Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence Management

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated: Automated License Plate Reader (ALPR) System With Fixed Infrastructure and Cloud-Based Evidence Management.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

Project Details

• Reference ID: 2026-RFP-054-PR
• Department: Sheriff
• Department Head: Kalvin Barrett (Sheriff)

Important Dates

• Questions Due: 2026-08-20T21:00:00.000Z
• Answers Posted By: 2026-08-27T21:00:00.000Z

Evaluation Criteria

• Qualifications, Implementation Schedule & Service Level Commitments (15 pts) —

  The Proposer shall provide information sufficient for the County to evaluate the Proposer’s qualifications, implementation capability, and support commitments. At a minimum, the response shall address the following:

  1. Proposer Qualifications and Experience
     1. The Proposer’s experience and capability to fulfill the contract requirements.
     2. A brief company history, including year established, headquarters location, ownership structure, and length of time offering the proposed solution.
     3. The Proposer’s experience providing ALPR solutions to U.S. law enforcement agencies, including confirmation that the Proposer has a minimum of five (5) years of such experience.
     4. All outside consultants, subcontractors, implementation partners, hosting providers, or other third parties to be used in performance of the contract, including contact information and a brief description of their roles.
     5. Evidence of financial stability, including the most recent audited financial statements or equivalent documentation. DCSO reserves the right to request additional financial information prior to award.
  2. Vendor References and Comparable Deployments
     1. A minimum of three (3) law enforcement agency references for deployments comparable in scale to DCSO.
     2. References shall include agency name, primary contact name, title, phone number, email address, deployment scope, and length of time in production.
     3. DCSO reserves the right to contact references not listed by the Proposer.
  3. Training and Knowledge Transfer
     1. A comprehensive initial training plan for DCSO administrators, investigators, and patrol   personnel. Training shall be role-appropriate and shall address both technical system operation and DCSO policy, governance, and authorized-use responsibilities.
     2. A train-the-trainer approach enabling designated DCSO training personnel to train and certify new users internally, including newly assigned patrol deputies and other personnel.
     3.  Availability of on-demand online training modules for both patrol and administrative roles so that new personnel may complete required training without waiting for scheduled   instructor-led sessions.
     4. A description of all training materials, user guides, refresher training options, training update practices, and any additional training costs.
  4. Implementation Plan and Project Delivery
     1. A detailed implementation plan from contract execution through production go-live and post-go-live stabilization.
     2.  The implementation plan shall include, at a minimum:
        1. project governance,
        2. project schedule,
        3. project staffing and responsibilities,
        4. installation approach,
        5. integration steps,
        6. training plan,
        7. testing plan,
        8. go-live plan, and
        9. post-go-live support approach.
     3. A detailed implementation timeline identifying major milestones, deliverables, dependencies, assumptions, and County responsibilities.
     4. Identification of the proposed project manager, escalation structure, status reporting approach, and issue/risk management process.
  5. Service Level Agreement and Ongoing Support
     1. A detailed Service Level Agreement (SLA) covering system availability/uptime, support response times, issue resolution or restoration timeframes, escalation procedures, and related support terms.
     2. Confirmation that the Proposer maintains a U.S.-based customer support operation staffed twenty-four (24) hours per day, seven (7) days per week, three hundred sixty-five (365) days per year.
     3. A description of support channels, severity levels, target response times, target resolution times, maintenance notification practices, and service escalation procedures.
     4. Confirmation that a dedicated customer success representative or equivalent account manager will be assigned to DCSO for the duration of the contract.
  6. Warranty, Maintenance, and Product Support
     1. The warranty period for camera hardware, accessories, installation workmanship, and software defects.
     2. The Proposer’s replacement process, including any advance replacement options.
     3. Firmware update practices and security patch management practices.
     4. End-of-life and end-of-support notice periods for hardware and software components.
     5. Spare parts availability, maintenance support availability, and any exclusions or limitations applicable to warranty or maintenance coverage.
• Hardware Requirements - Fixed ALPR Camera Infrastructure (15 pts) —

  The Proposer shall provide complete technical information for all fixed ALPR camera models proposed. At a minimum, the response shall address the following for each model offered:

