 approaches) — LaserCraft installs, maintains and operates the Red Light Monitoring Systems. We are responsible for electronically retrieving violation images and pre-processing images for the City. LaserCraft provides all processing software and hardware in addition to maintenance and support to the City. 3.13.3 Innovation and Efficiencies (RFP Part III, Section 13.3) RFP Requirement (Part III, Section 13.3) LaserCraft's Response 13.3.1. Vendors are encouraged to provide alternatives and options in their proposals that may create operational efficiencies, cost savings, service improvements, or enforcement improvements for the City. Agree (see below) 13.3.1.1. All alternatives and options may be considered; Agree (see below) 13.3.1.2. Alternative pricing shall also be included. Agree (see below) LaserCraft is proposing a red light program for Round Rock as described in this proposal. We believe this program provides the greatest degree of operational efficiencies, cost savings, services, and enforcement benefits for the City. Alternative pricing is discussed in the following section. Copyright © 2007 76 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 3.14 Program Cost (RFP Part III, Section 14) 3.14.1 Installation Costs (RFP Part III, Section 14.1) LaserCraft understands the City will not pay any upfront costs for the installation of this program. Our proposed program does not include any upfront costs for the installation. 3.14.2 Monthly Fixed Fee per Installed System (RFP Part III, Section 14.2) Herein, LaserCraft submits a monthly fixed fee per installed system (approach) that includes all installation, equipment, service, maintenance, violation processing and services, community awareness and all other costs related to the Scope of Work required in the RFP. LaserCraft is also offering an alternate fee/pricing option. Description Amount Monthly Fee per Intersection Installed System (Approach) $4,495* *Includes all RFP requirements, revenue neutrality (Section 3.14.3) and no limit on collect citations. Description Amount Alternative #1: Monthly Fee per Intersection Installed System (Approach), limit up to 150 Collected Citations $3,995 per month plus $10.00 per collected citation over 150 collected citations* *Includes all RFP requirements, revenue neutrality (Section 3.14.3) — the $10 per collected citation over 150 is to cover processing operators, citation processing process, printing and mailing, customer support, and other related activities required by the City such as hearing support, expert testimony, etc. Round Rock and LaserCraft will mutually agree upon which candidate sites would be implemented with a red Tight camera system. LaserCraft is aware that SB 125, which goes into affect 09/01/07, bans the practice of paying vendors based on how many tickets or how much revenue their cameras generate. 3.14.3 Revenue Neutrality (RFP Part III, Section 14.3) LaserCraft guarantees cost neutrality, i.e. revenue from the citations will at least match the cost of our monthly service fees. Should revenue collections fall short of the cost of our service fees, LaserCraft will absorb the difference in cost. 3.14.4 Number of Installed Systems (RFP Part III, Section 14.4) Pricing assumes a minimum of 4 installed systems will be operated. LaserCraft guarantees cost neutrality. 