HomeMy WebLinkAbout12 - Amendment No. 2 to the PSA for Parking Permit Management and Citation Processing ServicesQ �EwPpRT
CITY OF
O �
z NEWPORT BEACH
<,FORN'P City Council Staff Report
November 24, 2020
Agenda Item No. 12
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Carol Jacobs, Assistant City Manager - 949-644-3313,
cjacobs@newportbeachca.gov
PREPARED BY: Caryl Bryant, Fiscal Specialist, cbryant@newportbeachca.gov
PHONE: 949-644-3149
TITLE: Amendment No. Two to the Professional Services Agreement with
Turbo Data Systems, Inc. for Parking Permit Management and
Citation Processing Services
ABSTRACT:
Approve Amendment No. Two ("Amendment") to the Professional Services Agreement
with Turbo Data Systems, Inc. ("TDS") for Parking Permit Management and Citation
Processing Services, dated May 10, 2016, as amended by Amendment No. One, dated
May 31, 2019 (collectively, "PSA"), to increase the not -to -exceed ("NTE") amount by
$384,534.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve and authorize the Mayor and City Clerk to execute the Amendment that
increases the not -to -exceed amount to $1,621,724.
FUNDING REQUIREMENTS:
The adopted budget includes sufficient funding for this amendment. It will be expensed
to the Parking Professional Services account in the Finance Department, 0103032-
811008.
12-1
Amendment No. Two to the Professional Services Agreement with Turbo Data
Systems, Inc. for Parking Permit Management and Citation Processing Services
November 24, 2020
Page 2
DISCUSSION:
Background
In May 2016, after a lengthy procurement process, the City Council authorized an award
to TDS to provide a parking permit management system; online and offline processing of
automated and handwritten parking citations, administrative citations, delinquent notices,
Department of Motor Vehicle (DMV) registration holds and releases, and citation appeals;
and parking citation issuance hardware. TDS integrated data, eliminating the need to
create batch file imports and manipulate or correct data; provided updated software for
online payments and citation appeals; allowed for online permit purchases; and provided
new hardware for citation issuance all in real time. The PSA expires on March 31, 2022.
Not -to -Exceed (NTE) Amount
The NTE amount for the PSA was $1,237,190. The cost for the first four years was
anticipated to be approximately $835,000. Actual cost for the first four years was
$1,117,000.
The main reason for the difference is due to how collection fees are managed in the City's
accounting system. Historically, collection fees were considered a pass-through expense
(the collection fee payment would simply be deducted from the revenue received), and
not included in an agreement's NTE amount. However, implementation of new software
has led to a corresponding improvement in best practices. To allow for greater
transparency, pass-through fees are now required to be included in an agreement's NTE
amount. Therefore, the costs are higher, but the revenues are also higher and more
accurate. In order to implement this change, staff is requesting an additional $349,534
to cover collection fees and $35,000 of added contingency to cover unforeseen expenses,
for a total NTE amount of $1,621,724 through the end of the contract term.
TDS has provided the City with many improved efficiencies and benefits since the City
contracted with them in 2016. For example, DMV registration holds for registered owner
look ups and citation payment collections are both key to parking citation management
and collection. Prior to this PSA, DMV raised the minimum standards for IT security,
which would have required the City to dedicate more staff and resources to comply. TDS
already meets the required DMV security compliance standards for other agencies and is
able to provide the registered owner and citation payment collections functions for the
City.
TDS allows for fast real-time parking citation and permit inquiries by City staff. The public
also benefits by being able to pay or appeal citations online. TDS custom-built the online
parking permit portal to City specifications, allowing customers to purchase parking
permits online, as well as upload any required documents. TDS is able to change the
parking permit system as new permit programs may be developed without any additional
cost to the City.
12-2
Amendment No. Two to the Professional Services Agreement with Turbo Data
Systems, Inc. for Parking Permit Management and Citation Processing Services
November 24, 2020
Page 3
The TDS system also provides for efficient enforcement: when an enforcement officer
keys a license plate number into the handheld parking citation issuance device, TDS
automatically searches for payments from pay stations and the pay -by -phone application,
as well as confirms whether that vehicle holds a City of Newport Beach issued parking
permit.
