Report to Mayor and City Council
Tuesday, January 14, 2020
Consent
SUBJECT:
Title
CONSIDER EXERCISING THE SECOND OF TWO ONE-YEAR OPTIONS TO EXTEND THE CONTRACT FOR PARKING CITATION PROCESSING WITH TURBO DATA SYSTEMS, INC. FROM MAY 1, 2020 THROUGH APRIL 30, 2021 (CITY COUNCIL)
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I. SUMMARY
The City’s current vendor for parking citation processing is Turbo Data Systems, Inc. (TDSI). A three-year contract with two one-year options to extend with TDS was approved by Council on March 15, 2016 for a not-to-exceed contract sum of $300,000. The first option was thereafter exercised to extend the contract through 2020 for an additional not-to-exceed sum of $100,000. Turbo Data Systems has been providing excellent service with all citation processing for the City. Staff is therefore seeking Council approval to exercise the City’s final option to extend the contract for an additional year from May 1, 2020 through April 30, 2021 for an additional not-to-exceed sum of $100,000.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 2 to the Turbo Data Systems, Inc. contract for parking citation processing, to provide a term extension from May 1, 2020 through April 30, 2021, for an additional not-to-exceed contract sum of $100,000.
2. AUTHORIZE the Mayor to execute Amendment No. 2, 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;
Or
2. TAKE any other action the City Council deems appropriate that is consistent with the requirements of law.
IV. BACKGROUND
On March 15, 2016, the City Council 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.
The table below shows the net revenues from citation processing since Turbo Data started.
|
|
FY 16/17 |
FY 17/18 |
FY 18/19 |
FY 19/20 |
|
|
|
|
|
As of Oct. 2019 |
|
Net Revenues |
1,384,703 |
1,292,173 |
1,368,087 |
439,455 |
|
Citations Processed |
22,907 |
26,982 |
26,771 |
|
With Turbo Data Systems everything is web based and prior issues with a prior vendor in regards to tracking tickets have been eliminated. Moreover, Turbo Data has increased the City’s net revenues from citation processing. Turbo Data’s excellent citation processing service has generated more revenues than the last two vendors the city had contracted with. In addition, Turbo Data has monthly reports that are online and are easily accessible through the log-in process.
Staff is now seeking Council approval to exercise the second of the two one-year options to extend the contract to April 30, 2021.
V. FISCAL IMPACT
If Council approves Staff’s recommendation, there will be no fiscal impact for the current fiscal year because funds have been budgeted. $100,000 will be included in the FY 2020/21 budget.
VI. EXHIBITS
1. Original Contract (pages 3-35)
2. Amendment No. 1 (pages 36-41)
3. Proposed Amendment No. 2 (pages 42-47)
Prepared by: Gina Trinidad, Administrative Analyst