3.14.5 Delinquent Debt Collection Services (RFP Part III, Section 14.5) The fee for providing delinquent debt collection services for this project is estimated to be approximately 35% of the delinquent fees collected. LaserCraft understands delinquent debt collections are defined as any vendor activities described in the Delinquent Debt Collections section where the debt is reclassified since the delinquent debt is determined beyond a set timeframe after the first notice. 3.14.6 Alternative Solutions (RFP Part III, Section 14.6) LaserCraft is proposing a red light program for Round Rock as described in this proposal. We believe this program provides the greatest degree of operational efficiencies, cost savings, services, and enforcement benefits for the City and no alternative solutions are offered. Copyright © 2007 77 Proprietary & Confidential Rptiuets)4 3 Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 4 Sample Reports This section illustrates several sample reports available through our Online Violation processing system. -4.441s ,tt.a041. -J -A e iotation lion System General' Report* allycaittitiolatort.Renlitl Kew tags that have more than one occurrence. Reports Saoetvisor Reversal Rrow ;lit= oeqod ggroats . Red Ltatd bti- sdaeNtunketiteoot( Kew incidents that have been changed by the su ervisor. Kew citations broken down b radii ht time. Kew citations broken down by MPH. Viewdilatiensbroken down by badge number. KaI ohs be Snood Report.. Spmedian Kew citations broken down by MPH. icalReports DagyAdlttstment.Ranort Rellskunaltitrilgialeing t � ladieughatisterlisting CrselLCaothitage coif" etlon Reports: ellrafooA -ency_ktdNReoort Cour on Mance Pnor Report AellsstillikAglealissad Citation aging. View alt adjustment details by date range. View payments and payment details by date range. View all incidents received by date range. View credit card payments and payment details by date range. View PAM to OV activity. Pam Error report View balance totals by date categories CotledfojPerformat co Report Kew what has happened to a citations sent to collections OVRatalk Renert View OV generated batches.. (O1/ to PAM}. Dally Reports Actimat& ditReport Kew activity by dab or by person. udicaaon Aediuthr Rena i Kew cases heard, cases that need to he heard for selected dates. Citations Due; Ration Kew tytattons that have a due date within the selected dates. Qtstlnn Reeorl View lnddents/Coati ons per location for selected dates. goastiwahang DaihDepeair.Renoti View Madam that are currently In coliecdon& View daily payments entered into the system, for selected dates. Extendfiead9ee: Reoort JVSF Ronal, Kew citations that have their due date emended. View alt violations that have returned checks by selected date range. Pavmaribvatte. Report Kew Payments, issued citations for each site. �remota Received by Citation Report View payments received Into the system. Petfpnan.Repod MUM= Scene Ehceetlon Report Kew Inddents/Cdadoml Reigns per location for selected dates. Kew the petfortnance of all cameras in the system, for selected dates. Kew alt closed citations Mat are due a refund, for selected dates. Weekly Reports 1Netidv Cpason Retort Kew lnddents/Otatons per location per week. Weekly Scope Exception Report Vtaw Incidents/Citations/ Rejects per location per week. Operations Reports cMatisa Tamaround Report Dally Adimlment Resort ViewAdjmmtem Details. Daily Deeasit Report View Deposit Details )ayitlent Rend Kew Ineidents%Gtatdans/ Reject& Open Invoice Report Moodily view of open citations Turn around report Vtelation Reconciliation Copyright © 2007 78 Proprietary & Confidential gmtissigid,. ') Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Adjediaden And nuaa... 4 cases heard 762 dJYdlcalIon AothAly Taul/ages Adjudicated: 382 meow* l'9 mama Adjudication Adis.