TDS has provided other efficiencies: they print and mail parking and other administrative
citations; process online and mailed payments; perform data entry for handwritten
citations; provide telephone and online customer service; process appeals; schedule
hearings; prepare state mandated reports; and provide customized reports upon request.
TDS also reviews required documents for parking permits, and approves, assigns and
mails the permits.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
�[0��[�I1rev
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Amendment No. Two to the Professional Services Agreement
12-3
ATTACHMENT A
AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT
WITH TURBO DATA SYSTEMS, INC. FOR
PARKING PERMIT MANAGEMENT AND CITATION PROCESSING SERVICES
THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT
("Amendment No. Two") is made and entered into as of this 24th day of November, 2020
("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and TURBO DATA SYSTEMS, INC., a
California corporation ("Consultant"), whose address is 18302 Irvine Blvd., Suite 200,
Tustin, CA 92780, and is made with reference to the following:
RECITALS
A. On May 10, 2016, City and Consultant entered into a Professional Services
Agreement ("Agreement") to engage Consultant for Parking Permit Management
and Citation Processing ("Project").
B. On May 31, 2019, City and Consultant entered into Amendment No. One to the
Agreement ("Amendment No. One") to increase the total compensation, update
the Schedule of Billing Rates, and amend the Hold Harmless section.
C. The parties desire to enter into this Amendment No. Two to amend the Schedule
of Billing Rates, to increase compensation, and to update Insurance requirements.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
Exhibit B to the Agreement shall be deleted in its entirety and replaced to include
the Schedule of Billing Rates, attached hereto as Exhibit B and incorporated herein by
reference ("Services" or "Work").
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed One Million Six Hundred
Twenty One Thousand Seven Hundred Twenty Four Dollars and 001100
($1,621,724.00), without prior written authorization from City. No billing rate changes
shall be made during the term of this Agreement without the prior written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. Two,
including all reimbursable items and subconsultant fees, in an amount not to exceed
12-4
Three Hundred Eighty Four Thousand Five Hundred Thirty Four Dollars and 001100
($384,534.00).
2. INSURANCE
Exhibit C of the Agreement shall be deleted in its entirety and replaced with Exhibit
C, attached hereto and incorporated herein by reference. Any reference to Exhibit C in
the Agreement shall hereafter refer to Exhibit C attached hereto.
3. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Turbo Data Systems, Inc. Page 2
12-5
IN WITNESS WHEREOF, the parties have caused this Amendment No. Two to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: I I ho lzo-oa
Aaron C_ Harp
City Attorney
ATTEST:
Date:
Leilani I. Brown
City Clerk
Attachments
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Will O'Neill
Mayor
CONSULTANT:
TURBO DATA SYSTEMS, INC., a
California corporation
Date:
By:
Roberta J Rosen
Chief Executive Officer/
Chief Financial Officer
[END OF SIGNATURES]
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
Turbo Data Systems, Inc. Page 3
12-6
EXHIBIT B
SCHEDULE OF BILLING RATES
Turbo Data Systems, Inc. Page B-1 12-7
Newport Beach 6 -Year Estimated Tota! Costs:
= r.
1,850.00 1 5
i
31,250 5
i
$
4,687 5
I
l
Galaxy 56 Active at no additional charge}
• I•
Pw-33;-e Ctation Processing 5
258.83
5
131,428 5
165,327 S
176,071 5
153,573 S
155,17:5
3.140,807.32
AdrrinsnatrveCitation Processing S
2E,33E
5
23,335 5
21,5.31 5
24, $
221,24C S
1-7152 5
143,223.75
PerrtitMarregerrrfrtProcessing _
22,28C
5
Pa,15; 5
23,135 5
3,468 5
2D,79C 5
Se',63"
125,45'x.78
A4dorretedTicK-
5728• 5
25581 5
25.558:- -
25,:.47 -
3,585 5
18,785 S
177,27518
Total
5361
529.
