HomeMy WebLinkAbout06 PARKING PERMIT MANAGEMENT AND CITATION PROCESSING SERVICESMEETING DATE: FEBRUARY 7, 2017
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: CHARLES F. CELANO, JR., CHIEF OF POLICE
SUBJECT: PARKING PERMIT MANAGEMENT AND CITATION PROCESSING
SERVICES
SUMMARY
The Tustin Police Department is committed to a partnership with our business and
residential community to provide the highest level of service based on trust and
transparency. The Tustin Police Department solicited proposals from qualified vendors
to provide a parking management system that encompasses the City's preferential
permit parking and citation management program and integrates with the City's current
enforcement system. The goal of an integrated parking management system is to
provide a seamless, efficient, customer -friendly and cost-effective operation.
In terms of citation processing services, the vendor will process parking citations issued
within the City, which will include citation tracking, payment acceptance, appeals
processing, and collections. The use of a qualified vendor will continue to strengthen
our relationship with the community through increased trust and confidence. The Police
Department has utilized the current vendor for approximately 31 years. During this time,
technology has advanced and there are handheld computerized citation issuing
equipment, printers, and customized citation forms used for enforcement. This
technology includes real-time software that allows the customer to pay for a citation
shortly after its issuance and a color camera for evidential photographs. This will serve
as another layer of efficiency and provide unparalleled, customer -friendly service by
providing a more detailed and accurate account of the events.
In addition to the citation processing services, the City's preferential permit parking,
which is currently being managed by the Police Department, has been growing since its
inception. An updated and web -based on-line permitting system would improve
customer service, convenience, and efficiency. The system, managed by the vendor
and overseen by the Police Department, would allow for on-line permit applications,
renewals, and guest passes to be applied for and fulfilled immediately.
Parking Permit Management and Citation Processing Services
February 7, 2017
Page 2 of 7
Staff has conducted extensive research into options for parking permit management
and citation processing services with the goal of finding an integrated option. Through
the Request for Proposal (RFP) process and research into seven (7) different vendors,
the decision was narrowed down to three (3) vendors offering solutions for both parking
permit management and citation
their hardware and software, it
citation processing services from
Department.
RECOMMENDATION
processing services. After vendor demonstrations of
was determined the parking permit management and
Turbo Data Systems was the best option for the Police
It is recommended the City Council:
• Award a contract for parking permit management and citation processing
services to Turbo Data Systems.
• Appropriate $29,946.00 per year from the Police Department budget, Account
Number 100-50-32-6040.
• Authorize the Chief of Police to enter into an annual contract with Turbo Data
Systems on behalf of the City of Tustin.
FISCAL IMPACT
The future cost of Turbo Data System's proposed parking permit management and
citation processing services including the handheld issuance devices would cost the
City approximately $2,496 a month, with an annual cost of $29,946.00.
Of the total monthly cost, $233.00 (9.3%) is specific to the parking permit management
portion of the contract. If the City was interested in recouping some of these costs, a
charge of $1.75 per permit could be assessed. Considering that the City issues
approximately 400 permits annually, a savings of $700.00 would be realized. In
speaking with other agencies during the research for this proposal, about half of the
departments charge for parking permit fees.
CORRELATION TO THE STRATEGIC PLAN
Goal B: Public Safety and Protection of Assets — Ensure Tustin is an attractive, safe
and well maintained community in which people feel pride.
BACKGROUND/DISCUSSION
Staff established a committee to research options and alternatives to our current citation
processing services, the use of an outside vendor managing the residential parking
Parking Permit Management and Citation Processing Services
February 7, 2017
Page 3 of 7
permit program, and options for handheld issuance devices. The implementation of an
outside vendor to process parking permits will enhance the Police Department's ability
to effectively fulfill the Department's mission and provide greater service by using a
paperless/digital permit. This will make the process easier for the resident applying and
receiving the permit and will make validation and enforcement more efficient for officers
using the License Plate Reader (LPR) on the handheld citation issuance devices.
The primary goal of the committee was to find a qualified and experienced contractor to
provide a comprehensive and interlinked system comprised of parking permit
management and citation processing services.
The committee began this project by contacting various police departments in Orange
County to see what vendors were in the market, what type of handheld issuance
devices were being used, and lessons learned while researching or implementing the
different technologies and vendors.
On July 6, 2016, the committee published a Request for Proposal (RFP) in an attempt
to locate/identify potential vendors (see attached RFP). A total of seven (7) vendors
submitted proposals, which were evaluated by the committee.
