Report to Mayor and City Council
Tuesday, February 19, 2019
Consent
SUBJECT:
Title
CONSIDER EXERCISING THE FIRST OF TWO ONE-YEAR OPTIONS TO EXTEND THE CONTRACT FOR PARKING CITATION PROCESSING WITH TURBO DATA SYSTEMS, INC. FROM MAY 1, 2019 THROUGH APRIL 30, 2020 (CITY COUNCIL)
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I. SUMMARY
The City’s current vendor for parking citation processing is Turbo Data Systems, Inc A three-year contract with two one-year options to extend was approved by Council on March 15, 2016. Turbo Data Systems has been providing excellent service with all parking citation processing for the City. Staff is, therefore, seeking Council approval to exercise the City’s option to extend the contract for an additional year from May 1, 2019 through April 30, 2020.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE an extension of the Turbo Data Systems, Inc. contract for parking citation processing from May 1, 2019 through April 30, 2020.
2. AUTHORIZE the Mayor to execute Amendment No. 1, following approval as to form by City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE the extension of the Turbo Data Systems, Inc. contract;
AND
2. TAKE any other action the City Council deems appropriate that is consistent with the requirements of law.
IV. BACKGROUND
On March 15, 2016 on agenda item no. 18, the City Council approved to terminate the contract services of Clancy Systems International, Inc. and awarded a three-year parking citation processing services contract with two one-year options to extend based upon performance to Turbo Data Systems, Inc. for a yearly cost of not to exceed $100,000.
Turbo Data Systems, Inc. provides the following services among others: (i) Automated citation issuance; (ii) DMV information retrieval; (iii) Fine escalation and late fee assessment; (iv) Generation and mailing of late notices for unpaid tickets; (v) Placement and release of DMV registration suspensions/holds where applicable; (vi) Online inquiry and update; (vii) Internet payment capability; (viii) Court/Review adjudication management; (ix) Digital imaging; and (x) Collection and deposit of funds.
After almost 3 years of the contract services, the table below shows the improvement in the revenue numbers that the service has brought to the City.
On the first contract year of Turbo Data, the city increased its parking citation revenues by 20% from $1,165,794 in FY15/16 to $1,398,830 in FY16/17. A $233,000 increase from the previous vendor (Clancy) was recorded despite the decrease in number of citations processed. It should be noted that it is more important to have an efficient citation processing program than it is to simply increase the number of citations being written. Turbo Data’s excellent citation processing service has generated more revenues than the two previous vendors the city has contracted with. In addition, Turbo Data has monthly reports that are web-based and accessible to the City through the log-in process.
Staff is therefore seeking Council approval to exercise the first of the two one-year option to extend the contract to April 30, 2020.
V. FISCAL IMPACT
No fiscal impact for FY18/19 as full amount has already been budgeted for.
VI. EXHIBITS
1. Original Contract. (pgs. 4-35)
2. Amendment No. 1 to the Agreement for contract services. (pgs. 36-41)
Prepared by: Gina Trinidad, Administrative Analyst