5245
Q
_C2 5
7,586,766M
10%CDitillg
lof$349,576;
5
34,958.00
Total NY
$ 1,621,724.00
,r •
•, --
Parking Citations issued by handhelds 1 5
0.40 ! 5 30,2fi7 l $
+---...........-
22,682 € S 26,822 l 5
29,3561 $
33,118: $
26,494
_._.._...-.........._...__.....-...._.._.._.............................._..-----..........._............_.............._.
Is nottes mailed (includes postage)
....... ......__.._.._.........._..._.._....._......._......_..............._.._..............._.._.._.._................ .....
_....._........_..---...:....
0,85/0.91
.-............;.._............._.......;
i 5
--.._....
28,442 5
.........._...._......_.....;
21,389 S
.._...__.._......._.;
20,9021 5
.._..._._........._...,
22,638 5
24,780: $
19,824
2nd notices mailed (includes postage)'
0.85/0.91
$
14,443 1 5
13,206 5
1
12,547 $
14,541 S
_
14,785 ? 5
11,828
Optional (Final Notice)
--._........_._.._.._.._..........._.._.............._.._._..............._.._......_._._.._._......._......_._.........._._._._..._...........i.._.._..........._.._.._............._.....-......._...._;_._.._._....._._.......;._......_.._._._._..._.
3rd notices mailed $
$
$
€ $
$
$
5
1st ICScollection notice (nopernotice cost)
=
i
._._..._.._._.._.._..........__._.._..............._.._.._......__....._._...._.._.._._.._._..........._._---- _.._._.._.._..._..._....._.._._..........__.._...:_......_._.._..........._._._..._._._.._._......._........._.-._.._._.__{
Perle$Appeals(perappealj € $
«--
180
----....._.
$ ..............__..-.,..._.._.._.._......_._.._._....._.._.._.._.._...._......_._._._.__._..
8,76615
6,944' S
10,20215
10,6191 5
11,518€ 5
9,294;
_._......._._.._.._.._.._... _._..__._._._._.._.._..-
Adjudication Letters is level resutrs(includes postage)'
_._.._................ -.............. ... .._........ ...... _._....._._.._._.._._........... __..........._._.._._._.._.....,.._..__.
0.85/0.91
5
5,242 1 5
...... ----._....
4,743 ; 5
_._........_.__._.._......_.._._.._....._..._._._.__._...__
5,264 $
7,090: 5
6,780 5
5,424 !
Adjudiration Letters 2nd level results (includes posagel` ....„0,85/4:91
. _.... .......... --... ........... ....... ........ ..........
y-5_
--- -. _5 _.._.._....-._._
_5...__._._._.._......_?_._.._._.__.._.:
$
$
YusWMastercadServiceFee1.5%
1.5096
S
36,420' S
31,200' S
32,8091 5
36,6601 S
41,149: 5
32,919:
_..........._-........._........._._.._.._........_....._.._.._...-_..._.._.._.._. _.
Formant Plat Cass !
$10/0.91
......._....._._._.._1........._
i
................_.._}.._.............
i $
431 ` $
136 ; S
378 ! 5
302
_._.......... »..»_.»...... ..................... _..._._.............._:........-...
ICSCoflection5evic!S
__._......_............_...._ .._._........_.............»_»....»......._...»......_._:......._
............._..-..........._.............,......_._......__..........._................._.__......._...._.._......._....__..
23%
........_......;..---..........._.._.._..........._._.
1 5
56,207:5
21,795; $
....................-.._..............._..---.....,........._.._......._......_..,
15,194(5
18,055: $
17,332' S
13,865
FTB Processnp - -
» 23%
5_.»
17,923: 5
27,685 S
15,757 ? 5 8,7991 S
12,178 S
9,743
F€B Processing after FTB Notice !
23%
S
23,331 S
12,983 ! $
8,139 i $
5,843' S
6,104 5
4,883
._..._........._.._...._..-........._........_.........---.--...........__.._..........._.._.._.._._..._....__._..
Out ofstate t...........
......... ....._;.._..........._._._
3096
j $
_............_..........._._.__.................................{........._.._......._......_...