As part of the evaluation process, the committee was asked to complete rating sheets to
evaluate the effectiveness of each of the components. Each ranking on a specific
category was given a numerical score from 1 (Poor) to 5 (Outstanding). The categories
evaluated were quality and completeness of submitted proposal, project approach,
project timeline/ implementation, professional references, qualifications and experience,
and support and services. After compiling all of the rating results, a cumulative total was
given to each category based on the average of all responses received. Then all
categories were added and averaged to obtain one rating result. All results were
rounded to the nearest hundredth. See below graphs for rating results:
Vendor
RFP
Proj.
Proj.
References
Qual.
Supp. &
Total
Req.
Approach
Timeline
& Exp.
Service
Score
Municipal
Citation
2.4
2.1
1.4
2.1
2.8
2.3
2.2
Solutions, LLC
Complus Data
Innovations, Inc.
3.0
2.8
2.5
2.4
2.6
2.5
2.6
Data Ticket, Inc.
3.9
3.4
1.6
3.4
3.1
3.1
3.1
Phoenix Group
Information
3.8
3.6
4.3
3.4
3.6
4.0
3.8
Systems
iParq Response
4.3
4.0
2.9
3.6
4.0
3.9
3.8
Passport Inc.
2.9
2.9
1.8
2.1
3.0
2.4
2.5
Turbo Data Systems
4.8
4.5
4.6
4.9
4.8
4.6
4.7
Parking Permit Management and Citation Processing Services
February 7, 2017
Page 4 of 7
After compiling the evaluation results, Turbo Data Systems was the preferred option of
the committee. Turbo Data Systems received higher overall ratings, not including cost.
The second highest evaluation result was iParq, with Phoenix Group and Data Ticket
rounding out the top four.
The committee then reviewed the seven (7) vendors submitted fee proposals which
were submitted in a separate, sealed envelope. After thorough review of iParq's costly
Fee Proposal, and based on the evaluation and selection criteria outlined in Section 7 of
the RFP, the committee determined not to advance their proposal for further
consideration. The committee then selected Data Ticket, the vendor with the next
highest evaluation results to be included in the next selection process.
The committee invited the three (3) highest scored vendors to conduct a presentation in
front of the committee. These vendors were Turbo Data Systems, Phoenix Group
Information Systems, and Data Ticket. The company representatives were to be
prepared to discuss their specific experience providing services and equipment similar
to those described in the RFP, project approach, estimated work effort, available
resources, and other pertinent information distinguishing their company from others.
They gave their presentations on August 18, 2016, at Tustin PD. During the
presentation phase, the committee was able to view the software, handheld devices,
and the parking citation collections process.
After review and discussion of the three presentations, and based on the evaluation,
proposal and selection criteria outlined in Section 7 of the RFP, the committee
determined not to advance on Phoenix Group Information Systems proposal for further
consideration. This narrowed the selection process to two (2) vendors, Turbo Data
Systems and Data Ticket.
During the handheld testing, the committee liked the all -in -one handheld device offered
by both vendors. Users liked the convenience of the printer attached to the handheld
electronic issuing device rather than having to carry a separate wireless Bluetooth
printer.
The Turbo Data Systems handheld issuance device software received considerably
higher marks than that. of the Data Ticket offering, predominately due to the fact the
software was more user friendly. Turbo Data Systems handheld hardware and software
offers the ability to use the devices camera as a License Plate Reader (LPR). Officers
will be able to use the LPR to scan a vehicle's license plate and the real-time software
will provide confirmation of valid paperless/digital permit. This will not only make the
process easier for the resident applying and receiving the permit, but it was also make
validation and enforcement more efficient. Data Ticket's handheld device and software
does not offer the ability to use the device's camera as an LPR for the parking permit
program.
Parking Permit Management and Citation Processing Services
February 7, 2017
Page 5 of 7
During the handheld testing, the committee discovered the implementation of the Data
Ticket product would require additional services. In order to transfer the data wirelessly,
it would require an additional wireless cell plan from a separate vendor. These
additional requirements would require a separate contract and would require an
additional monthly service fee. Turbo Data Systems' proposal included and would
manage the 4G Data Plan as part of the lease.
During the review of the last and final fee proposals from Turbo Data Systems and Data
Ticket, the cost and the timeline of reminder notices and other correspondence were
reviewed. Turbo Data Systems' proposal proved to be the most cost-effective, while
offering the highest customer service.
At the onset of the research, the goal was to find a vendor that provided an integrated
solution for the parking permit management and citation processing services. While
both companies provide integrated solutions, the committee believes the Turbo Data
System product is the more integrated solution. Turbo Data Systems will be able to
integrate, at no additional cost, with the current Records Management System.
