HomeMy WebLinkAboutTurbo Data Systems Inc; 2018-10-23;AGREEMENT FOR ADMINISTRATIVE CITATION PROCESSING SERVICES
TURBO DATA SYSTEMS, INC.
*1 'J rl
THIS AGREEMENT is made and entered into as of the ¥ ' day of October
2018, by and betvveen the CITY OF CARLSBAD, a municipal corporation, ("City"), and Turbo
Data Systems, Inc., a California Corporation that provides administrative citation processing
services, ("Contractor").
RECITALS
A. City requires the professional services of a billing and collection contractor that is
experienced in the preparation of code enforcement payment notices; delinquent payment
handling; receipts processing; monthly reporting; State Intercept Program processing; 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 code enforcement citations.
C. Selection of Contractor is expected to achieve the desired results in an expedited
fashion.
C. Contractor has submitted a proposal (attached as Exhibit "A") 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 additional one (1)
year periods or parts thereof in an amount not-to-exceed thirty-five thousand dollars ($35,000)
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.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term shall
not exceed thirty-five thousand dollars ($35,000) per Agreement year. If the cost of Services
approach more than thirty-five thousand dollars ($35,000) but less than one-hundred thousand
dollars ($100,000) during an Agreement year, the parties agree to request additional funds from
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the City Manager. No other compensation for the Services will be allowed except for items
covered by subsequent amendments to this Agreement. If the City elects to extend the
Agreement, the amount shall not exceed thirty-five thousand dollars ($35,000) per Agreement
year. 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".
City agrees to pay Contractor for Services on a monthly basis, as billed by Contractor.
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
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 attorney's
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.
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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 Approved Surplus Line Insurers
(LASLI) with a rating in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-
admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest
quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager 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. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability Insurance. $2,000,000 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.
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.
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 Commercial General Liability
which shall provide primary coverage to the City.
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.
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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 any time,
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
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 notice or to receive written notice
on behalf of City and on behalf of Contractor under this Agreement.
For City
Name Debbie Fountain
Title Director
Community & Economic
Department Development
City of Carlsbad
Address 1635 Faraday Avenue
Carlsbad, CA 92008
For Contractor
Name Roberta J. Rosen
Title President, Turbo Data Systems, Inc.
Address 18302 Irvine Boulevard, Suite 200
Tustin, CA 92780
Phone No. 714-368-4808
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Phone
No. (760) 434-2935 Email admin@turbodata.com
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
If requested by the City, 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. /J•'J-t-,P1•h'tabli •1 M..<..-
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
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.
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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
is grounds for City to terminate this Agreement.
23. JURISDICTION 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 nor 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
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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
(sign
Roberta J. Rosen, President
(print name/title)
By:
Elie eiman, Secretary
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
By~i:~+~
DEBBIE FOUNTAIN, Director
Community & Economic Development
ATTEST:
A BAENGieso .
City Clerk
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.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney BY-b~
Marissal<awecki
Deputy City Attorney
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EXHIBIT "A"
SCOPE OF SERVICES
(attach copy of Turbo Data proposal)
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City Attorney Approved Version 4/1/15
Administrative Citation Processing: Proposal (Proprietary & Confidential)
TURBO DATA
SYSTEMS, INC.
August 9, 2018
Administrative Citation
Processing
& Collections
Proposal for
City of CarlsbadJ CA
Page 1 of 11
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Administrative Citation Processing: Proposal (Proprietary & Confidential)
Table of Contents
1. Introduction ............................................................................................................. 3
2. Description of Basic Service
2.1 Data Entry ....................................................................................................................... 3
2.2 Mail Processing .............................................................................................................. 3
2.3 Revenue Collection ......................................................................................................... 3
2.4 Notice Mailing ................................................................................................................. 3
2.5 Customer Online Web Access to Database ................................................................... 4
2.6 Citizen Online Payment/Inquiry ...................................................................................... 4
2.7 Innovative Collection Services (ICS) .............................................................................. 4
2.8 Franchise Tax Board Payment Collection ...................................................................... 4
3. Costs ........................................................................................................................ 4
Budgetary Cost Proposal. ....................................................................................................... 5-6
Sample Letters and Screens
4.1 Administrative Citation Notice .......................................................................................... 7
4.2 Administrative Citation Final Notice ................................................................................. 8
4.3 Delinquent Collection Notice ........................................................................................... 9
4.4 Delinquent Collection Final Notice ................................................................................ 10
4.5 Sample Franchise Tax Board Collection Letter ............................................................. 11
August 9, 2018 Page 2 of 11
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Administrative Citation Processing: Proposal (Proprietary & Confidential)
Basic service includes
Data Entry, Mail
Processing, Revenue
Collection, Notice
Mailing, and Online
Inquiry via Web.