32,790 's 5
28,801 ? S
16,361 '_. $
22,334 '_. $
25,752 S
20,502
Total
S
258 8310 5191,426
S
165,327 1 $
176,070 S
193,973 S
155,179
Galaxy SSActr eJOC3 (TOS will upgrade to the Samsung ;
5
1,850.00 1 5
i
31,250 5
i
$
4,687 5
I
l
Galaxy 56 Active at no additional charge}
.....................,..._.._.._..........._.._.._....... ,..........._............,.._.._.. ........ ....
Month ly fee {Includes lost/stolen/damaged smartphone :
15....__19,1141
5._......�7,�.1.
S
...17,920.1..5.........19,320
t
' S
9,320 1 S 4,490
1 1
replacement} NBPNSP+ 11630+7280 r
_._........_._._._..._.........._.._..............._.._._......._......_.._.._..........I...._.._......_......_.._.._...:._.._..._.._._.._........_1-._..............._.._._..1._....
:
-
.......... ......._..1-- ...........
----....... :
Citations 3" cRations for OC3 printer 5
0.07 ; S
3,520 ; S
7,947 1 5
3,382 i 5
-...._................---..........._.._.._.......
5,727 ; 5
4,6691 5 4,295
_._..........._.._.._..._.........._.._..................._.._..._.......__.._............_..... .........
Envelope�custam Newport Beach erwelopes 5
__.._.._._.............._.._._._......._.-._...............__
0.081 5
4,001 1 S
_..i.....
: 5
5
; 5
5 -
• Postage Increases - VSPSpostage increases will bepa-ssed through directly on all postage- included items
12-8
NEWPORT BEACH
MODULE —A Software Costs:
Processing Fees — Parking Citations Annual issuance of
This offer is contingent on having an active contract for Parking Collection 50,000 to 100,000
Services with Turbo Data Systems.
Fee per Parking Citation Issued (Electronic and Manual)
$0.40 per citation
Fee per Manual Parking Citation Data Entry
Included
Included The price includes the following services:
✓ Entry/import of all citations
✓ Citation dispositions (bounced checks, payments, extensions, etc.)
✓ DMV interface (r/o retrieval and placing and releasing registration holds)
✓ Weekly/monthly reporting readily available and accessible over the Internet
✓ Toll-free telephone number (for public access)
✓ Interactive Voice Response System (IVR)
✓ Customer Service Representatives (8:00 am — 5:00 pm, Mon - Fri, excluding holidays)
✓ Daily pick up of payments and other documents from a TDS provided P. O. Box
✓ www.pticket.com/newportbeach Web pages customized for the City
✓ Database maintenance / Daily system backups
✓ Secure, online access for City Staff to citation database; City provides PC with internet access
✓ Documentation and training for use of TDS provided online system
✓ Ongoing Client support and Training
Reminder Notices (Notice of violation)
$0.85 per notice mailed
(Includes Postage)
Includes: all forms, envelopes, return envelopes, printing andosp tage. Reminder notices are mailed 21 days after
issuance or per agency timeline.
Other Correspondence
$0,85 per notice mailed
(Includes Postage)
Includes: all forms, envelopes, printing andosp tage. NSF letters, Partial payments, Name and address changes,
etc.
Out -of -State Processing
30016 of amt. collected
No charge for payments off the windshield. Nlets electronic access for all 50 states.
Review & Hearing Notices/ Letters
$0.85 per letter mailed
(Includes Postage)
TDS mails all initial review result letters, hearing notification letters and hearing result letters as required. All forms,
envelopes, and printing are included with the mailings.
Paperless Appeals with eAppealsPRO
$1.50 perAppeal
This service allows for online submitted appeals and a 100% PAPERLESS appeal system. All mailed -in appeals
are scanned in to the system and are reviewable by City staff using the a ppea& RO online review system. 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.
Payment Plans
$10 per plan
TDS will provide for the entry and tracking of Payment Plans within the existing TPW system. Reporting will be
provided.