Turbo Data Systems and Data Ticket, both companies were asked for their last and final
fee proposal. See the graph below for pricing comparison:
Turbo Data Systems (Monthly)
Data Ticket
(Monthly)
Price
Total
Total
Price
Total
Total
(Each)
(Number)
Amount
(Each)
(Number)
(Amount)
Ticket
Ticket
Processing
$0.40
1,018
$407.20
Processing
$0.40
1,018
$407.20
Reminder
Reminder
Notices
$0.80
445
$356.00
Notices
$0.72
1,335'*
$961.20
Other
Other
Notices
$0.80
50
$40.00
Notices
$0.78
50
$39.00
Appeals
$1.50
20
$30.00
Appeals
$1.78
20
$35.60
Out of state
Out of state
processing
30%
808
$242.40
processing
23%
808
185.84
FTB
$2.50
Unknown'
Unknown*
FTB
$2.00
Unknown*
Unknown*
ICS
30%
1,323
$396.90
ICS
23%
1,323
$304.29
Turbo
Data
Data
$1,472.50
Ticket
$1,933.13
Cost:
Cost:
'Currently, the City does not participate in the Federal Tax Board for collections.
*Data Ticket mails out more correspondences/notices than Turbo Data.
Parking Permit Management and Citation Processing Services
February 7, 2017
Page 6 of 7
Turbo Data Systems
(Five Handhelds per month)
Data Ticket
(Five Handhelds per month
Lease
$790
Lease
$475.00
Software
Incl.
Software
$208.33*
Support/Maintenance
Incl.
Support/Maintenance
$140.00
Wireless Service
Incl.
Wireless Service
Approx. $200.00
Turbo Data Cost:
$790.00
Data Ticket Cost:
$1,023.33
*'Years 2-5 the monthly handheld software cost is reduced to $62.50 a month.
Turbo Data Systems
(Permit Management per month)
Data Ticket
(Permit Management per month)
Startup cost
$0.00
Startup cost*
$21.67
Service/Support
$200.00
Service/Support
$300.00
Permit Processing
Avg. 33 permits/month
$1.00
Permit Processing
$133.33
Turbo Data Cost:
$233.00
Data Ticket Cost:
$455.00
*Initial startup cost is $1,300.00 and was divided by 60 months to obtain the monthly
startup cost.
Turbo Data Systems
(Total per month)
Data Ticket
Total per month)
Processing
$1,472.50
Processing
$1,933.13
Hardware
$790.00
Hardware
$1,023.33
Permit Management
$233.00
Permit Management
$455.00
Turbo Data Cost:
$2,495.50
Data Ticket Cost:
$3,411.46
Currently the City pays approximately $2,622.00 a month.
The evaluation results and the new fee proposals for both Turbo Data Systems and
Data Ticket were computed based on a weighted scale. Turbo Data Systems received a
higher overall score based on the evaluation and cost.
Turbo Data Systems is a privately owned company with its corporate office located in
Tustin. Turbo Data Systems has been processing Tustin Police Departments parking
citations since 1985 and they also currently process Administrative Code Enforcement
citations for the City. Turbo Data Systems is a State of California small business serving
over 120 California municipalities and colleges. After reviewing Turbo Data Systems'
product and interviewing the owner and high-level management within the company, we
are of the opinion Turbo Data Systems meets the long term parameters required.
Parking Permit Management and Citation Processing Services
February 7, 2017
Page 7 of 7
In addition to the company's health, the committee researched customer references of
other agencies that have selected and used Turbo Data System. They contacted
Laguna Beach PD, San Fernando PD, Newport Beach PD, and Huntington Beach PD.
Each contact person at the respective agencies had been actively involved in both the
vendor selection and the deployment of the Turbo Data Systems product within their
departments. Each representative said that the service they received from Turbo Data
Systems was commensurate with their expectations in the post -award contract
environment. The committee found nothing to indicate Turbo Data Systems' level of
service after the formal award of contract would be anything less than exceptional.
If this proposal is approved by the City Council, full implementation is expected to take
approximately two months with a completion date in the latter part of 2016.
CH LANO, JR.
Chief of Police
T ope
RYAN COE
Traffic Unit Sergeant
Attachments,
1. Request for Proposals — Parking Permit Management and
Services
2. Turbo Data Systems Invoice No. 24060, 02/29/2016
3. Turbo Data Systems Quote Best and Final Offer, 08/30/2016
4. Data Ticket, Inc., Fee Proposal Best Final Offer, 08/29/2016
Citation Processing
ATTACHMENT NO. 1
Request for Proposals
PARKING PERMIT MANAGEMENT AND CITATION PROCESSING SERVICES
RFP Due Date:
RFP Project Manager:
RFP Project Assistant:
July 6, 2016
Sergeant Ryan Coe, Tustin PD
T: 714.573.3219 F: 714.730.8027
rcoe(c@tustinca.org
Officer John Hedges, Tustin PD
T: 714.573.3218 F: 714.730.8027
ahedges a-)tustinca.org
(Email the RFP project manager to be added to the Contact List for this RFP to
receive updates regarding addenda to this RFP)
Interested parties may obtain a copy of this RFP by contacting City Hall, City Clerk's Office or by
accessing the City of Tustin website:
www.tustinca.org
1159871.1
5/31/2016
City of Tustin RFP -- Parking Permit Management and Citation Processing Services 2016