  1. Environmental durability, including ingress protection rating, operating conditions, and suitability for year-round outdoor deployment.
  2. Manufacturer name, model number, country of manufacture, and country of final assembly.
  3. Capture performance, including vehicle speed range and performance in daylight, low-light, and nighttime conditions.
  4. Data transmission methods from the camera to the hosted platform, including connectivity options, transmission timing, buffering capabilities, and security protections for data in transit.
  5. Mounting and deployment options, including pole mounting, compatibility with existing County-owned infrastructure, whether poles are provided, and typical site requirements or constraints.
  6. Supported power options, including power source requirements, consumption, backup options, and site constraints.
  7. The proposed ownership model for the camera hardware, including any terms governing title, maintenance, replacement, warranty, and end-of-term disposition.
• Software Platform and Cloud Architecture (15 pts) —

  The Proposer shall describe the proposed software platform, hosting model, architecture, and security controls. At a minimum, the response shall address the following:

  1. The overall hosting model, including whether the platform is fully cloud-hosted, hybrid, or on-premises.
  2. Any required on-premises components, including servers, appliances, local gateways, agents, or client software.
  3. Whether the solution is fully web-based or requires software installation for administrative or end-user access.
  4. Whether local servers are required for application functionality, storage, processing, or alerting.
  5. A high-level system architecture diagram identifying major components, interfaces, data flows, hosting environment(s), and third-party dependencies.
  6. The expected turnaround time from image capture to hot-list alert notification under normal operating conditions.
  7. The method(s) used to deliver alerts and any factors that may affect notification timing.
  8. The data elements captured and stored for each image event, including images, metadata, and any derived vehicle or plate information.
  9. Historical query capabilities, including any scope, time, or functionality limitations.
  10. Geofence or location-based query capabilities, including any constraints.
  11. How and where data is stored, including hosting provider, region, encryption in transit, encryption at rest, and data residency.
  12. Standard and configurable data retention settings.
  13. Data deletion controls, including who may delete data, how deletion permissions are managed, whether deletion events are logged, and whether deleted data can be recovered.
  14. Conformance with applicable FBI CJIS Security Policy requirements, including supporting documentation.
  15. Current third-party security assessments, attestations, and certifications for the proposed platform, including SOC reports, ISO certifications, penetration tests, and vulnerability assessments.
  16. Audit logging capabilities for user access, searches, administrative actions, exports, and deletion events.
  17. Availability of a publicly accessible trust, security, or compliance portal documenting current security and privacy certifications and reports
• Platform Integration with Existing Agency Public Safety Technology Platforms (10 pts) —

  The Proposer shall describe the proposed software platform, hosting model, architecture, and security controls. At a minimum, the response shall address the following:

  1. The overall hosting model, including whether the platform is fully cloud-hosted, hybrid, or on-premises.
  2. Any required on-premises components, including servers, appliances, local gateways, agents, or client software.
  3. Whether the solution is fully web-based or requires software installation for administrative or end-user access.
  4. Whether local servers are required for application functionality, storage, processing, or alerting.
  5. A high-level system architecture diagram identifying major components, interfaces, data flows, hosting environment(s), and third-party dependencies.
  6. The expected turnaround time from image capture to hot-list alert notification under normal operating conditions.
  7. The method(s) used to deliver alerts and any factors that may affect notification timing.
  8. The data elements captured and stored for each image event, including images, metadata, and any derived vehicle or plate information.
  9. Historical query capabilities, including any scope, time, or functionality limitations.
  10. Geofence or location-based query capabilities, including any constraints.
  11. How and where data is stored, including hosting provider, region, encryption in transit, encryption at rest, and data residency.
  12. Standard and configurable data retention settings.
  13. Data deletion controls, including who may delete data, how deletion permissions are managed, whether deletion events are logged, and whether deleted data can be recovered.
  14. Conformance with applicable FBI CJIS Security Policy requirements, including supporting documentation.
  15. Current third-party security assessments, attestations, and certifications for the proposed platform, including SOC reports, ISO certifications, penetration tests, and vulnerability assessments.
  16. Audit logging capabilities for user access, searches, administrative actions, exports, and deletion events.
  17. Availability of a publicly accessible trust, security, or compliance portal documenting current security and privacy certifications and reports.
• Mobile Application Capabilities (10 pts) —

  The Proposer shall describe the mobile application capabilities of the proposed solution. At a minimum, the response shall address the following:

  1. Whether the proposed solution supports mobile applications for iOS, Android, or both.
  2. Whether the mobile application is part of the proposer’s broader public safety platform, a standalone ALPR/LPR application, or a separate companion application.
  3. Any functional differences between mobile operating systems or application versions.
  4. The mobile application’s support for real-time alerts, real-time or near-real-time queries, historical searches, and related LPR functions.
  5. Any limitations on mobile functionality based on user role, device type, operating system, or network connectivity.
  6. How alerts are delivered to the mobile application and what information is included in each alert.
  7. Any available user-configurable alert settings or notification preferences.
  8. How the mobile application functions in remote, offline, or limited-connectivity environments, including support for offline inquiries, cached data, synchronization behavior, and operational limitations.
  9. Security controls applicable to mobile application data stored or accessed on the device
• Data Ownership, Access, Retention, Privacy, and Legal Compliance (10 pts) —

  The Proposer shall describe the proposed platform’s approach to data ownership, data use, privacy, retention, access control, and legal compliance. At a minimum, the response shall address the following:

  1. Ownership of all LPR data, images, metadata, audit records, and related records created, collected, stored, or processed under the contract, including whether DCSO retains exclusive ownership.
  2. Whether the proposer pools, aggregates, analyzes, resells, licenses, shares, or otherwise repurposes DCSO data for any purpose outside performance of the contract.
  3. Any circumstances under which DCSO data may be used, disclosed, or accessed by federal agencies, state agencies, private entities, subcontractors, or other third parties.
  4. Whether the proposer sells, resells, transfers, discloses, or otherwise makes DCSO data available to any third party, and if so, under what authority and for what purpose.
  5. Whether the platform offers a public-facing transparency portal or similar feature, and who controls the content, publication settings, and availability of that feature.
  6. How non-evidentiary data is purged or deleted, including whether such purging is automatic, manual, rule-based, or administrator-controlled.
  7. Who controls retention settings and whether DCSO may independently define retention periods and deletion rules.
  8. The access control model used by the platform, including role-based permissions, authentication controls, and administrative management capabilities.
  9. Whether DCSO may define access levels, roles, groups, and group membership without vendor intervention.
  10. The data elements captured for each detection.
  11. Whether the system captures images of faces, drivers, passengers, pedestrians, or other non-plate subjects, and any related limitations or controls.
  12. Compliance with all applicable local, state, and federal laws, regulations, and policies.
  13. Security controls used to protect County data, including encryption, audit logging, access monitoring, and related safeguards.  These safeguards shall include, at a minimum, those outlined in section 4.10.10 of the RFP's Project Scope of Work.
  14. Proposer shall provide proof of independent third-party auditing of their system's privacy and security protections with public disclosure findings.
• AI Use, Surveillance Limitations & Civil Liberties Protections (5 pts) —

  The Proposer shall describe any artificial intelligence, biometric, surveillance-related, and auditability features associated with the proposed platform, as well as the safeguards in place to protect privacy, civil liberties, and accountability. At a minimum, the response shall address the following:

  1. Whether any component of the system includes, supports, or enables facial recognition, face detection, biometric identification, biometric verification, or other person-based recognition capabilities.
  2. Whether any such capabilities are native, optional, third-party, separately licensed, or disabled by default.
  3. Whether the system permits passive, persistent, automated, or bulk surveillance of individuals, vehicles, or patterns of movement.
  4. Any capabilities that support monitoring over time, repeated-detection alerting, pattern-of-life analysis, travel pattern analysis, geospatial monitoring, or similar surveillance functions.
  5. The administrative, technical, and policy controls available to limit, disable, supervise, or audit such capabilities.
  6. How the system identifies authenticated users and attributes searches, access events, administrative actions, exports, and deletions to specific users.
  7. The audit logging capabilities of the platform, including logged event types, timestamps, user attribution, and reviewability.
  8. Whether any access or system activity is not reviewable or auditable, and if so, the nature and scope of that limitation.
  9. The tools available to administrators and supervisors to review activity, investigate misuse, and support accountability.
• Cost (20 pts)
• Local Vendor Preference (5 pts)

Submission Requirements

• RFP DOCUMENT UPLOADS
• Single Proposal Submission (required) —

  Only 1 proposal is allowed to be submitted per Vendor Account. This means if you are submitting multiple proposals, you must follow the instructions set forth within the Section 2.2 RFP Guidelines and Overview - Multiple Proposals & Acceptance. 

  It is understood that if multiple proposals are uploaded using 1 vendor account, the entire submission will be subject to disqualification. 

• RFP Response Document - Upload your Proposal (required) —

  Please DO NOT include Cost information in this section.

• RFP Response - Supplemental Document Upload —

  Upload any additional or required information documents that supplements this solicitation.

• RFP Cost Proposal Document - Upload Cost Proposal (required) —

  Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide product in accordance with the specifications and terms and conditions of this bid document and your proposal.