August 9, 2018
Since 1985, Turbo Data Systems (TDS) has provided citation processing
services for scores of California cities, agencies, and educational institutions.
TDS customers have achieved exceptional results in citation payment collection
through our efficient and cost effective services. They have stayed with TDS
because of our outstanding customer service and technology driven solutions.
1 Introduction
Turbo Data Systems, Inc. is proposing to provide Administrative Citation
Processing Services. Following is a description of the proposed service as well
as the cost.
2 Description of Basic Service
The service is designed to provide core services to support Administrative
Citation issuance. This includes: Data Entry, Mail Processing, Revenue
Collection, Notice Mailing, and Online Payment and Inquiry.
2.1 Data Entry
Administrative Citations issued by officers will be batched or scanned, and
forwarded to TDS. When received, the citations will be entered into the
Administrative Citation database.
2.2 Mail Processing
Correspondence and payments sent by violators will be mailed to a designated
P.O. Box. A TDS courier will pick up the mail from the post office. All mail will
be opened and separated between correspondence and payments. Any
correspondence will be forwarded to the client. Payments will be processed as
described in the following paragraph.
2.3 Revenue Collection
Payments will be sorted by post mark date and batched. They will be
forwarded to the Collection staff for data entry. Once the payments are posted
and the revenue is balanced, a deposit will be prepared and checks will be
scanned into your banks check depositing feature.
2.4 Notice Mailing
Unpaid accounts will be mailed a reminder notice. The notice will demand
payment for the uncollected amount and provide information on payment
options including addresses and methods of payments. Delinquent dates and
amounts will be provided on the notices. A Final Notice will be mailed after the
delinquent penalty is applied.
Page 3 of 11
Administrative Citation Processing: Proposal (Proprietary & Confidential)
August 9, 2018
2.5 Customer Online Access to Database
TDS will provide Online Access to the Administrative Citation Database. This
access will allow authorized staff to inquire on citations and search for specific
information.
2.6 Citizen Online Payment/Inquiry
TDS will provide a website that the public can use to inquire on and pay for
their citations online. The website will accept payments made with Visa,
MasterCard or Discover.
2.7 Innovative Collection Services (ICS)
TDS will provide follow-up collection for delinquent accounts. This service is at
no cost to the City unless monies are collected and we will provide up to two
delinquent collection letters.
2.8 Franchise Tax Board Payment Collection
TDS will provide collection services utilizing the Franchise Tax Board
lnteragency Offset Program. This service is at no cost to the City unless funds
are collected from the program. We provide SSN lookup and letter mailing at
no charge.
3 Costs
Costs for all services are included in the attached Budgetary Cost Proposal.
Please note that the price of all notices include postage and will not be billed
separately.
Page 4 of 11
Administrative Citation Processing: Proposal
BUDGETARY
COST PROPOSAL
(Proprietary & Confidential)
1. BASIC PROCESSING SERVICES ...................................................................... $5.00 per citation
Monthly Minimum in Basic Processing Service Fees ..................................................... $150.00
• In any month, if the Basic Processing Services fees are less than $150, a fee will be added to bring the
minimum monthly charge to $150.This minimum monthly fee is waived if Agency maintains a concurrent
TDS Parking Citation Processing Contract.
ONE-TIME STARTUP COST FOR PROCESSING ............................................................... Waived
• Includes: citation evaluation, database creation, loading officer names/badge numbers into database, loading
violation codes into database, loading customized delinquent notice verbiage into database, Client training
regarding TDS' processes.
This service includes all of the following:
DATA ENTRY (MANUAL)
• Online entry of manual citations
• Online entry of violator name and address
• Online update of paymenUdisposition information
PAYMENT PROCESSING
• Payment processing for all payments received by mail
ONLINE MONTHLY REPORTING
• Detail and Summary reporting is provided each month
BANK DEPOSITS
• Bank deposits as required into City's account with check scanning/depositing (Provided by Agency}
• Reconciliation of deposits
• If check scanning/depositing feature not possible with City's bank, TDS Bank Management Service
is available for Agency (see additional services).