CONTENTS
1. INTRODUCTION ......................................
2. RFP SCHEDULE ......................................
3. SCOPE OF SERVICES ...........................
4. TECHNICAL SPECIFICATIONS ..............
5. PROPOSAL REQUIREMENTS ...............
6. TERMS AND CONDITIONS ....................
7. EVALUATION & SELECTION PROCESS
8. ADMINISTRATION SPECIFICATIONS
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
CITY OF TUSTIN REQUEST FOR PROPOSALS
PARKING PERMIT MANAGEMENT AND CITATION PROCESSING SERVICES
Notice is hereby given that the City of Tustin will receive sealed proposals for qualified and experienced
contractors to provide a comprehensive and interlinked system comprised of parking permit management
and citation processing services. Proposals should be submitted to the office of the City Clerk, by 11:00
a.m. July 6, 2016.
The primary intent of this request for proposal (hereinafter "RFP") is to enter into an agreement with a
contractor capable of providing and installing a complete parking management system comprised of all
hardware, software and management collections (hereinafter "SYSTEM"). Specifications are available
online at the City of Tustin website (hfp://www.tustinca.org) or at the City Clerk's Office (City Hall, 300
Centennial Way, Tustin, CA).
The City of Tustin reserves the right to accept or reject any or all bids, to waive any informality and to
accept the proposal deemed to be in the best interest of the City of Tustin.
City of Tustin, Tustin, California
Charles F. Celano Jr., Chief of Police
Dated this 31 st day of May, 2016
Attention Proposers — It is the City of Tustin's intent to enter into an agreement with a contractor
on a suitable value approach. We will treat suitable value as a combination of availability, fit,
short-term costs and long-term costs that, in totality, are deemed to best meet the City of Tustin's
needs.
1159871,1
City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
1. INTRODUCTION
The City of Tustin ("City") is soliciting proposals from qualified vendors to provide a parking management
system which encompasses the City's preferential permit parking and citation management program and
integrates with the City's current enforcement system. The goal of an integrated parking management
system is to provide a seamless, efficient, customer -friendly and cost-effective parking operation.
Vendors may submit joint proposals to satisfy the entire scope of this Request for Proposal ("RFP").
As a result of this RFP, the City expects to receive proposals that will address how the products meet or
exceed City requirements as defined in this RFP. The City intends to work with selected Proposers, as
desired, to conduct onsite Proposer demonstrations of the hardware and software and to perform
extensive hands-on field and/or bench evaluation and testing of the Proposer's products. Once the
evaluation committee has scored the RFP responses, evaluated the products based on the
demonstrations and performed field and/or bench evaluations, the City desires to select a complete
SYSTEM and to enter into contract(s) for the purchase and installation of the selected SYSTEM, as well
as training, maintenance and support of hardware and software. This RFP provides a list of required
services, general information, instructions for submitting responses, and Proposer selection procedures.
This RFP is issued for the City of Tustin. The issuing office is the City of Tustin's Police Department and
is the sole point of contact for this request. The contact person(s) include: (1) Sergeant Ryan Coe, Tustin
Police Department, Traffic Unit; and (2) Officer John Hedges, Tustin Police Department, Traffic Unit.
Sergeant Coe can be reached at rcoe aC_tustinca.org. Officer Hedges can be reached at
hed es tustinca.or .
The City of Tustin reserves the right to accept or reject any or all bids, to waive any informality, to
negotiate separately with competing Proposers and to accept the proposal deemed to be in the best
interest of the City of Tustin.
Proposers with local government and public safety technology experience are preferred but not required.
Local Proposers or Proposers with a local presence are also preferred but not required.
2. RFP SCHEDULE
The following is a tentative schedule of this entire RFP process. While the City will attempt to apply the
necessary resources to maintain this schedule, the following dates are merely projections and the City
reserves the right to modify this schedule as needed to accommodate the completion of this RFP
process.
PROJECT SCHEDULE
RFP Published:
June 1, 2016
Questions from Proposers Due:
June 15, 2016
Questions and Answers Posted:
June 23, 2016
Proposals Due:
July 6, 2016
On-site Demonstration / Equipment Testing I
Evaluation:
July/August/September of 2016
Award Contract:
October 2016 (Anticipated)*
'Tentative City Council contract award date, subject to change at City's discretion.
