RFP - Fixed Automated License Plate Recognition (ALPR) Data System

City of Albany, California
Police Department
REQUEST FOR PROPOSALS
FIXED AUTOMATED LICENSE
PLATE RECOGNITION (ALPR) DATA
SYSTEM
RELEASE DATE: June 1, 2026
DEADLINE FOR QUESTIONS: June 15, 2026 at 4:00 PM PDT
PROPOSALS DUE: June 26, 2026 at 4:00 PM PDT
CONTACT:
John Costenbader, Lieutenant | jcostenbader@albanyca.gov / 510-528-5783

City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
1. INTRODUCTION AND OVERVIEW
The Albany Police Department (APD), on behalf of the City of Albany, invites qualified companies
and organizations to submit written proposals for a fixed Automated License Plate Recognition
(ALPR) data system. This solicitation seeks a comprehensive solution inclusive of all required
hardware, software, installation, training, and services as specified herein.
In addition to the fixed ALPR system described herein, the Albany Police Department is also
soliciting bids for ALPR equipment to support its Parking Enforcement operations. The City is
seeking mobile ALPR technology capable of scanning license plates at low speeds along
designated parking routes, identifying vehicles with outstanding parking violations in real time.
The parking enforcement solution will operate as a standalone system independent of the fixed
ALPR platform. All data governance, retention, and privacy standards outlined in this RFP apply
equally to the parking enforcement solution. Pricing for parking enforcement equipment,
software, subscriptions, and maintenance must be clearly itemized and submitted separately from
the fixed ALPR pricing.
This RFP is not a commitment or contract of any kind. The City reserves the right to pursue any
concept or solution arising from this process. All costs for developing proposals are the sole
responsibility of proposers and shall not be reimbursed.
The City prefers a comprehensive solution with a single prime contractor who is legally and
financially responsible for all components, including both the fixed ALPR and parking
enforcement systems if bidding on both. However, the City recognizes that vendor teams may be
necessary and encourages collaborative proposals, provided one vendor assumes total
accountability. The City also understands that due to the standalone nature of the parking
enforcement system, it may need to be bid separately and can be submitted by a separate company
independent of the fixed ALPR proposal.
2. LOCAL BACKDROP
The City of Albany lies on the northwestern corner of Alameda County, California, bordered by
the cities of El Cerrito and Richmond to the north, the City of Berkeley on the east and south sides,
and by unincorporated Kensington in Contra Costa County to the north and east. The City of
Albany was incorporated in 1908 and, at the time of the 2020 census, had a population of 20,271
residents. Albany is known for the excellent quality of its K-12 school district and small-town
ambiance in an urban setting.
The City of Albany provides a range of municipal services, including public safety, public works,
community development, and community services. Municipal services are provided through
approximately 150 full-time employees across nine City departments.
The Albany Police Department provides full-service law enforcement to the City and is committed
to building lasting trust with the community it serves. The APD prioritizes transparency,
accountability, and the protection of civil liberties in all its initiatives.
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City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
3. PROJECT PURPOSE AND OBJECTIVES
The Albany Police Department has identified the need to deploy a fixed ALPR system at strategic
locations throughout the City. This system will serve as a force multiplier for officers in the field
and provide critical lead-generation capability for criminal investigations. The APD recognizes
that ALPR technology involves the collection of sensitive location data and is committed to
implementing this system in a manner that upholds the highest standards of privacy, governance,
and transparency.
The ideal vendor will share APD's values around privacy, civil liberties, and community trust.
Vendors must demonstrate strong commitments to transparency, governance, and data security,
not merely in policy language, but in verifiable practice.
The City is requesting pricing for fixed ALPR installations at up to 24 (24) strategic locations,
focused on the primary ingress and egress points of Albany. Proposed locations are to be
determined. A total of eighteen (18 cameras) will be affixed to existing light poles and six (6) will
require new poles. All fixed ALPR cameras must be solar powered.