• For courier/manual depositing, TDS will pass through the cost of courier deposit to the Agency.
COURIER SERVICE
• Daily pick up of mail at a P O Box established by TDS
• All other correspondence will be mailed to and from TDS
ONLINE INQUIRY ACCESS FOR THE PUBLIC
• Internet access 24/7 that allows the public to view the status of their outstanding citations
• Information on; payment options, contesting, administrative citation process
• All notification dates, delinquent dates, late fees, violation descriptions and total amount due for each
citation.
August 9, 2018 Page 5 of 11
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Administrative Citation Processing: Proposal (Proprietary & Confidential)
ADDITIONAL PROCESSING SERVICES:
2. NOTICE PROCESSING SERVICES ........................................................... $1.00 per notice mailed
Includes First Class Postage
• Forms, printing, and First Class mailing of notices
• Customized verbiage for payment and contesting instructions
3. CUSTOMER SERVICE ......................................................................... Provided by City/Agency
• A City/Agency phone number will be included on all notices and letters mailed as a part of this
program.
4. ONLINE+ ACCESS TO ADMIN CITATION DATABASE .............................................................. Included
• Secure Internet based access to your database.
• Customer provides all necessary hardware (PC with Internet access) • TDS will provide customers' IT personnel with assistance as needed for initial setup and
configuration, required software and ongoing support.
5. INTERNET CREDIT CARD PROCESSING .................................................................... No charge to City
• $4 Fee (minimum) or 4% of amount paid, whichever is greater, to be paid by Violator
• Customized notices with the Visa/MasterCard/Discover logo
• Violator ability to pay via credit card 24 hours per day, 7 days a week
• Immediate approval and updating of payment information to the client's database
6. INNOVATIVE COLLECTION SERVICES ................................................... 30% of amount collected
Any notices mailed as a part of this service (ICS) are at no cost to the City.
7. FRANCHISE TAX BOARD COLLECTION SERVICES .............................. 30% of amount collected
Any notices mailed as a part of this service (FTB) are at no cost to the City.
8. ADMIN PROCESSING BANK MANAGEMENT ............................................................... $75 per month**
plus bank fees/charges
• Process all parking deposits into a separate account setup for Agency
• Handle any NSF checks
• Write a check to TDS for services rendered
• Process any required Refund checks
• Reconcile the account monthly
• Provide monthly reconciliation of all activities in the account • Write a check to Agency monthly for the balance of the funds • $3.50 fee per refund check, chargeback and NSF
**Admin Bank Management not required if Agency's bank can provide remote scan deposit access to TDS.
TDS will scan deposit checks at no cost to Agency. Software and scanner provided by Agency.
8. COST INCREASES
Courier Bank Deposit: Should the agency elect to have TDS perform bank deposits to a local branch,
TDS will pass through the courier service fees to the agency.
Postal Rate Increase Offset: If postal rates increase during the term of this agreement, any per notice fee
paid to TDS shall be raised immediately to offset the effect of the postal rate increase
CPI Increase: TDS' compensation shall be subject to an annual adjustment based on the CPI (Urban Wage).
All quoted prices are valid to September 30, 2018
August 9, 2018 Page6of11
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Administrative Citation Processing: Proposal (Proprietary & Confidential)
4.1 Sample First Notice
CALIFORNIA CITY
POBOX467
TIJSTIN CA 92111-0467
lllltrnlHl mlUIIIIIREH
'l"CIROS2011 ,000000001 J./1
ADMINISTRATIVE
VIOLATION NOTICE
NOTICE SUMMARY
Notice Date: 05120/2011
1•d••1hl•1flllil'l•"•l'l1"'n'•ln11•l1Mlllil• .. ••••h•l••1 Total Amount Due Now: 5,000.00
Amount due if paid AFTER 06/0312811 : 7,500.00 BAC HOME LOANS
~ 400 COUNTRYS.DE WAY H SIMI VAU.EY CA 9J06.5.6414
TO PAY BY CREDfT CARD:
• Pay onlne: --~comlcalifomlllClly
• There ls a $4.00 or~~ fee per cll3llorl
Cllallon I
Citation Number: CE021734
VIN
PAYMENT INSTRUCTIONS
TO PAV BY MAL:
1. Send dledl or money mdef'. NO CASH. (US bids only)
2. Pitt dlatiarl ...-,a,r(~) on your poyment
3. To lnslse prcpef cn,dJ, return lhe bcllom portion cl Ila nolice 'Mlh your pr,ymer,t
4.Mabt~b: CALFORNIACITY
PLEASE SEE REVERSE SIDE FOR ADDITIONAL OPTIONS.