* Report Fran: - Jen Hyl To: ' Sec e /. 7 •• /.20115 Select User : 176 of OI05b N _: :Ctehen NYIn4M 54atds Adjudication Orae Judgment Reason 4192753 Closed 010412099.10 PM Images de not Support Violation Chianti 4169505 Closed 017544035C 43 PM Images do not Support Violation Crsena 4240157 Closed CO/187203504 06 PM Misoellaneaus 4228469 Closed 01n0MC604 44 PM Miscellaneous 4332$4 Closed 01292035 04 10 PM Miscellaneous 4315992 Closfd 7165/7050425 Pte Emergency (medical) 434$9 Closed 012512005134.36 PM Miscellaneous 4350054 Closed 0127,2990336 P61 rliscelivreous 4216027 Closed 02/012300004:31 PM Right Tum on Rad 4260670 Closed 0208290503 16 PM Images do nm Supped Violation Galena 42208.38 Closed 02430400503:55 PM Images do 741 Support VaUtion Criteria 430438 Closed 02736,2006 05 CC 1.1.1 Images de not Supped Viola1.on Criteria 4336657 Closed 02/15/2090426PI. Miscellaneous 4455360 Closed 03,131/20. 0504 06 PM 11.erse Weather 4389310 Closed 0310127090439 Phi Emergency (medical) 1661342 Closed 04i192060542 PM Ms7ellaneous 4735554 C6sed 05/17/20E604 11 PM Emergency (medical) 4703401 710444 0502/31/05 04 33 PM Miscellaneous 1651310 Closed 0525/2005 10 20 AM Miscellaneous 4315301 Closed 06114131350546 PM M,sceltaneous 4651520 Closed 05/28/2005 03.50 PM Miscellaneous 46.75023 Closed 0075._11150506 Ph1 miscellaneous 4809576 Closed 176/18/20920523 PM Miscellaneous 4976995 Closed 07/12/2379 9 24 Pre Mccellaneeus 4946343 Closed 07/19/20904 40 PM Deemed Unsafe to Stop 5001115 Closed 07131,^3'9937 Ate Emergency (medical) 991926 Closed (0 22/20 05 0 2 19 PM Miscellaneous 519/91 :lased 03/22/30060103 PM Deemed Unsafe to Stull 5112453 Closed O/22MM 03:04 PM Deemed Unsafe to Stop 5142535 Closed 09032005133 45 PM Emergency (medical) 5175906 Closed 0303/2005 0 6:05 PM Adverse Weathet 5176424 Closed 00/300305 06 06 PM Adverse Weather 5216700 Closed 09436/20505 17 PM Miscellaneous 5144133 Closed 179/13(2X004 36 PM Miscellaneous 5140865 Closed 09/134059.96 PM Miscellaneous 5169433 Closed 09.770 905 03 30 PM Miscellaneous 52E6742 Closed 0/204{050442 PM Miscellaneous 5289057 Closed 10/11206504 21 PM Miscellaneous 5322259 Closed 10/11/2[0564.54 PM Miscellaneous 6177032 hosed 10957390444 PM / 40301ng Emergency Personnel Instmaisms 630295 Closed 1008/10904.50 PM Emergency (medual) 530169 Closed 13/20x50502.20 PM Miscellaneous 5367334 Closed 11/3X279129 PM Miscellaneous 5555:42 C6sed 117702005 03 Pie Miscellaneen, 5521644 Closed 11 /082035 /0 9., 04 39 PM Miscellaneous 5402639 Closed 11),0(999. Ill) Pnn taiscellariemn 5503527 Closed 117222005 06 38 PM Miscellaneous "'599746 Closed 103720904 14 PM Msceuanenus 5061126 Closed 12/0573305 05 30 PM Deemed Unsafe to Stop Nulnhel roguing adloWcanne Guilty 49 333 Adjudication Activity Report Copyright © 2007 79 Proprietary & Confidential 44k940,42voik Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas CsIadanAging Roaon pati at r.put Maraiay hovam6ar Z1. 2005 a112 S3 PM Musabas o1 Madatira Ago Aormai l (Ns 1081 Tit • 90 Days' $105f70.0Kt 1103 '91• 120 Days" $107.15600 1334 31 • 60 Days' St33137rl,OD 19513 '120* Days' $177 0135 90 1337 •0.30 pays- S127)72000 Flo NI*b.tw R*ppfl Raft Z,7 Tp: .,y alto 0104441 Ill Malold PMM 1 tY/WOW tiPt gO 50 CO 11=005 1 535 SG Qi 11J22,27O5 1352203 10311) 1 V224G06 41Flate y100 $.Mit H _hist T IMI W 1727/7005 2 al Croat CN'�l TSI.ai G[�.