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2018
3. SCOPE OF SERVICES
Instructions: Initial the bottom of each page of the Scope of Services and remit as part of your
Proposal with Attachment A, acknowledging a demonstrated understanding of the Scope of
Services.
3.1 General Provisions
It is the intent of this Scope of Services to describe the minimum requirements for a SYSTEM to
be used by the City for software, hardware and parking citation collections. All items, details of
construction, services or features not specifically mentioned which are regularly furnished in order
to provide a SYSTEM shall be furnished at the RFP price and shall conform in strength, quality
and workmanship to that usually provided by the practice indicated in this SCOPE, and the
associated network, hardware and software.
The successful Proposer will be required to furnish all labor, equipment and materials to furnish
and install the SYSTEM. The successful Proposer will also be required to provide a training plan
for the administrator role and user training for identified City Staff and to include the cost of the
training plan in their proposal.
Under the contract awarded from this RFP, the successful Proposer will be the single point of
contact for all installation, maintenance, and support of all hardware and software acquired in the
solicitation, and will be required to have the capability to support all components of this system in
an integrated manner.
3.2 Equipment Warranty
Proposers shall include a copy of each manufacturer's written warranty statement for each piece
of equipment furnished and installed into the SYSTEM with their proposal. Proposers shall also
provide the details of all warranties that are applicable to the services and equipment being
provided to the City.
3.3 Project Manager/Key Personnel
Proposer shall provide a full time Project Manager and key personnel who will be responsible for
project oversight and delivery of the SYSTEM. The Project Manager shall be the single point of
contact for the City and will be responsible for the management, implementation and on-going
trouble shooting of the SYSTEM during its installation. The Project Manager shall coordinate
efforts with the City designee. The Project Manager shall be available to the City at all times by
telephone during the course of the project and on-site within seventy-two hours of notification if
necessary and requested, to respond to City needs, questions and or issues. Project Manager
will develop in consultation with the City a detailed implementation and project plan for the
SYSTEM.
Resumes for all of the key personnel assigned to this project shall be provided with the proposal.
3.4 Subcontractors
The Proposer shall provide a list of names, addresses, telephone numbers, and date of births of
each subcontractor the Proposer intends to employ in the installation, training and ongoing
maintenance and support of the SYSTEM with the proposal. This information will be used to
perform background checks of these personnel. The City reserves the right to reject any
subcontractor and/or subcontractor employee. Should a subcontractor be rejected, the Proposer
will be required to provide an acceptable alternate subcontractor.
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1159871.1
City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
Should a subcontractor fail to provide the established level of service and response, the Proposer
will be required to subcontract with another agency. Such action shall be provided in a timely
manner so as not to cause delays to the project schedule. Any additional costs associated with
securing a competent subcontractor shall be the responsibility of the Proposer.
3.5 Condition of Facilities
The Proposer shall be responsible for insuring that all City work areas are left in a clean and
orderly fashion at the end of each day.
3.6 Proposer Coordination Responsibilities
The Proposer shall be responsible for coordinating the design and installation of the SYSTEM
with the City and the Proposer's subcontractors and suppliers involved in this project.
3.7 Delivery Schedule
Proposer shall provide an integrated project timeline and implementation plan for the SYSTEM.
The project timeline and implementation plan shall include details for all phases of activity for the
project including all deliverables and major milestones. It shall allow the project goals and
deadlines of the City to be met. This proposed project timeline and implementation plan shall be
finalized during the negotiation phase.
3.8 Project Implementation Status Reports
The Proposer shall provide weekly project timeline and implementation plan updates to the City.
3.9 Training
The Proposer must provide a plan for in-depth technical training for both end user and IT staff on
system components for six to eight people. All required instruction manuals, qualified instructors
cost, and travel and lodging costs for instructors and class materials shall be furnished by the
Proposer and included in the Fee Proposal.
3.10 Cost
Proposers shall identify all costs for SYSTEM hardware, software, installation, project
management, training, maintenance, etc. Maintenance cost shall be provided for a term of five (5)
years from date of SYSTEM acceptance. Price breaks should be included up to 10 handheld
citation issuance devices, so the City can determine how many devices they may want based on
cost and budget.
4. TECHNICAL_ SPECIFICATIONS
Instructions: Initial the bottom of each page of the
remit as part of your Proposal with Attachment
understanding of the TECHNICAL SPECIFICATIONS.
4.1 General Requirements
The SYSTEM must incorporate the following components:
TECHNICAL SPECIFICATIONS and
A, acknowledging a demonstrated
1. Software — for parking permit and parking citation processing
2. Handheld Citation Issuance Devices
1159871,1
City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
3. Parking Citation Collections
Proposers shall propose and submit on all three (3) sections.
