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HomeMy WebLinkAboutTURBO DATA SYSTEMS INC; 2011-12-02;AMENDMENT NO. 2 TO EXTEND THE AGREEMENT FOR PARKING CITATION PROCESSING SERVICES TURBO DATA SYSTEMS, INC. This Amendment No. 2 is entered into and effective as of the !rrff\ day of f\foVevvf:>C-<i , 2015, extending the agreement dated December 2, 2011 (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Turbo Data Systems, Inc., ("Contractor") (collectively, the "Parties") for parking citation processing services. RECITALS A. On November 21, 2014, the Parties executed Amendment No. 1 to the Agreement to extend the Agreement for parking citation processing services; and B. The Parties desire to extend the Agreement for a period of one (1) year. Ending on December 2, 2016. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. The Agreement, as may have been amended from time to time, is hereby extended for a period of one (1) year ending on December 2, 2016, not-to-exceed fifty thousand dollars ($50,000) per Agreement year. 2. All other provisions of the Agreement, as may have been amended from time to time, shall remain in full force and effect. 3. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, shall include coverage for this Amendment. Ill Ill Ill Ill Ill City Attorney Approved Version 1/30/13 1 4. The individuals executing this Amendment and the instruments referenced on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions hereof of this Amendment. CONTRACTOR \2.;:;f)~ ·:1 ~ <l.~sc-\\. ?~es,\'::1~· (print name/title) By: .i? CITY OF CARLSBAD, a municipal corporation of the State of California ATTEST: City Clerk Manager If required by City, proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. {, !l . AssisfahtcltyAttorney City Attorney Approved Version 1/30/13 2 AGREEMENT FOR PARKING CITATION PROCESSING SERVICES TURBO DATA SYSTEMS, INC. THIS AGREEMENT is made and entered into as of the < day of 20 // , by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and Turbo Data Systems, Inc., a California Corporation that provides parking citation processing services, ("Contractor"). RECITALS A. City requires the professional services of a billing and collection Contractor that is experienced in the preparation of parking citations; delinquent claim handling; receipts processing; monthly reporting; and other duties as defined under the Scope of Work. B. Contractor has the necessary experience in providing professional services and advice related to the business of processing parking citations. C. Selection of Contractor is expected to achieve the desired results in an expedited fashion. D. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of three (3) years from the date first above written. The City Manager may amend the Agreement to extend it for two (2) additional one (1) year periods or parts thereof in an amount not to exceed fifty thousand dollars ($50,000) per Agreement year. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. City Attorney Approved Version 5/12/11 5. COMPENSATION It is expressly understood by and between the City and Contractor that the Services to be performed under this three year Agreement and the compensation for the Services are subject to funds being annually appropriated and authorized by the Carlsbad City Council for said Services and compensation. The City's obligations and the Contractor's obligations under this multi-year Agreement are as follows: A. The total fee payable for the Services to be performed during the initial three year Agreement term shall not exceed fifty thousand dollars ($50,000) per Agreement year. Funds available for performance of Services for the first year of the Agreement are sufficient for the performance of the first year only. For subsequent Agreement years 2 and 3 additional annual appropriations of funds will be required. When additional funds are available for the full performance of Services for the subsequent year the City Manager or designee shall notify Contractor, in writing, that the subsequent year funds have been appropriated. This procedure shall apply for each successive year. B. The City is not obligated to the Contractor for any amount over the specified per year not to exceed amount unless this Agreement has first been amended in writing and the basis for the increase amount is stated therein. C. The Contractor is not obligated to incur costs for the performance of work required for any subsequent year unless and until written notification is received from the City Manager or designee of the availability of funds. D. If annual appropriations are not made the contract may be terminated pursuant to this section and Section 20 "Termination." E. No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments are outlined in attached Exhibit "A". 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly City Attorney Approved Version 5/12/11 employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII". OR with a surplus line insurer on the State of California's List of Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide of at least "A:X". 10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 10.1.1 Commercial General Liability Insurance. $1,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. City Attorney Approved Version 5/12/11 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. [ | If box is checked, Professional Liability city's initials Contractor's initials Insurance requirement is waived. 10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on General Liability. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this City Attorney Approved Version 5/12/11 Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City For Contractor Name Colette Wengenroth _ Name fio6£R~ft 3- Title Finance Manager _ Title Department Finance _ Address I'frBQQ. \RNh<\J6 City of Carlsbad ~TUST\Ni CP\ Address 1 635 Faraday Ave _ Phone No. "7 V *4 ^ 1 Z> "51 S 7 Carlsbad, CA 92008 _ Phone No. 760-602-2468 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both City Attorney Approved Version 5/12/11 parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.. the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction City Attorney Approved Version 5/12/11 is grounds for City to terminate this Agreement. 23. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California City Manager or Mayor or Division Director as authorized by the City Manager (prinfname/tltle) / By: ATTEST: LORRAINE M. WOOD City Clerk C^O^. (print name/title) City Attorney Approved Version 5/12/11 If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation. Agreement must be signed by one corporate officer from each of the following two groups. Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney y.!fesistanTCtty Attorney City Attorney Approved Version 5/12/11 EXHIBIT "A" SCOPE OF SERVICES The Contractor will provide the City of Carlsbad a comprehensive parking citation and adjudication system. The itemized costs and tasks are attached, per Section 9 - Cost Proposal of Turbo Data Systems, Inc. response to RFP #11-02 Parking Citation and Adjudication Services. 1 Fee per Manual Parking Citation j $0. SO per citation issuedi Included / / •/ / s / / / ^ / ,/ •/ •/ s ^ The price includes the following services: Entry of manual citation Citation dispositions (bounced checks, payments, extensions, etc.) DMV interface (r/o retrieval and pladng^and releasing registration holds) Weekly/monthly reporting readily available and accessible over the Internet Toll-free telephone number (for public access) Customer Service Representatives (8:00 am - 5:00 pm, Won - Frt, excluding holidays) Daily pick up of payments and other documents from a TDS provided P. 0, Box Daily payment processing Bank deposits www.pticketQQrdCadsbad Web pages customized for the City Database maintenance Daily system backups Documentation and braining for use of TDS provided online system Ongoing Client support and Training Monthly Minimum Fee $350 for Parking Citations and Reminder Notices Reminder Notices (Notice of Violation)$0.75 per notice mailed Includes; all forms, envelopes, printing and ggsjigg. Reminder Notices are mailed for citations that remain outstanding after 21 days from the issuance of the citation, re-mailing for bounced checks, partial payments and name or address changes and will contain all citation information. City Attorney Approved Version 5/12/11 Other Correspondence $0.75 per notice mailed Includes: all forms, envelopes, printing and postage. Out-of'State Processing 30% of amount collected No charge for payments off the windshield. Waivedfor 1" 2 Online Access for City Staff \ workstations, then $40 per month per workstation Secure internet based access to Oty database. City to provide PC with internet access. Voice Response System Included \ IDS' Interactive Voice Response system (IVR) provides real-time, detailed citation information directly : linked to the Agency's database. Each caller has the option of hearing the information in English or • Spanish, The IVR allows parking citation recipients 24/7 access. The public can inquire by citation or | license number and obtain the issue date, citation number, delinquent date and amount due on ail I open citations. The system confirms dosed status on all closed citattons as well as the unique ability to : relay contesting status on citations in the Adjudication process when utilizing our adjudication service. Pre-recorded, Agency-specific information includes ttie address for mailing a payment, making a payment over the Internet, instructions for contesting a citation and instructions for correcting equipment violations. Parking Information Portal and Online Reporting Access No Charge Provides access to parking related information and resources 24/7. Includes ReportNet online reporting access for authorized Agency personnel to view and print daily, weekly and monthly reports. City Attorney Approved Version 5/12/11 10 COST PROPOSAL FOR ADJUDICATION AND HEARING SERVICES Administrative Adjudication Processing $1.25 per letter mailed Includes: eAooeals Online Appeals, eAppealsPRQ online review system, entry of all maited-fn appeals and appeal results, mailing all initial review result letters, hearing notification letters and hearing result letters as required. All forms, envelopes, printing and postage are included with the mailings. This service allows the distribution of adjudication information to the puttie over the IDS IVR phone system and the TDS public internet system, www.ptictet.com at no additional charge. Administrative Adjudication Scanning of Mailed in Appeals Si __ scanned Aooeal (OPTIONAL - NOTR£QUJRED} | ? H _ _ Includes: This service allows a 100% PAPFRLfSS appeal system. All mailed-in appeals are scanned in to the system and are renewable by City staff using the eApoeatePRQ online review system, the same application that the online appeals are reviewed from. All appeals are In the same place, and the documentation is saved electronically. A complete history of all appeals and their results, who made the decisions, etc. is available online at all times for the City. Hearing Officer Services A certified Hearing Examiner will parking citations. Qty to provide be provided to hearing location $20.00 per Hearing $100 min, per hearing date hear all written and in-person hearings for contested COST PROPOSAL FOR ADDITIONAL SERVICES Final Notices (Delinquent Notice)$0.75 per notice ma/led Includes: all forms, envelopes, printing and postage. Final Notices are mailed for citations that remain outstanding thirty (30) days from the mailing date of the first notice or other Agency-defined date criteria and will contain all citation information. This notice will inform the responsible party that the citation has become delinquent and the full amount indicated Is due to avoid the withholding of the vehicle registration and further collection efforts, City Attorney Approved Version 5/12/11 11 Innovative Collection Services (ICS)of amount collected Further collection efforts from a collection agency. Additional penalties applied, and up to two letters mailed from Innovative, then placement at credit reporting agency