   

   

   

   

• RFP Cost Proposal - Supplemental Document Upload —

  If applicable, upload any documents providing further clarification of the submitted pricing from the Pricing Table. This is not required.

• W9 Upload (required) —

  Upload your company's W9 form.

  NOTE: The W9 is required to be signed within the past 12 months

• VENDOR INFORMATION
• Local Vendor Preference (required) —

  Select a Local Vendor Preference:

  Vendors located within Dane County automatically receive five points toward the evaluation score.

  Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

  Vendors located outside of Dane County and the 7 counties adjacent to Dane County would choose "No Preference".

  NOTE: A post office box address does not qualify as an established place of business.

• Fair Labor Practice Certification (required) —

  Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?
  
  If yes is answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

  Additional information about the NLRB and WERC can be found using the following links:
  www.nlrb.gov and http://werc.wi.gov.

• Cooperative Purchasing (required) —

  Reference Guidelines - Section F.

  Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

• Designation of Confidential and Proprietary Information (required) —

  Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

  NOTE: Pricing sections cannot be designated as confidential and proprietary.

  If nothing will be designated, simply type "None" in the section below.

• DEVIATIONS
• Specification/Requirement Deviation (required) —

  If there are no specification deviations, write in "None"

  If there are deviations, provide/reference the spec # or section # and deviation explanation for each deviation.

• Did you attend the mandatory vendor conference? (required)
• Did you attend the mandatory vendor conference? (required)
• RFP ADDENDA
• I understand that if any addendum is issued I will have to acknowledge the posted addendum. (required)
• If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that: (required) —

  1. I will have to unsubmit my proposal response.

  2. I will have to acknowledge the posted addendum.

  3. I will have to take action in responding to the changes on either the Specification Section or Pricing Section.

  4. I will then have to resubmit my proposal response.

  Further instructions on addendum(a) postings can be found here.

• SIGNATURE DECLARATION
• RFP Solicitation Response Declaration (required) —

  In submitting and confirming this solicitation response, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a solicitation response; that this solicitation response has been independently arrived at without collusion with any other vendor competitor or potential competitor; that this solicitation response has not been knowingly disclosed prior to the opening of bids to any other vendor or competitor; that the above statement is accurate under penalty of perjury.

  Further, by submitting this solicitation response, firm agrees with all the terms, conditions, and specifications required by the County in this solicitation and declares that the corresponding solicitation response and pricing are in conformity therewith.

  I have read and understood the entire document.

  I declare under penalty of false swearing under the law of Wisconsin that the foregoing is true and correct.

• Signed on: (required) —

  Write in month, day, year and city/state in which the submission occurred.
  Example: June 27, 2025 in Madison, WI

• Electronically signed by: (required) —

  Provide First Name, Last Name and Title

• BID DEVIATIONS
• What is the MUNIS ORG & OBJECT code and available funds for this project? (required)
• Purchase Description
• How soon do you desire to OBTAIN the requested products/services? —

  Enter a specific date

  Figure 2 months minimum for RFB,

  Figure 6 month minimum for RFP from posting date

• Do you need this solicitation posted sooner than three weeks from now? —

  The typical lead time from intake to solicitation posting is 3-6 weeks depending on whether it's an RFP or RFB and complexity of the solicitation.

• Justification for Rush Request —

  Please provide desired posting date and justification for rush request

• What is the anticipated cost for this solicitation? (All Applicable Terms Combined)
• Via contract or a bid, is there an existing vendor currently providing these goods/services?
• Please state the current Contract # or Bid #:
• Is a vendor conference desired for this project? —

  NOTE: All vendor conferences are defaulted to begin at 10:00 am. Select dates that you and other staff are available at 10:00 am.

• (Yes - Mandatory on Site) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Mandatory on Site) Provide address for vendor conference: —

  Include any other specific details such as Room #, directions, etc.

• (Yes - Optional on Site) Provide address for vendor conference: —

  Include any other specific details such as Room #, directions, etc.

• (Yes - Optional on Site) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Mandatory Virtual) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Optional Virtual) List all dates that necessary staff are available to host the vendor conference:
• Who will be evaluating this solicitation? —
  • If this is an RFB, provide name of one evaluator
  • If this is an RFP, provide names of three evaluators minimum. If evaluator is outside of the County, provide email address also.
• Pricing table required? —

  Always select "Yes" unless this is a Highway WisDot Design Project

• External Pricing Document?* —

  Is an external pricing document being used?