NOTICE DETAIL
CE021734 8573 IRONWOOO 04/27/2011 10:54 CCMC S.1.1AIXl(B) FAIL TO MAINT VACANT PROP-2ND 5,000.00
Total Amount Due Now:
Amount due ifpald AFTER 06/03/2011 :
Notice Date: 05/20/2011
5,000.00
7,500.00
RN
Amount oo!~~ ~~~t ~:O~~~:: 5·~1!~~ 11111111 Ill IEEll~III
BAG HOME LOANS
400 COUNTRYSIDE WAY
SIMI VALLEY CA 9306!>-6414
August 9, 2018 Page 7 of 11
CALIFORNIA CITY
POBOX2081
TUSTIN CA 92781-2081
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Administrative Citation Processing: Proposal (Proprietary & Confidential)
4.2 Sample Final Notice
CALIFORNIA CITY
POBOX447
ltJSTlN CA 92781-0467
I DI 1 111111 lrll 11111 lll 110 I
TURO!o21A AUTO )·DIGIT 935 70GOOllt U OI .C047 .0338 134'2/1
''''"''"''"''ll'l'1'•ldlh'll'1h1lllll,1,M'•h'h'll"'1'•
VARGAS ANGELICA lfa 20925 78TH ST liel CALCITY CA QJ50S-2540
FINAL NOTICE
BEFORE NOTIFICATION TO COLLECTION AGENCY
NOTICE SUMMARY
Notice Date:
Total Amount Due Now:
CltaUon Number:
05/29/2012
$450.00
AC050139
PAYMENT INSTRUCTIONS
TO PAY BY CREDIT CARO: TO PAY BY MA.fl:
• Payon!N: --.pCa&com/QlifomiKity 1. ~ chtd or,,.,.,.,, order. NO CASH. (US finis only)
• ~ ii a $4.00 or 3% pmcftS!fl9 fH pe,r c.uticn 2. Pm cioticn rurt>e'(s) on ,ps P¥ltfll
3. To iM<n proper ~-IN boaoffl porlioll ol111.'I nocice wilh you~ •. Ma•~~ to: CAlFORNIA Cf1Y
PLEASE SEE REVERSE SIDE FOR ADDITIONAL OPTIONS.
NOTICE DETAIL
AC05013Q BAYAVE/78THST 03/14/2012 08.55 CCMC &-1.I03(A)I 00G LICENSE REQUIRED 450.00
VARGAS ANGELICA
2()g25 78TH ST
CALCITY CA ~505-2540
August 9,2018
CCMC &-I.1D3(A)2 DOG LEASH REOU\REO
CCMC&-1.103(A)3 RABIES VACCINE
Total Amount Due Now: $450.00
Notice Date:
Total Amount Due Now:
Page 8 of 11
$450.00
05/29/2012
$450.00
I Ill l ~llllll m 1111111 Hlll llD I
CALIFORNIA CITY
POBOX2081
TUSTIN CA 92781-2081
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Administrative Citation Processing: Proposal
4.3 Sample Collection Letter
P0OOX467
1USJ1N CA 9278J.0467
IIU~ 11[1 [Ill m 1rrnn 11111
Client FUUERTON POLICE BOOl<lNG FEES
YU4!)610A a-mGIT 928
7000000021 00.0001.0021 21/1
111 •Pl 11'1•1 •011 •h1l 111• 11°11• 11111111,, •~•, "11h111• 1•1111,
TAFOLJ..A DAVID S 4211 DIANA Pl
~ FUU.ERTON CA 1!2833-2656
(Proprietary & Confidential)
INNOVATIVE COLLECTION SERVICES
ADMlNCITAllON 03/11'2014 14000902 DL?64586
110T1CE ~re DfBT w I 001J..EC110N RE! TOTAL IX.E
06/11/2014 $300.00 $90.00 $390.00
IMPORTANT:
In~ CdlecicnSenices is a calledicn agency. This is an~ ID
ccl1ec:t a debt Any atlllllimOII atiained wm be used forthal pupll!le.
FOR MORE INFORMATION:
~cr(ll00)211.«J!i3
(emr lie mt 8 tfaadler.;,of lhe _.m.mber)
•,'t,)rt3=1i
Your past due account has been assigned to us f<II' collection. We would appreciate a prompt response ID 1his demand to
emwiate furth~ collection fiction.