6 N'YAr1 T-1 /5 T �l i 12-9
S Y S T F n;;
• NEWPORT BEACH
Credit Card Payments 1.5010 of amount processed
• Credit card payments will be processed using merchant account provided by agency
• Resident 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
Processing Fees — Administrative Citations
Annual issuance of .
2,000 to 5,000
Fee per Citation Issued
$8 per citation entered
Fee per Manual Administrative Citation Data Entry
$4 per citation
Included
The pricing above includes the following services:
✓
Citation Ent - including name and address of responsible party
✓
Citation payments/dispositions bounced checks payments, extensions etc.
✓
Call Center live assistance Sam -5 m Monday -Friday (excluding Holidays)
✓
Weekly/monthly reporting readily available and accessible over the Internet 24/7
✓
Daily pick up of payments and other documents from a TDS provided P. 0. Box
✓
Payment processin
✓
Bank deposits
✓
Database maintenance
✓
Daily system backups
✓
Documentation and training for use of TDS provided online system
✓
Ongoing Client support
✓
www. ticket.cornnew ortbeach Web pages customized for the Ci • available 24/7
Notice Mailing
$0.85 each
✓
15t class postage included. Certified/Other mailing costs will be billed to the City.
✓
Notices, Correspondence, Partial Payment Notices, Hearing Letters, etc.
Credit Card Payments
1.5010 of amount processed
Credit card payments will be processed using merchant account provided by agency
Resident 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
12-10
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Ma w.rV r1! ti i! i •. E
YT A.7
NEWPORT BEACH
PROCESSING FEES —PERMIT MANAGEMENT
Annual issuance of
2,000 to 5,000
ONE TIME STARTUP COST
$2,000
Includes: Database Creation, System Setup of Tables, Project Management, Client Approval, Client training, Web
Site Customization
MONTHL YSERVICE/CLOUD-HOSTING FEE
$500
This fee will cover the basic maintenance and availability of the system for the public and the City.
PERMIT PROCESSSING FEES - Mailed Requests, Review/Validation by TDS
$4/permit
PERMIT PROCESSSING FEES - Online Requests, Revieur/Validation by TDS
$2/permit
The FULL SERVICE price includes the following services performed by TDS:
✓ Accounts Established/Accounts Renewed
✓ Document Scanning/Storage
✓ Permit Entry by Resident & Uploading of Documents
✓ Mailed -in or OTC Permit Applications
✓ TDS Scanning, Data Entry, Payment Processing
✓ Account/Permit Validation (Decision Making)
✓ Detail and Summary reporting each month
✓ Bank deposits/ Reconciliation as required into City's account
✓ Daily pick up of mail at a PO Box established by TDS
✓ All other correspondence will be mailed or scanned to and from TDS and the City
✓ "Self -Service" Internet access 24/7 for the public to view their permit information
✓ Call Center live assistance 8am-5pm Monday -Friday (excluding Holidays)
✓ TDS will review/validate permit applications/documents, and approve/deny the request
Online (Digital) Permit — No Review — No fulfillment
$1 per Permit
MAILING SERVICES
$1 per letter t first
class postage
This fee will cover the mailing of a single page of information, such as a simple renewal letter or a rejection letter,
etc. Other mailings outside of the fulfilment process can be negotiated.
FULFILLMENT SERVICES
$2 per permit f first
class postage
TDS will assign approved permits and deliver via mail with letter.
SUPPLIES/PERMITS
Provided by City
Credit Card Payments
5% of amount
I.processed
• Credit card payments will be processed using merchant account provided by agency
• Resident 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
7. CUSTOMIZA TION CHARGES (OPTIONAL)
$120 PER HOUR
14 rs�h�r� n Tn
5 1 5; 7 F �',
• NEWPORT BEACH
Cast Increases for Module -A:
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.
CPI Increases:
Pricing may be adjusted by the CPI increase annually.
12-12
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NEWPORT BEACH
Module -13 Hardware Costs:
This offer is contingent on having an active contract with Turbo Data Systems for Citation
Processing and Collection Services.