In addition to the fixed ALPR system described herein, the Albany Police Department is also
soliciting bids for ALPR equipment to support its Parking Enforcement operations. The City is
requesting pricing to outfit up to four parking enforcement vehicles with mobile ALPR equipment,
mounting hardware, and all necessary software. The Albany Police Department will be
responsible for providing laptops and vehicle mounting hardware. The parking enforcement
solution will operate as a standalone system independent of the fixed ALPR platform, and all data
governance, retention, and privacy standards outlined in this RFP apply equally. Pricing must be
clearly itemized and submitted separately from the fixed ALPR pricing.
Vendors may submit proposals for (1) the Fixed ALPR System only, (2) the Parking Enforcement
Mobile ALPR System only, or (3) both the Fixed ALPR System and the Parking Enforcement
Mobile ALPR System. If a vendor elects to submit proposals for both systems, the vendor must
provide two completely separate bids, including separate pricing, scopes of work, and deliverables
for each system. Each proposal will be evaluated independently, and the City reserves the right to
award one system, both systems, or neither.
This RFP does not guarantee a specific level of purchases. The City expects initial purchases to
consist of fixed ALPR systems and accompanying software, with the possibility of expanding to
mobile solutions at a later date.
4. PROPOSAL REQUIREMENTS
To be considered for the ALPR system being requested herein, proposals shall be submitted in
response to this RFP must comply with the requirements herein.
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City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
The Proposal shall consist of the following sections:
TRANSMITTAL LETTER: Provide any information not already included in the proposal that
you believe will enhance your submittal with respect to the evaluation criteria. The transmittal
letter shall:
* Be signed by an individual authorized to obligate the Proposer to fulfill the commitments
contained in the proposal.
* Include a statement of the Proposer's overall ability, qualifications, approach,
commitment, and availability to conduct the work.
* Include the name and address of the Prime Proposer. Addresses shall be for the location
where most of the day-to-day work will be performed.
General Requirements
All submitted proposals must adhere to the format and rules stated in this section to ensure fair
and objective analysis. Failure to comply with any portion of this request may result in rejection
of the proposal at the City's discretion.
Public Records
All proposals become public records upon City Council's placement of contract award on its
agenda, pursuant to California Government Code Section 6250 et seq. (the Public Records Act).
If a proposal contains proprietary trade information, it must be clearly marked as such. The City
cannot represent or guarantee confidentiality of any submitted information.
Project Manager / Contact
John Costenbader, Lieutenant
Albany Police Department | 1000 San Pablo Avenue, Albany, CA 94706
Phone: (510) 525-5783 | Email: jcostenbader@albanyca.org
Vendor Inquiries
All vendor inquiries must be submitted in writing via email to the Project Manager by 4:00 PM
PDT on June 15, 2026. Direct contact with any other City employee regarding this RFP is expressly
prohibited and may result in disqualification of the proposal.
Modifications to the RFP
Changes shall be made only by formal written amendment issued by the City and distributed to
all registered vendors. All addenda shall be considered part of the RFP specifications.
Submission of Proposals
Vendors must submit the proposals by electronic format (PDF).
The City assumes no responsibility for delays. Late proposals will not be considered.
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City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
Rights Reserved by the City
The City reserves the right to reject any and all proposals or any portion thereof, waive minor
defects or technicalities, solicit new proposals, or cancel the award at any time for noncompliance
with RFP terms.
Include at least two (2) reference projects, including a description of the project, client contact
information (name, current telephone number, and email address) for each reference project that
can be contacted regarding the experience of each key project team member in providing the type
of (or similar) services that are being sought by the City for this project.
APPROACH TO WORK: Demonstrate understanding of key issues and your approach to
completing the proposed scope of work. Discuss any unique ideas/concerns relating to the project.
The approach should further describe how the setup and installation process would be managed
to accommodate City staff input. Provide a breakdown of estimated hours to complete each task.
SCHEDULE: Submit a proposed schedule by task for providing the services requested herein
by task. Include task durations, major milestones, meetings, deliverables, and City review periods.
State critical assumptions used for developing the time requirements and schedule.