Due to the delinquency of this cilation, you no longer have the right to dain the citation was issued in error. Prior
notification regarding this debt has been mailed ID you with no response.
Payment must be made within 1 0 days to avoid further collection efforts. When payment has been made in full., this account
wiD be closed.
Please send the amount due immediately, making your check or money order payable directly to our cllenl We have
pre-addressed the lower portion of this letter for your convenience.
See Consumer Rights inbmation on reverse side.
PAYMENT INSTRUCTIONS
TO PAY BY CREDIT CARD: TOPAYBYMAJL:
• Paycriinet -.plicllelcom'fpdbook ...
• Then!isa$4..00or3%pocessingfeeperc:itati0n litJI 1. Send c:hedc er money Older. NO CASH. (US funds cnly)
2. Print accoult nlffl& an yoll" pa)ITEfll
3. Toi:lsve P"QPB"aedit. relLm Ille blllllDmpaticn of this notice~ yix.-payment
4. Mae~ ID: FUU...ERTON POLICE BOOKING FEES
Please rehm this portion with )Q.Jr pa)'l"IEfW-Use the enclosed envelope. This will ensure pron1JI. accur.E 'hanlf.,g upon rece4)t S1
ACCOUNTNIWR NOTICE DATE
14000902 Ol264586 06/11/2014
r ·•,\t•:1
;~;~~:~·/·)·.,
TAFOUA DAVID
429 DIANA PL
FULLERTON CA 92833-2656
August 9, 2018
If you have already paid this debt. serid a eq>Y of the front and bade of
your canae1led check or money order proving your~ We will
close this acmunt only with wmaible pro« of paymerL
Page 9 of 11
IJIU r UJI I IJl (1]11 II ll 11111111
INNOVATIVE COLLECTION SERVICES
FUI.LffiTON POLICE BOOKING FEES
POBOX 3500
TUSTIN CA 92781-3500
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Administrative Citation Processing: Proposal
4.4 Sample Final Collection Letter
PO BOX467
T\JSTIN CA 92781--0467
1111] HI urn II[ 1111[ I, I I ILIIJII
Client: SAN CLEMENTE ADMIN CITATIONS
Tt!Ul.09A
3000000375 00. 0000. 0375 375/1
I I• I I I 1, 1 u I, 11 I'''' 1111 I llh 1111 • 1 • II, I• 11111111' I 11111,1111' 11 I
JEFFERS LUCAS HOWARD lf2i. 103 SAN LUIS REY 1 !tj! SAN CLEMENTE CA 92672
(Proprietary & Confidential)
INNOVATIVE COLLECTION SERVICES
FINAL NOTICE
ACCOUNT lYPE I ISSUEOATE I ACCOUNTHUMBER I
ADMIN CITATION 08/15/2010 MC000526 JEFL0511
I NOTICE DATE
11/10/2010
IMPORTANT:
TOTAi.DUE
$150.00
Innovative Collection SelVices is a collection agency. This Is an attempt to
collect a debl. Nf'/ ilf<lml:ltlon obl3ined will be used lor lhat pufl)OS8.
FOR MORE INFORMATION:
www.p(lcket.com/scmc or (800) 420-3986
(enter !he first 8 characters of the accooot number)
FINAL NOTICE
You have been given notice of this claim as required by law. Although duly demanded, this account has not been paid.
If this matter is not resolved with our client within 1 0 days, your account will be reported to one or more of the three major
credit reporting agencies: Experian, Equifax and TransUnion. This action will impact your credit rating. If you have sold this
vehicle, see the reverse side.
Note that due to the delinquency of this citation, you no longer have the right to claim the citation was issued in error. At
least two prior notifications regarding this debt have been mailed to you with no response.
We have pre-addressed the lower portion of this letter to our client's maiting address for your convenience. When payment
has been made in full, this account will be closed.
See Consumer RJghts infOITnallon on reverse side.