Purchase ticketPRO Magic System Galaxy 55Active/MF2Te Printer
Details for Purchase - Smartphones with Data Plan
Item & Description
Smartphones: Samsung Galaxy SS Active // S.1" Color touch -screen // Military spec. MIL-81OG// Car
Purchased
Charger //Includes case
ticketPRO Magic Software and License
Purchased
ticketPRO Magic Software Setup/ Configuration Initial setup and installation of software with Agency
Purchased
specific information // Includes 1 Day Training with initial purchase
ticketPRO Magic Software Maintenance and Support: Remote servicing and updates // Fast phone
Monthly
RemoteConnect support // email support for Agency requests
Managed 4G Data Plan
Monthly
Enhanced Push -to -Talk Radio (ePTT): Phone -to -Phone or Group communication. A Desktop Dispatch
Optional Monthly
interface is included with every 10 phones activated with ePPT. City may choose how many phones to activate
$10/mo./unit
w[th ePTT.
Lost/Stolen/Damaged Replacement - Optional: A fully configured smartphone with ticketPRO Magic
Monthly
software will be replaced within 3 full business days of reported incident with a deductible fee. Each covered
phone can have two replacements in a 12 month period ($250 per replacement; $950 for 3r1 time).
($250 deductible)
Item & Description
Rate
Bluetooth Printer: Datamax MF2Te printer // 2" printer // Includes Lithium -Ion Battery // AC Charger //
Purchased
Configured to Agency's ticketPRO Magic system
Optional Bluetooth Printer: Datamax OC3 printer // 3" printer // Includes Lithium -Ion Battery // AC Charger //
$400 additional
Configured to Agency's ticketPRO Magic system
per unit
Extended and Comprehensive Warranty (Optional): Parts & Labor, including physical damage or abuse //
purchased
TDS will provide a loaner unit while unit is in repair //excludes batteries and accessories
Belt Clip: Heavy Duty // Fits all utility belts // Wraps around belt with Velcro release
Choose One
-OR —
Shoulder Strap: Heavy Duty Nylon // Adjustable comfort -wide
w/purchase
*Sales tax not included.
*Citations and Envelopes are additional
All quoted prices are valid 90 days from the date submitted
dY'!"f X11-1 A =IN
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RM11M, KT NEWPORT BEACH
Module -C Parking Citation Collections Costs:
(Note: Administrative Citations Collections are available at the same rates listed)
Innovative Collection Services (ICS)
23010 of amount collected
✓
Delinquent Follow-up Collections for unpaid accounts
✓
All ICS notices are mailed at no cost to the City, including postage
✓
Unpaid amounts will be reported to a credit bureau, if legally permitted
✓
Toll free TCS number and P.O. Box provided to public to handle inquiries and disputes
✓
Payments can be made via mail or www.pticket.com
✓
30% cost recovery amount added to initial collection amount outstanding
Franchise Tax Board Collection Services
2301b of amount collected
✓
Social Security lookup (citations for one violator combined to one lookup)
✓
Notice mailed combining same violator's citations to one account
✓
Notices and postage are included. No Notice Fee
✓
Accounts sent to FTB Interagency Offset Program
✓
Toll free call center assistance
✓
Payments can be made via mail or www.pticket.com
✓
Monthly reconciliation and reporting of offset payments
✓
30% cost recovery amount added to initial collection amount outstanding
12-14
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Turbo Data Systems (TDS) will provide the necessary training to ensure proper knowledge of all
systems offered. We realize that there are several City departments/groups involved in each specific
system. TDS will coordinate with City staff to ensure that everyone has the proper training for their specific
area of operation.
TDS will provide as many on-site training sessions as needed for the systems listed below. Training will also be
available on -demand via online sessions as needed:
• ticketPROWeb — Parking Citations/eAppeals
• ticketPROWeb—Administrative Citations
ticketPRO magic— Mobile Enforcement
• Permit Manager
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There will be no travel costfor any of the training above. TD5'5 office is located within minutes of the City_ Training,
support and other meetings/visits with City staff will not involve any travel casts,
HARDWARE SUPPORT/HOT-SWAP
TDS takes support very seriously and understands that continuous operation is important for
our customers. Although the proposed hardware is considered "Best -in -class", and based an experience,
has been extremely reliable, a comprehensive warranty program is also included as part of this
proposal. This extends the basic manufacturer warranty and improves on the turnaround time required
for repairs. Furthermore, TDS will provide a hot -swap program to ensure that defective/non-operational
hardware is dealt with quickly by providing a loaner Hardware while the repair is being worked on.
