HomeMy WebLinkAboutTurbo Data Systems Inc; 2021-11-01; FIN2201FIN2201
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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 ("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. 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 five (5) years from the date first above written. 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 will be in an amount not to exceed thirty-five thousand dollars ($35,000) per Agreement year. 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, if applicable, should be made as 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
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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 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 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.
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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 (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 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.
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.
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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 For Contractor
Name Cheryl Gerhardt Name Roberta Rosen
Title Finance Manager Title President, Turbo Data Systems, Inc.
Department Finance Address 18302 Irvine Boulevard, Suite 200
City of Carlsbad Tustin, CA 92780
Address 1635 Faraday Avenue Phone No. 714-368-4808
Carlsbad, CA 92008 Email roberta@turbodata.com
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 categories.
Yes No
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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. 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
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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 any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties. /// ///
/// ///
///
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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
By: By:
(sign here) Ryan Green, Finance Director
Roberta J. Rosen, President
(print name/title)
ATTEST:
By:
(sign here) FAVIOLA MEDINA
Elie M. Sleiman, Secretary City Clerk Services Manager
(print name/title)
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: CELIA A. BREWER, City Attorney BY: _____________________________ Assistant City Attorney
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EXHIBIT “A” SCOPE OF SERVICES See attached.
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SCOPE OF SERVICES Exhibit A
1.BASIC PROCESSING SERVICES
PARKING CITATION PROCESSING ............................................................. $0.50 per citation
NOTICE PROCESSING SERVICES ................................................ $0.86 per notice mailed Includes Postage
Monthly Minimum for Basic Processing (citations/notices) ......................................... $350.00
If the monthly basic processing service fees are less than $350, a fee will be added to bring the
monthly basic processing service fees to $350
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,Agency training regarding TDS’ processes and coordination with DMV to create Parking Client Reporting
Code for retrieving names and addresses of registered owners as well as placing and releasingregistration holds.
Basic Processing Services include all of the following:
PAYMENT PROCESSING
Payment processing for all payments received by mail
DMV INTERFACE
DMV online interface for retrieval of registered owner names/addresses
DMV online interface for placing and releasing registration holds
DMV Payment File processed monthly with complete reporting of activities
WEEKLY/MONTHLY REPORTING
Weekly/monthly habitual offender reporting for booting or towing
Weekly/monthly statistical and managerial reports
COURIER SERVICE
Daily pick up of mail at a PO Box established by TDS
All other correspondence will be mailed to and from TDS
BANK DEPOSITS
TDS will scan checks and deposit parking funds (remote deposits) into Agency’s bank account.
Checks never leave our facility
Check scan hardware & software is provided by Agency for its specific banking requirements.
ONLINE INQUIRY ACCESS FOR THE PUBLIC (pticket.com)
Internet access 24/7 that allows the public to view the status of their outstanding citations
Information on; payment options, contesting, proof of correction for registration/license plate
violations
All notification dates, delinquent dates, late fees, violation descriptions and total amount due for
each license.
Contractor will provide the City of Carlsbad a comprehensive parking citation and adjudication system.
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ADDITIONAL PROCESSING SERVICES:
2. OTHER CORRESPONDENCE .......................................................... $0.86 per letter mailed
Includes Postage
Forms, printing, and weekly First-Class mailing of delinquent notices
Customized verbiage for payment and contesting instructions
Second delinquent notices for leased and rented vehicles
Second delinquent notices for partial payments and bounced checks
Second delinquent notices for vehicle ownership and address changes
Final Notices
Other correspondence as required
3. CUSTOMER SERVICE - TOLL-FREE PHONE # ...................................................... included
Toll-free # staffed between the hours of 8:00 am and 5:00 pm, Mon. thru Fri
Trained representatives can answer questions specific to your agency
Customer service provided in English and Spanish
4. PTICKET.COM AND INTERACTIVE VOICE RESPONSE SYSTEM (IVR) .................... included
IVR and WEB system available to the public 24 hours a day, 7 days a week
Systems provide status of citation, amount due, due date, contesting status, etc.
5. OUT-OF-STATE PROCESSING .......................................................... 30% of amount collected
Regularly scheduled out-of-state DMV inquiries for names/addresses of registered owners
6. ADMINISTRATIVE ADJUDICATION PROCESSING .................................. $1.36 per Letter
Entering and tracking all correspondence
Preparation of paperwork for Initial Review by Client
Preparation of hearing paperwork for hearing examiner
Decision letters and hearing notification letters will be mailed at the Notice Rate
Scheduling of all in-person hearing requests
Monthly reporting of outstanding Review Requests and Hearing Requests
7. PAPERLESS APPEALS .............................................................. $1.50 per Scanned Appeal
Includes Postage
All appeals are stored online, including mailed-in appeals
Pending appeals are organized by request date
Decision Codes online in drop-down list
Never lose appeal documents — originals are available for court requests
Officer photos from ticketPRO handhelds are linked to all appeals
8. PAYMENT PLANS ....................................................................................................... $10.00 per plan
Payment plan supports AB503 legislation.
Low-income and standard payment plan options
All payment plan mailings will be at the Correspondence rate.
cont. SCOPE OF SERVICES
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cont. SCOPE OF SERVICES
9. CREDIT CARD PAYMENT PROCESSING – INTERNET/IVR .................................. No Charge
Customized delinquent 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
$3.95 per citation is charged to the violator at time of payment to cover web services and merchant
fees
10. SPECIAL COLLECTIONS (Innovative Collection Services) .............................. 30% of the
amount collected
Two notifications via first class mail
TDS assumes cost for ICS notifications and postage
Payment processing
Integrated Reporting in ticketPRO Web system
11. FRANCHISE TAX BOARD OFFSET PROGRAM .................................. $2.50 per letter mailed +
15% of amount collected
Combining citations by license number for total amount due
Eliminating Corporate Names
Retrieving SSN by name from 3rd party
Combining accounts by SSN
Mailing required FTB letter in advance of placing accounts at FTB
No charge for notice processing fee
Processing payments generated by FTB process
Receiving phone calls generated by FTB process
All systems and operational procedures required for the FTB process
Complete reporting
12.COST INCREASES
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: Pricing may be adjusted by the CPI increase annually.
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THIS ENDORSEMENT CHANGES THE POLICY. PLEASEREAD IT CAREFULLY.
COMMERCIAL GENERAL LIABILITY EXTENSION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGEPART
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