Minimum SYSTEM Requirements:
The following are the minimum requirements for the SYSTEM. Where the words "will," "shall," and
"must" are indicated, it means it is a mandatory requirement. Failure to meet any one mandatory
requirement will result in the Proposal being found non-compliant. Where the words "should,"
"can," "may," "desirable," "ideally," and "preferred" are indicated, it means it is a preferable but not
mandatory requirement.
All equipment and hardware must be new. The City is not interested in purchasing used or
refurbished hardware and/or equipment.
4.2 System Architecture
Proposers shall provide a detailed description of the system to be provided, including a
discussion of the system's architecture and its ability to provide the services required by the City.
4.3 Software
The City is seeking proposals from qualified Proposers to provide a software system to manage
the City's parking permits and citations. The City desires an updated web -based on-line
permitting system to improve customer service, convenience and efficiency.
Parking Permit Management:
The Proposer's software system should allow for online permit application and renewals and
provide real-time permit issuance data for hand held enforcement solutions. Ideally, the system
should:
Customer service
1. Provide for purchase of permits on-line without having to visit a physical facility;
2. Allow customers to complete an application and upload credential evidence of residency
online;
3. Allow customers to create their own accounts using ID/Password authentication to
manage, edit and update their vehicle, license plate number, permit, and contact
information;
4. Allow customers to renew and cancel their permits online;
5. Approve or deny parking permit applications based on geographical location of requested
permit;
6, Provide 24 hour, 7 days/week, 365 days/year customer and staff on-line access (except
planned system maintenance and/or upgrades);
7. Allow partially completed online permit applications to be saved and completed at
another time by the applicant or City staff;
8. Provide a "Frequently Asked Questions" ("FAQ") page to assist applicants through the
permit application process;
9. Provide a basket feature [shopping cart] that allows multiple permits to be registered to
one residence in one transaction;
10. Provide automated expiration date and renewal noticing to permit holder;
11. Provide customers with e-mail or text messages regarding the approval or status of their
permit; and
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
12. Provide real-time permit issuance data to handheld enforcement technology solutions.
Staff Use
1. Allow for multiple permit types, i.e. regular permits and guest permits;
2. Check for unpaid parking citations and disallowing issuance of permits before citations
are paid;
3. Accept payment of unpaid citations before allowing on-line issuance of permits;
4. Accept credit card payments — must be PCI compliant;
5. Email receipts for permits issued online;
6. Track customer name, address, phone number, parking permit history, vehicle type,
vehicle registrations;
7. Provide the City the ability to edit customer accounts/records (i.e. customer name,
address, vehicle information, notes, etc.), and maintain an audit history for all inputs and
changes;
8. Allow for notes to be added by City staff to accounts during and after the permit
registration process;
9. Allow City staff to search, update information, perform queries and run reports and
reconciliations;
10. Provide the City the ability to monitor the number of permit applications that have been
approved, been rejected, or that are in pending status;
11. Provide the City the ability to communicate information via mass email with all current
permit holders;
12. Store email correspondence letters;
13. Have customizable permission based user groups for different levels of access for City
specific to the user's roles and responsibilities;
14. Provide report creating tools with various criteria selections; and
15. Evolve with changes in the City's parking permit program. Proposer's permit
management program should allow for the removal and addition of various parking permit
zones, allow residents in residential parking permit zones to request guest permits online,
and allow for other parking permit iterations as may be requested and approved by City
Council.
Citation Management
Proposer's software package shall process parking citations issued within the City, pursuant to
California State law and City ordinance, which shall include citation tracking, payment
acceptance, appeals processing and collections. Ideally, the software should:
Parking Citations
1. Process parking citations and other code enforcement violations unrelated to parking;
2. Provide an integrated system to track citation from issuance to adjudication, payment and
collections in real time;
3. Send and receive electronic data files using a scheduler function;
4. Have capability for City staff to correct dates, duplicated citations, violation codes and
fine amounts;
5. Allow customers to pay citations immediately after issuance;
6. Allow on-line credit card payments 24 hours/day, 7 days/week — must be PCI compliant;
7. Allow for notes and digital photographs to be attached to tickets, names, vehicles,
addresses and accounts;
8. Provide online real-time citation information for customers, including citation issue date,
delinquent date, amount owed, and, for parking citations, other open citations with the
same license plate numbers; all searchable by name, license plate number, citation
number;
9. Provide online appeal function attachment capability;
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10. Provide a FAQ page to assist customers through the appeals or correction process;
11. Allow for various timelines for invoicing.
12. Allow for automation of invoicing, late fees, appeals, collections with scheduler function;
13. File and store all source documents and photos in a manner that allows for City's online
retrieval;
14. Track customer name, address, other contact information, vehicle type, vehicle
registrations;
15. Track multiple customer relationships to vehicle i.e, registered owner, permit holder and
appellant;
16. Identify scofflaw vehicles;
17. Store and track previous and current owner information when transfer of vehicle
ownership has occurred;
18. Store and track car rental agency reports of responsible billing parties; and
19. Accept electronic file from Department of Motor Vehicle ("DMV") VPN (registered owner
information) and DMV payments files.