+su ph at SWI!r ike1u9 OW. Wm* COO Goma %Merl WO Casa .,i EI Ol1u Cheek Ouch &mot Clfea CMfk 5a1041 Ofe. MM Cm{ C1 mes Woof 06ci r Exception Acdany Bad Dab Bar Camxa wanton Camera Nor Femme! Doty Lera bum. imiterkn Exceeds Tie Day rid Flash Nd Mb4iy Cab Flash Nallillatchg Tag Imp 0r99x Ern ii de b Semrd wane nage ala axe em el Blare r u readaoo Dara. Mom Stare 1 unreadable &ale Flare axe nare u raadade Pao- loodno tyre Faxr*g Slop Ba n First scene kluge Fawn: •Jere +y I —2 2005 Scope Euceptlohi Issued To:.' Nay ••022 •9 2005 acapdan Racaudliadas Copyright © 2007 80 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas Violations Badge number Vieletions by Bodge Number Report Flom:; Dec 1 v/ 2005 Ta: Dec "f 7 / 2005 vl OrtatI,EOPP4 61cidents Rejections CitationsBadge Num Fines Penalties Payments Total Owed 0972 125 i 0 50 OC 50.00 50 00� 4 Z 2 1349 5100.00 90.00 5000 $100 CO 265 � 7 1350 9350 00 50.097 50 PO _. 29 4 13 1358 5650.00 50.00 50.00 163 45 79 1405 93.950. DO 5000 50.00>m,.w 53.95000 46 17 1526 000900 50.00 30.0 181 LE 64 1700 53200.00 50.00 SO 00 53.20700 6 5 0 1823 50.00 10.00 50.00 60.00 9 9 0 1866 S0. U3 50. Q1 17 w61, 50 00 `a 9 2066 5450.00 50.00 50 00 5450.00 2 2 0 2074 SO W 50.00 SD (b SO 00 38 34 3 2702 9150.D 50.00 5000 115000 689 572 194 19.700.00 50.00 $0.00 59.700.00 Copyright © 2007 Qtatiine Number: ;Vielati.n Type: Violation Date: Violator Status: Plea Status Violation Notes+• Phone/1umber, -. Tag:- Tag Stiter 5216175 Related Citations USPS Number. None Red Light Owner's Name: Jane Doe 0801920050151 PM Address: PO Box 38714 Closed City: (Wieners .:Guilty Auto State Maryland Bpcnde: 28278 '13016119 Mb Qtargaa and Atljuslmatr,s: Alnyunit bate Make: Toyt Model Ray MP Year. 2000 Type Fee Type Adjusenent type 150-00 06/102005 Fee Initial Fee N/A 05000 09/162005 Fee First Late Fee N/A $0.00 10/18/2005 Fee Second Late Fee N/A PAYmeinK Amgwtt Payrnent Date Type OMn C1ted Check Account Caedit Card Status (550.00) 09720/05 03:00 PM Check Main office 1161 529.0724289 N/A. Accepted (55000) 11220505.06 PM Check Main office 1201 5293024266 8UA Accepted Amount Due: $0_00 Notices Sens Notice Type First Notice Second Notice Final Notice Print Date 08/102005 09/162005 10/162005 434.1101 Due Date 09/122005 10/172005 11/182005 Report Rearm: Reprint Reonnt 81 Proprietary & Confidential Proposal for a Red Light Camera Enforcement Program For the City of Round Rock, Texas 5 Sample Images This section illustrates our system's ability to capture images under varying degrees of conditions including daytime, nighttime, rain, sunlight, simultaneous, etc. It also shows images that demonstrate our system's ability to: ➢ Capture clear license plate images with covers and other distorting materials used by drivers ➢ Capture common types of violations across numerous lanes of traffic ➢ Capture simultaneous violating vehicles Copyright © 2007 82 Proprietary & Confidential Sample Images Inclement Weather Rain SPc Time Date Code Amb Red1 Foto Limit Ls 026 mph 15.34.02 12.05.05 0000316 4.00 000.26 980A 040 mph L2 SPc Time Daze Code Amb Red2 Foto Limit Ls -_- 15.34.03 12.05.05 0000316 4.00 000.66 9808 040 mph L2 SPc Time Date Code Amb Red4 Foto Limit Ls --- 15.34.03 12.05.05 0000316 4.00 001.17 980D 040 mph L2 Snow SPc