for outstanding amounts. Includes taking toll-free phone calls from ICS customers and other follow-up efforts. Credit Card Payments No Chary e to Agency A $3.95 fee per citation paid is charged to the customer for Mils service. This fee covers the cost of ongoing maintenance, support and enhancements of the web payment system, and includes daily and monthly reconciliation of ail payments. Gtatfon payments over $i33 will be charged a percentage of the citation amount, currently 3%. (Fee subject to change). Franchise Tax Board Collections *$2,50 per account/letter plus 15% ofamt collected TDS pursues otherwise uncollectible accounts by retrieving social security numbers from a third party, mailing required pre-intercept letters, and then sending the accounts to the FTB to intercept any state tax refunds or lottery winnings. *This fee is subject to change each new FTB year. Cost Increases - Postal Rate Increase Offset - If postal rates increase during the term of this agreement, fees to TDS shall be raised immediately to offset the effect of the postal rate increase. CP1 Increases - Pricing may be adjusted by the CPI increase annually. COST PROPOSAL FOR ADMINISTRATIVl CITATIONS Processing Cost for Administrative Citations \ $10. 00 per citation issued Included ^ •/ •/ j •/ •/" y ^ / / y ^ The price includes the following services: Citation Entry^- including name and address of responsible party Citation payments/dispositions (bounced checks, payments, extensions, etc) Weekly/monthly reporting readily available and accessible over the Internet Daily pick up of payments and other documents from a TDS provided P. 0, Box Daily payment processing Bank deposits Database maintenance Daily: system backups Documentation and training for use of TDS provided online system Onqoinq Client support Online Inquiry Access for the public (www.pticket.com) Monthly Minimum Fee $250 in Administrative Citations 12 City Attorney Approved Version 5/12/11 Notice Processing - (notice of violation, delinquent notices)$1. OO per notice mailed Includes; all forms, envelopes, printing and postage. Reminder Notioes are mailed for citations that remain outstanding 10 days after issuance of the citation. Final Notices are mailed for citations that have gone delinquent and remain unpaid. Other correspondence as required. Administrative Adjudication Processing $1.25 per tetter mailed Includes; Entry of all mailed-in appeals and appeal results, mailing all initial review result letters, hearing notification letters and hearing result letters as required. All forms, envelopes, printing and postage are included with the mailings. Fees for Proof of Service or any other required special mailing fees are billed at cost. This service allows the distribution of adjudication information to the public over the IDS IVR phone system and ti\e IDS public internet system, www.ptlcket.com at no additional charge. Customer Service Provided by City A City phone number will be included on all Administrative Citation Notices mailed as a part of this i program. Online Access for City Staff Waived for 1st 2 workstations, then $40 per month per workstation Secure internet based access to City database. City to provide PC with internet access. Credit Card Payments No Charge to Agency | A $3.95 fee per citation paid is charged to the customer for this service, This fee covers the cost of ongoing maintenance, support and enhancements of the web payment system, and includes daily and monthly reconciliation of all payments. Citation payments over $133 will be charged a percentage of the citation amount, currently 3%. (Fee subject to change). Innovative Collection Services (ICS}30% of amount collected Delinquent Follow-up Collections for unpaid accounts. Notices are mailed at no cost to the City. City Attorney Approved Version 5/12/11 13 Franchise Tax Board Collection Services 30% of amount collected FTB Interagency Offset Program for delinquent accounts. Notices are mailed at no cost to the Ctty. Cost Increases - Postal Rate Increase Offset - If postal rates increase during the term of this agreement, fees to IDS shall be raised immediately to offset the effect of the postal rate increase. CPI Increases • Pricing may be adjusted by the CPI increase annually. COST PROPOSAL FOR ticket r^t HANDHELD TICKETWRITERS Units may be leased on a monthly basis Support and Maintenance $150 per unit Included Citation forms and envelopes Handheld Ticketwriter Citations 3,500 Handheld Ticketwriter Citations 5,000 Handheld Ticketwriter Citations 7,000 Citation orders are subject to +/-10% overrun Handheld Ticketwriter Envelopes 2,500 Handheld Ticketwriter Envelopes 5,000 Handheld Tickstwriter Envelopes 10,000 ticket handheld ticketwriter with ticketPRO software Wireless, Wi-Fi, Bluetooth, Color Camera, Integrated Printer, Bar Code Scanner, Leather Case, Shoulder Strap, Car Charger ticket ••'' server license (one license required) Setup and Training System Setup and Installation On Site Training Maintenance Annual Pricing ticket hardware support ticket Mobile software support ticket Server software support (one required) 0 0 0 0 0 0 1,150.00 1,175.00 1,250.00 260,00 405.00 695,00 included waived waived included included included TDS will assist with the design and layout of citations and envelopes to encourage payment and ensure compliance with legal requirements. 14 City Attorney Approved Version 5/12/11 Processing Cost for electronic Parking Citations / $0, 45 per citation issued Entry of electronic citations {if within 48 hours) (Agency Is responsible for loading citations within 48 hours) Includes all services listed previously for Manual Parking Qtations, Processing Cost for Electronic Parking Citations Entered After 48 Hours of Issuance $0,50 per citation issued Automated citations sent after 48 hours require additional manual efforts to enter and process payments and the IVR and web systems do not contain this information for the public to inquire against or make payments. These citations will not qualify for the electronic discounted rate. 15 City Attorney Approved Version 5/12/11