For use in developing schedule, please assume City of Albany Council Meetings are held monthly
on the 1st and 3rd Monday and that agenda items are due 2 weeks prior to the meeting date.
FEE ESTIMATE: The estimate shall include total fee, including all expenses, and estimated staff
time (hours) by task and job title required to complete the scope of work for all tasks. Upon review
and rating of proposals by the selection team, the fee estimates will be compared. The fee estimate
shall correlate to the detailed scope of work and schedule included within the proposal.
OTHER SUPPLEMENTARY INFORMATION: Consultant may provide other
supplementary information in an appendix. However, such information may or may not be
reviewed by the selection panel.
Electronic (PDF) copy shall be submitted per the instructions noted herein. The proposal is
required to contain the information noted in Section 9 and should be arranged in the order as
noted in Section 9 of the RFP. Proposals shall be clear and concise, responsive to all RFP
requirements, and formatted as follows:
* Font size shall be no smaller than 11pt.
* Every page of the submittal shall be numbered, except divider pages. Each page of the
detailed scope of work included in the Appendix shall have its own page numbering.
5. QUESTIONS DURING PROPOSAL PERIOD
Should discrepancies or omissions be found in this solicitation or should there be a need to clarify
this solicitation, questions regarding this RFP must be put in writing and received by the City
contact person no later than Wednesday, June 15, 2026 at 4:00 PM PDT. All questions
should be directed to Lt. John Costenbader at jcostenbader@albanyca.gov. Do not contact any
other staff members or elected officials of the City of Albany.
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City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
Inquiries received after the date and time stated will not be accepted. Responses to questions
timely submitted will be answered within four (4) business days. If any written addenda, they will
be included on City website. Neither the City nor the consultant will be bound by any oral
representations, clarifications, or changes made to this RFP unless provided in written addenda
form.
6. PROPOSAL SUBMISSION
Electronic copy (PDF) of proposal shall be submitted to Lt. John Costenbader at
jcostenbader@albanyca.gov. The Proposal must be submitted no later than June 26, 2026 at
4:00 PM PDT.
All proposals must be fully responsive to this RFP in order to be considered. The City reserves the
right to reject any and all proposals for any reason. The City may waive informalities or
irregularities in the proposal received where such is merely a matter of form and not substance,
and the correction or waiver thereof is deemed by the City not prejudicial to other proposals. Any
alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient
grounds for non-acceptance of the proposal, at the sole discretion of the City.
7. CONSULTANT SELECTION CRITERIA
Evaluation Procedure
Responsive proposals will be evaluated by an evaluation team comprised of representatives from
the Albany Police Department and City of Albany. Proposals will be scored against the three core
tenets of this RFP: Transparency, Governance, and Effectiveness, along with Cost/Pricing.
Award Criteria
The award will be based on the following scoring criteria:
Evaluation Category Possible Points
Cost / Pricing 200
Transparency - Public information sharing systems 300
Governance - Security, SB 34 & SB 54 compliance 400
Effectiveness - Network scale and law enforcement reach 300
TOTAL 1,200
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City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
Cost / Pricing (200 Points)
The vendor with the lowest total cost proposal will receive the maximum 200 cost evaluation
points. Higher-cost proposals will receive proportionately fewer points based on the following
formula:
(Lowest Bid / Vendor Bid) x 200 = Points Awarded
Example: If the lowest bid is $40,000 and Vendor B bids $50,000: ($40,000 / $50,000) x 200 =
160 points.
Transparency (300 Points)
Transparency evaluates the degree to which the vendor's system and policies enable meaningful
public information sharing and community oversight of ALPR data. The evaluation team will
assess:
* Public-facing portals or dashboards that allow community members to understand how
ALPR data is used.
* Published policies on data retention, access, and audit trails that are available for public
inspection.
* Demonstrated history of transparency reporting to oversight bodies and the public.
* Tools or features that allow the City to produce transparency reports without undue
technical burden.
* Opt-out mechanisms and public notice procedures that align with community privacy
expectations.