Adjudication
1. Record data and comments for historical background and attach to account;
2. Suspend action while appeals are under investigation;
& Manage supporting evidence submitted by customers in support of their appeals;
4. Sort citations by type of violation and/or defense;
5. Record case decisions; and
6. Generate letters and use customized liability reason codes.
Reporting capabilities
1. Repeat offender list (5 or more violations, same vehicle);
2. Citations by officer;
3. Citations by violation;
4. Citation status report;
5. Out of state status;
6. Out of state revenues;
7. Cashiering reports for reconciliation;
8. Hot sheet - scofflaw (5 or more any violations);
9. Distribution revenue summary;
10. Revenue by specific accounts;
11. Monthly and annual citation statistics;
12. Citation summaries;
13. Ball payment summaries:
14. DMV citation cleared with bail (collected);
15. DMV citations cleared without bail (not collected);
16. DMV registration hold listing; and
17. Refunds report.
Data Fields (with storing and sorting capability}
1. Citation number;
2. Date and time of issuance;
3. Identification/badge number of issuing officer;
4. Vehicle license plate number;
5. Vehicle identification number;
6. State code;
7. Registration expiration date;
8. Vehicle make/color;
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9. Violation codes;
10. Location of violation;
11. Citation amount;
12. Delinquent amount;
13. Delinquent date;
14. Received payments;
15. Notification dates;
16. DMV hold date;
17. Date citation entered into system;
18. Disposition codes;
19. Registered owner information;
20. Photos taken by issuing officers;
21. Warnings and alerts;
22. Attachments; and
23. Comment field of 50 characters or more, both public and for staff only.
Administrative and Customer Service Functions
In addition to providing a software system, Proposers should also offer administrative and
customer service functions as part of their proposal. Such services ideally should include the
following:
Parking Citations Processing
1. Receive and date stamp all handwritten citations;
2. Enter and process handwritten citations into software system;
3. Batch, record, and verify receipt of all handwritten citations within two (2) business days;
4. Correct dates, duplicated citations, violation codes and fine amounts;
5. Process all correspondence within two (2) business days from date of receipt;
6. Obtain prior approval from the City on all standard forms, notices of delinquent violation,
and correspondence, and ensure that all forms conform to applicable State and Federal
laws;
7. Allow credit card payments via web and telephone;
8. Provide staff to respond to telephone inquiries regarding how to contest a violation,
determine outstanding penalty amounts or delinquent fees, and identify time frames, and
any other pertinent information in order to contest a citation by mail or in-person;
9. Maintain the system database and physical system security in such a way as to provide
complete confidentiality and protection from unwanted access; and
10. File and store citations in an easily retrievable format for a minimum of two (2) years and
then dispose in accordance with City direction.
Registered Owner Name and Information Retrieval from California Department of Motor
Vehicles
1. Have access to registered owner information from California Department of Motor
Vehicles ("DMV");
2. Be responsible for any and all fees associated with obtaining registered owner
information;
3. Validate DMV makes upon return of registered owner information from DMV to ensure
proper make of vehicle issued citation;
4. Review DMV "No Hit' list to insure that license plate and state have been entered
correctly; and
5. Continuously attempt to retrieve registered owner information for all unpaid parking
citations without registered owner information on the system.
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
Registered Owner Name and Information Retrieval from Out -of -State DMV
1. Ability to obtain registered owner information from all out-of-state DMV agencies and
Transportation Ministries in Canada and Mexico;
2. Mail collection letters;
3. Communicate with individuals outside of the United States who were issued a parking
citation by the City; and
4. Responsible for any and all fees associated with obtaining registered owner information.
DMV Registration Holds/Releases
1. Process DMV holds or releases within 48 hours. The timetable to establish a registration
hold at DMV shall be at the discretion of the City;
2. Modify and correct DMV originated files if the amount of the penalty on hold at DMV has
changed, without additional charges to the City;
3. Place registration holds on the unpaid balance, for citations that have not been paid in
full;
4. Notify DMV of any change in the bail amount of citations on hold;
5. Provide additional grace periods, as authorized by the City, which will automatically allow
for additional payment processing time; and
6. Provide monthly report of all reported make mismatches and bad address mail returns,
which shall include citation number, license plate number with State, and error
explanation.