Time Date Code Amb Red1 Foto Limit Ls 039 mph 14.26.59 12.05.05 0000301 3.94 000.29 203A 040 mph L1 SFc Time Date Code Amb Red2 Foto Limit Ls --- 14.27.00 12.05.05 0000301 3.94 000.78 203B 040 mph L1 SPc Time Date Code Amb Red4 Foto Limit Ls --- 14.27.00 12.05.05 0000301 3.94 000.98 203D 040 mph L1 r Copyright © 2007 Attachment Proprietary & Confidential Sample Images Inclement Weather Fog/Ice Rain SPc Time Date Code Amb Red1 Foto Limit Ls 028 mph 15.26.51 12.05.05 0000203 4.00 000.74 295A 035 mph L2 SPc Time Date Code Amb Red2 Foto Limit Ls 15.26.51 12.05.05 0000203 4.00 001.01 2958 035 mph L2 SPc Time Date Code Amb Red4 Foto Limit Ls --- 15.26.52 12.05.05 0000203 4.00 001.62 295D 035 mph L2 Bright Snow SPc Time Date Code Amb Red1 Foto Limit Ls 035 mph L2 021 mph 15.21.06 12.05.05 0000306 4.00 000.37 845A SFc Time Date Code Amb Red2 Foto Limit Ls --- 15.21.07 12.05.05 0000306 4.00 000.95 8458 035 mph L2 SPc Time Date Code Amb Red4 Foto Limit --- 15.21.08 12.05.05 0000306 4.00 001.66 845D 035 mph Ls L2 Copyright © 2007 Attachment Proprietary & Confidential Sample Images Inclement Weather Fog/Snow SPc Time Date Code Amb Red1 Foto Limit Ls 025 mph 15.19.45 12.05.05 0000305 5.00 000.64 547A 055 mph L1 • SPc Time Dace Code Amb Red2 Foto Limit Ls --- 15.19.45 12.05.05 0000305 5.00 000.69 5478 055 mph L1 SPc Time Date Code Amb Red4 Foto Limit Ls --- 15.19.46 12.05.05 0000305 5.00 002.01 547D 055 mph L1 • •4 • Night Rain SPc Time Date Code Amb Red1 Foto Limit Ls 018 mph 21.11.51 12.05.05 0000202 4.00 038.65 031A 045 mph L1 • • • t • a. --- 21.11.52 12.05.05 0000202 4.00 039.44 031C 045 mph L1 SPc Time Date Code Amb Red4 Foto Limit Ls 21.11.53 12.05.05 0000202 4.00 040.07 031D 045 mph L1 t I t • Copyright © 2007 Attachment Proprietary & Confidential F , -� IWO; N fl 4dw Opo O00£ as too OO p LO£0000 SOZZ'p0 DO'99'bl •-- £l 4dw OCO 000E LL too 00'b 10£0000 SO'LZ 00 00'95pL sl 4!w;l 0101 ppa £l 4dw opo VOO£ 9L l00 00'p L0£0000 SO'LZ'p0 £0'9S'pl 4dw 6£0 b qwV apo0 aced awil adS sl ln0il 0103 CO j quit/ aPOD alep ewil ads sl 4!wll 0403 LPail qwV @Poo a4eO awil adS c; Ing" 1 _ Zl 4dw opo (366Z 9L100 00'0 LO£o000 90'LZ'b0 170'9S'bt --- Z-1 4dwOb0 flG6Z Lt,too Sl 7!wil 0401 ppab qwV apo0 alep awi a 00'b 1000000 SO'LZ'b0 £0 9S pl --- Zl 4dw ob0 V66Z 60 LOo� OO b 10£0000 SO'LZ'b0 £O'9S'bl 4dw L£0 1 dS sl }iwrl 0103 LPad qu�V oPuO a1e� awil adg Sl 7iwll Nod Lpa?j qwV aPoo )lea awil adS SJGUURV � � a i , . £l Ow SEO (77Z 8£Z00 00'7 POE0000 50 80 60 9L'00'9L --- El 4dw SCO 977Z OO ZOO o07 70E0000 9080.60 9,00.91 --- Cl 4dw SEO tl77Z 98t00 007 70£0000 908060 9L'O0 9L 4dw 9E0 sl l!w!l olod hpau qwV aPoo ale( awil ods sl 71ug1 oyod ZMI q-17 aPoD aU:, awLL ods sl lm!l olod tpa8 gwtl apo0 ayep aw!1 odS V ^J - a ~•da 'r-4.�a`td...'�.I/;:.,SL..A:3.n f �i'w,- '_� -.__ -- Zl Ow 9f.0 cen 9L too 00'7 70E0000 90'80'60 9L'00'9L --- Zl 4dw SEo SE7Z 9F,-Loo oo t, 70E0000 908060 9L'00-9t --- Z-14dwSCO V£7Z EL-Loo 007 7000Oo0 90'8060 St 00 9t 4dw 7C0 sl y!w!l oyoj ppab qwy apo( ale(] awil ods sl i!wil oloj ZPazi qwy apoo ale0 owil ods sl 3!wll oyoj ypab qwy apo0 ayep awil odS • • :�. mom El 4dw S£0 (Zte Et-too 00.7 G000000 so 80 60 St 00 9t -- £l 4dw S£0 9Z7Z £1000 w 00.7 a 70£0000 5080'60 9L 009L --- £l 4dw SCO VZ7Z 89 000 007 70£0000 S08060 SL 009L 4dw SEO sl y!w!l olod ppab qwV apo0 aye, awil :),IS sl 8w!l olod li 4 pa' o a e 7 poo 1 Cl —i dS sl 31wil olod LP48 gwtl aPoO alep awil odS siauunu lqflll DAIJIM39SUOOOldlil