Governance (400 Points)
Governance carries the highest point value and evaluates the vendor's security architecture, legal
compliance, and data stewardship practices. The evaluation team will assess:
* Full compliance with California Senate Bill 34 (ALPR use restrictions and data policies).
* Full compliance with California Senate Bill 54 (limitations on data sharing with
immigration enforcement).
* Demonstrated end-to-end data encryption and CJIS-compliant data storage and handling.
* Absence of contracts or data-sharing arrangements with U.S. Immigration and Customs
Enforcement (ICE).
* Prohibition of facial recognition capabilities in all products used or sold under this
contract.
* Granular access controls, user permission levels, and audit logging capabilities.
* Data ownership provisions confirming the City of Albany retains sole ownership of all
collected data.
* Compliance with the City of Albany's Data Management Policy and Privacy Principles.
* The system displays and requires user acknowledgment of a lawful use disclaimer at each
login before access to any ALPR data is granted.
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City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
Effectiveness (300 Points)
Effectiveness evaluates the practical operational value of the vendor's ALPR network and
platform. The evaluation team will assess:
* The scale of the vendor's existing law enforcement ALPR network, including the number
of participating agencies in California and regionally.
* The total number of fixed and mobile ALPR cameras integrated into the vendor's network.
* The geographic coverage and density of the network, particularly within the San Francisco
Bay Area and Alameda County.
* The number of law enforcement agencies with which data can be lawfully shared under SB
34 protocols.
* System uptime, read accuracy rates, and demonstrated operational reliability across
comparable deployments.
* Integration capabilities with regional law enforcement databases, CAD systems, and
evidence management platforms.
* The Albany Police Department shall retain full authority to restrict or revoke access to its
ALPR data by any outside agency at any time, at its sole discretion.
Oral Presentations and Demonstrations
The City may require finalists to conduct an oral presentation and system demonstration. Vendor
representatives must be technically qualified to answer all questions. Commitments made during
oral presentations shall be considered binding. All costs of demonstrations are the vendor's
responsibility.
8. RFP TIMELINE
Action Target Date
Release of Request for Proposals June 1, 2026
Deadline for Written Questions (4:00 PM PDT) June 15 2026
Response to Written Questions June 18, 2026
Oral Presentations / Demonstrations (if desired) June 2026 (TBD)
Proposal Submission Deadline (4:00 PM PDT) June 26, 2026
Evaluation Period June 29 - July 3, 2026
Contract Award September 2026
Notice to Proceed September 2026
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City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
The City of Albany reserves the right to revise the above schedule as necessary, at its sole
discretion.
9. VENDOR RESPONSE
A. Response Instructions
All responses must be submitted using this form or an exact copy thereof. Vendors must respond
to all questions in one of three ways:
* Provide information directly in the spaces indicated.
* Provide information in a clearly labeled attachment referencing the specific page and item
number.
* Provide information immediately below the relevant question or request.
Vendors who omit required responses may be deemed non-responsive and subject to
disqualification.
B. Vendor General Information
Company Name:
Local Address Serving the City:
Headquarters Address:
Primary Representative Name:
Title:
Phone Number:
Email Address:
Years in ALPR / public safety
software:
Total Employees (Nationwide):
Total Employees (Local Office):
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City of Albany - Request for Proposals FIXED ALPR DATA SYSTEM
C. Vendor References
Provide a minimum of three (3) references from organizations that have used the proposed
ALPR solution or a substantially similar system. Total installed sites: ___________
Agency / Org Contact Phone / Technology Go-Live Still Under
Name & Email Provided Date Contract?
Title
(1)
(2)
(3)
D. Summary of Proposed Solution
Proposed Solution
Provide a summary of your proposed solution and how it achieves the City's goals and objectives
as stated in this RFP:
Installation Timeline
Provide a milestone-based timeline for implementation, including vendor and City
responsibilities at each stage:
Maintenance, Support, and Warranty
Describe warranty coverage, maintenance responsibilities, and all costs for the full five-year
program term. Include pricing for year six and beyond:
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