Loaner hardware will be pre -configured with all necessary settings, security and software and ready to be
used upon receipt. If loaned hardware is a printer, a simple pairing will be required after receipt of printer_
Smartphone hardware is insured and provides lost/stolen/damaged replacement*'"%
Printer coverage includes parts & labor (even for physical damage or abuse). Batteries and accessories are
excluded. Printers are not covered if lost/stolen".
'This information was provided underthe "Cost File", Module B, Iriardware Cost, page 5.
Pr.UN11r MANAGEPA ENT SY<T'=rA IMPLEPAU-JTAT C',
TDS will have the Permit system available .-Athin 60 days of the start of the contract.
RL,njitia¢jee Processin„
Turbo Data Systems (TDS) will provide check scanning deposits for the City at no charge. The City to
provide scanner; rernote deposit software and logon access for TD5 users to perform remote deposit into the
City's desired bank account.
Data Integration Service=
No Costs for Data Integration 5ervices for uploading payments and/or administrative citations. TDS will work
with the City on uploading payment data electronically from the City's payment system, TD5 will provide art
interface for uploading admin citation data from the current system into ticketPROvieb,
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Y S T S
EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1. Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council, boards
and commissions, officers, agents, volunteers and employees.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The policy
shall cover liability arising from premises, operations, personal and
advertising injury, and liability assumed under an insured contract (including
the tort liability of another assumed in a business contract).
C. Automobile Liability Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
Turbo Data Systems, Inc. Page C-1 12-16
D. Professional Liability (Errors & Omissions) Insurance. Consultant shall
maintain professional liability insurance that covers the Services to be
performed in connection with this Agreement, in the minimum amount of
one million dollars ($1,000,000) per claim and two million dollars
($2,000,000) in the aggregate. Any policy inception date, continuity date,
or retroactive date must be before the Effective Date of this Agreement and
Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the Services required by this
Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, and shall require similar written express waivers from
each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but not
including professional liability, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers
and employees shall be included as insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days' notice of cancellation (except for nonpayment for which ten
(10) calendar days' notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by City's Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this Agreement. The
certificates and endorsements for each insurance policy shall be signed by
a person authorized by that insurer to bind coverage on its behalf. At least
Turbo Data Systems, Inc. Page C-2 12-17
fifteen (15) days prior to the expiration of any such policy, evidence of
insurance showing that such insurance coverage has been renewed or
extended shall be filed with the City. If such coverage is cancelled or
reduced, Consultant shall, within ten (10) days after receipt of written notice
of such cancellation or reduction of coverage, file with the City evidence of
insurance showing that the required insurance has been reinstated or has
been provided through another insurance company or companies. City
reserves the right to require complete, certified copies of all required
insurance policies, at any time.
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days' advance
written notice of such change. If such change results in substantial
additional cost to Consultant, City and Consultant may renegotiate
Consultant's compensation.
C. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
D. Requirements not Limiting. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Consultant maintains higher
limits than the minimums shown above, the City requires and shall be
entitled to coverage for higher limits maintained by the Consultant. Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
E. Self-insured Retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
F. City Remedies for Non -Compliance. If Consultant or any subconsultant fails
to provide and maintain insurance as required herein, then City shall have
the right but not the obligation, to purchase such insurance, to terminate this
Agreement, or to suspend Consultant's right to proceed until proper
evidence of insurance is provided. Any amounts paid by City shall, at City's
sole option, be deducted from amounts payable to Consultant or reimbursed
by Consultant upon demand.
Turbo Data Systems, Inc. Page C-3 12-18
G. Timely Notice of Claims. Consultant shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Consultant's
performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve
City.
H. Consultant's Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the
Work.
Turbo Data Systems, Inc. Page C-4 12-19