TO PAY BY CREDIT CARD:
P71 online: www.ptkkeLcomJscmc
enter lhe first 8 Characters of the accOl.fll number
There Is a 54.00 processing fee per ciblion
PAYMENT INSTRUCTIONS
TO PAY BY MAIL:
1. Send cheek or money Older. NO CASH. (US fUnds only)
2. Print 3ccooo1 ~mber on your p;iyment
3. To Insure proper credit, return Ille bottom portion of this notica with your p3ymenl
4. Make payable to: SAN CLEMENTE ADMIN CITATIONS
Please return lh!s pO/tlon with your p3yment -Use the encJosed envelope. This wiU ensure prompL accurate handling upon receipl ICS2
ACCOUNT IIUIEER NOTICE DATE
MC000526 JEFL0511 11/10/2010
r·i \l·Mii·Mitt-1\,
$150.00
JEFFERS LUCAS HOWARD
103 SAN LUIS REY 1
SAN CLEMENTE CA 92672
August 9, 2018
lf you have already paid this debt, send a C0p'/ of the front and back of
your cancelled check or money order proving your payment. we wm
close this account orlly with verfflable proof c:I payment.
Page 10 of 11
II lllllrl llllmlEll~l 11 m II
INNOVATIVE COLLECTION SERVICES
SAN CLEMENTE ADMIN CITATIONS
PO BOX3500
TUSTIN CA 92781-3500
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Administrative Citation Processing: Proposal (Proprietary & Confidential)
4.5 Sample Franchise Tax Board Collection Letter
LAHCASTEA At>MIU CITATIOIIS
l>OBO~~
T\J$1Uf CA 8#111'°"7
11111 DIii IJHIILUH
FRANCHISE TAX BOARD
PRE-INTERCEPT NOTICE
PINAi. lt011CE
AOMm CITf-SSN-212' OJ.'03'2008 06'\CiO~S
t '.ii6t1&6Ui I forau1u¢1
FOR MORE tlf'Of.VATIOti
---ptk~~~~~
t111ll2010 $lCIO.(I.()
Our rei:ords show M you hl!J\'e cs ~Unq~I ~bt Ihm ls now due 1lnd ~y:sbl~ to lhe ll!l~nq b ted nbol,"t' You lt!S\'e 3!1
days to pay volunu~ beb-e we submit your nmne &o the franchise To Board (FTB> f« an inter.1gency lnltteepl
FT8 ~ 1111 lnhtr.lQ'fflcy lnlerttPC pmormn on ~~Lilt of the Stale Con1r'Ol.1en 01'llclt FT6 Cllllffls ~• dt:b!S
O'ftd to~ and loeat agel'ICl6 by inttte~l'lno money ttwt uote o~ il'le iteblof Fie Int«~ tt,e rr.oMY from r.u
reflin4t ~ tbte totte,y Otl%ff, once-interc:e~. ~ money 1$ ftdl~ttea ao tne oOfflty to wh!Clh 1M ~ .. O-ft.
{Celdorfli.a. Q)de Sedioc'I$ 12•19.2, 1z,419 5. 12419.7, 12419.8, 1:?419,9, 1Z419.10 and l:?-C19.1 U
11 yw ha11e 1.ny q11e5t10os or do~ beieve !hat you OM 1Jlis debt. pl,e.1se C011tad ue within 30 dilY$ from Ille ifate CJ« Or.I
letter. A. fepmsetll~ .,,~ re-.iew )'OUT~ 001:e tt,ey are ~(.ffled. If )'OU do not IWfflil .my oo,e:tV001 Of Y')4JJ
abjections are insufficiem, we wil proceed with thil action
Det:ftll fol this account a,e locat!d on lhe bad. of lhls nocice.
TO PAYi'l"CRml'CARD
• P.J)lcnllf. -,pticbt.~
• ~ s ;i S7 O'.> ~tK ~ CilZlGrl
11ft 2l,2(1 I 0
August 9, 2018
PAYICf Nf INSTRIJC HOHS
TO PAY&Yw,lt.
1 !:• (Mdc, IIIIINj'Cl!Wf ND C.\91 (US~ QrfyJ
1 Pnr.l.>«tvl1 ~ Dn\'llill' p.l)ffle!'J.
3 To11-...VOPf'U~~--tioe(IMpOrbOnt;Ath$nt.tcJtw#'I~~
4 Mab ~---1« LANCASTP AOIUII C:ITA TIONS
lf-,oi, ~ .h..d, p"1d thil dtbt. send,. copy ol ct. fnri -t b..c.lt of
)'our c..nc~ d.d: Of mawy otCII' P'CMn9 ~ po~ W• Will
dose this -«ow,t anly with v~ pn,cl d ~
Page 11 of 11
IIUH HIDllll llt~m1nn
w,cASTER AOfi,11ff CITAT1OUS
P080X3SOO
TUSTIN CA ~181-3500
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