Print Back to Calendar Return
    3.    
Business Meeting
Meeting Date: 09/25/2018 Length (in minutes): 10 Minutes
Agenda Title:    LOCAL CONTRACT REVIEW BOARD - Consider Photo Enforcement Systems and Related Services Contract Award Systems and Related Services
Prepared For: Joseph Barrett Submitted By: Kelly Burgoyne, Central Services
Item Type: Motion Requested
Meeting Type: Local Contract Review Board
Public Hearing
Newspaper Legal Ad Required?:
No
 
Public Hearing Publication
Date in Newspaper:

Information
ISSUE
Shall the Local Contract Review Board award a contract for photo enforcement systems and related services to Conduent State and Local Solutions, Inc.?
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends the Local Contract Review Board award a contract for photo enforcement systems and related servcies to Conduent State and Local Solutions, Inc. and direct the City Manager to take the necessary steps to execute the contract.
KEY FACTS AND INFORMATION SUMMARY
At the direction of City Council, over the past several years the Police Department has exhaustively reviewed and explored implementing a photo enforcement program in Tigard.  The following timeline serves to demonstrate the process of the review and discussions with Council regarding the program:
 
  • August 2010  – At the direction of City Council, the Police Department presented an informational briefing photo red light enforcement.
  • June 2015 - Council directed the Police Department (PD) to conduct a traffic study on the feasibility of implementing a photo red light program.
  • November 2015 - The PD worked with a photo red light vendor to complete a study at four (4) locations along Pacific Highway.
  • August 2016 - A traffic survey and staff report were submitted to Council for consideration. Council directed staff to determine the public's level of support.
  • January 2017 - A photo red light question was included as part of a larger community survey.
  • February 2017 -  Citizen survey results were released
  • April 2017 - Staff memo to Council including results of citizen survey and requesting direction to move forward.
  • May 2017 AIS 3065 – Staff report to Council recommending implementation
  • February 2018 - Photo red light vendor traffic survey results provided to the PD
  • September 2018 - Photo red light presentation during the Council workshop meeting 

Based on research conducted with similar jurisdictions, the traffic study results, and a preliminary workload analysis along with a review of ODOT crash response data, the Police Department has identified three intersections on Pacific Highway 99W to be the preferred locations to install photo red light enforcement cameras.  Those intersections are:
  • 99W & SW Hall Boulevard, and
  • 99W & SW Durham Road
  • 99W & 72nd

Given all the data and discussions with the City Council, the Police Department developed an implementation plan for the program with photo red light enforcement only at these three intersections as the program and its impact on citizens and staff workload are explored. ALl three are possible locations to implement  "speed on green" enforcement after the red light enforcment program is operationally stable.  The first two intersections under this implementation will have three approaches captured by a camera – north bound, south bound and west bound; the intersection at 99W & 72nd will have two approaches - north bound and south bound. A "soft enforcement" period for education, will be incorporated for the first thirty days with warnings mailed to offenders during this period.  Signage and other outreach methods will also be utilized to prepare the public for this program.

With a the program plan in place, a Request for Proposal (RFP) was released on July 6th of this year with proposals due on July 25th.  Upon closing, the city received four proposals:
 
  • Conduent State & Local Solutions, Inc.
  • RedFlex Traffic Systems, Inc.
  • VerraMobility (American Traffic Solutions, Inc.)
  • Sensys America, Inc.

A selection committee of staff from multiple departments and divisions scored the proposals based on the following criteria as outlined in the RFP:
 
  • Knowledge, Experience, Qualifications, and Financial Stability of the Firm (20% of total score)
  • Project Understanding and Approach (30% of total score)
  • Technical Specifications of the System (30% of total score)
  • Compensation Structures (20% of total score)

Upon review, the selection committee found Conduent State & Local Solutions, Inc. (Conduent) and RedFlex Traffic Systems, Inc. to be the top ranking firms and moved forward with a presentation/interview process with those two firms.  During this process, additional scoring was attached and the same selection committee evaluated the presentations and responses to the city's questions.  After these presentations, it was clear to the selection committee that Conduent's system and infrastructure provides the best solution for the city's plan for the photo red light enforcement program.  Accordingly, Conduent is receiving the selection committee's recommendation for contract award.  The recommendation will be for the three intersections listed above with the contracting allowing the option to add speed on green enforcement at the city's discretion.
OTHER ALTERNATIVES
The Local Contract Review Board may elect to place this program on hold and direct staff to conduct further studies.

The Local Contract Review Board may direct staff to add to or alter the intersections detailed in this program.
COUNCIL OR TCDA GOALS, POLICIES, MASTER PLANS
DATES OF PREVIOUS CONSIDERATION
  • August 2010 – informational briefing
  • June 2015 - Council directed the Police Department (PD) to conduct a traffic study on the feasibility of program.
  • August 2016 -traffic survey and staff report submitted to Council.  Council directed staff to determine the public's level of support.
  • April 2017 - staff memo to Council including results of citizen survey and requesting direction to move forward.
  • May 2017 – staff report to Council recommending implementation
  • September 2018 - staff presentation at Council workshop

Fiscal Impact
Cost: $2,100,000
Budgeted (yes or no): No
Where Budgeted (department/program): General Fund (after 1st Quarter Supplemental)
Additional Fiscal Notes:

The total cost of this program is anticipated to be just over $5 million over five years.  This contract accounts for roughly $2.1 million of that cost for photo red light enforcement at the three intersections identified:  99W/Durham Road, 99W/Hall Boulevard and 99W/72nd.  Additional Municipal Court staffing, Police Department staffing, other ongoing operational costs, and a court remodel make up the other costs.  The program is anticipated to generate between $6.2 million and $7.8 million in citations revenue over that same period. 

A detailed revenue and expense forecast summary of the program is attached for review.
There are many variables that contribute to the number of citations issued and at what level they are paid. The forecast takes into account a range of potential photo red light citations that we may experience annually (approximate range of 13,000 to 16,500). After all business rules and thresholds have been set and the City has at least six (6) months of actual program experience, a better expense and revenue forecast can be established.

Attachments
Photo Red Light forecast summary

AgendaQuick©2005 - 2018 Destiny Software Inc., All Rights Reserved