Registered Owner Correspondence
1. Mail parking violation notices within fifteen (15) calendar days after the date of citation
issuance;
2. Process and mail Drive Away notices to registered owners of vehicles that drive away
from the officer at citation issuance time, as required by the CVC;
3. Provide the necessary postage, correspondence, and ability to track forms to meet all
applicable State and local laws regarding citation processing and adjudication;
4. Generate delinquent notice for unpaid citations twenty-one (21) days after the issued
date of the violation within a time period as directed by the City;
5. Mail notices to lessees or renters of cited vehicles, including loaner vehicles, when
provided with proof of written lease or rental agreement; and
6. Generate and mail Notice of Intent to submit to Franchise Tax Board (FTB) prior to
creating FTB submission file.
Payment Processing
1. Enter and process payments received within one (1) business day, including opening all
mail received, verifying payment amounts, updating computer system, and making daily
bank deposits in the City's bank account;
2. Conduct daily reconciliation of all payments entered with bank deposits;
3. Provide daily reporting of bank deposits made for the City;
4. Retain a complete audit trail for each citation;
5. File and store all source documents in an easily retrievable system;
6. Indicate all applicable citation numbers on checks submitted to the City;
7. Track rebelling on partial payments, checks returned for insufficient funds upon
notification from the City, vehicle change of ownership, and leased vehicle information;
8. Update credit card payments shall be immediately updated to the City's database in real
time;
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9. Verify payment data against the citation record at the time of payment to insure that the
payment is due and correct;
10. Return duplicate payments to payers;
11. Identify and process partial payments; and
12. Reconcile payments to funds deposited to the bank. Payments shall be reconciled daily
with bank deposits.
Automated Processing of Administrative Review Requests
1. Enter and maintain database of all administrative reviews, showing current status of each
request;
2. Enter hearing requests into its system within two (2) business days from date of receipt;
3. Schedule appeal hearings;
4. Print and mail (by first class mail) all administrative review result letters;
5. Notify City of citations that have been successfully dismissed through the review process
so the City can issue a refund.
6. Provide tracking and correspondence for all administrative review;
7. Enter and maintain database of all administrative review, showing current status of each
request. System must be integrated with parking citation issuance and processing
system. Ensure a result is received for each correspondence;
8. Enter administrative review requests into the system within two (2) business days from
date of receipt;
9. Provide inquiry capabilities for citations in the administrative review process;
10. Print and mail (by first class mail) all administrative review result letters;
11. Notify the City of citations that have been successfully dismissed through the review
process and have had payments processed, (or are cancelled) so the City can issue a
refund;
12. File and store all source documents for ease of retrieval;
13. Provide staff to respond to telephone inquiries regarding how to contest a violation,
determine outstanding penalty amounts or delinquent fees, identify time frames, and any
other pertinent information in order to contest a citation by mail or in-person;
14. Link the hearing tracking system to the citation database in real time to obtain citation
information such as citation issue date, delinquent date, amount owed, and other
citations open with the same license plate numbers;
15. Ensure that the computer system is capable of recording data and comments for
historical background, suspending action while appeals are under investigation, sort
citations by type of violation and/or defense, record case decisions, generate letters and
use customized liability reason codes;
16. Provide monthly report of review results by citation number.
Administrative Hearings
1. Provide tracking and correspondence for all administrative hearing requests;
2. Enter and maintain a database of all administrative hearing requests, showing current
status of each request. System must be integrated with parking citation issuance and
processing system. Ensure a result is received for each correspondence;
3. Schedule Administrative hearings and forward schedule to the City;
4. Print and mail (by first class mail) customized hearing notification letters for the City;
5. Respond to inquiries for the City and the public regarding date of hearing, mailing date,
location of hearing and directions to hearing location;
6. Re -send letters should room or date changes be necessary;
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7. The Hearing Officer will forward results of Administrative Hearing to the City and to the
Proposer; Letters regarding the results of Administrative Hearings will be mailed by the
Proposer;
8. When a refund is appropriate, the Proposer shall provide information to the City. The City
will issue the refund; and
9. Provide monthly report of review results by citation number.
Permit Processin
1. Provide a toll-free number to be used exclusively for permit applications with live
operators to assist applicants during the permit registration process; and
2. Enter and process payments within one (1) business day of receipt, including opening all
mail received, verifying payment amounts, updating computer system, and making daily
bank deposits in the City's bank account. Proposer should have the ability to receive and
process mailed permit applications with 48 hours of receipt and provide
confirmation/follow up of residency requirements with application.
Database and off-site security
1. Ensure that all systems are backed up daily to ensure safety of data in the event of a
power outage or natural disaster;
2. Transfer and store off-site all backups of data for disaster recovery.
Submittals
Proposers shall submit:
• A detailed description of its parking citation and permit management software system;
• A yes or no indication as to the ability to meet the numbered specifications contained in
Section 4.3 of this RFP, by the number of the specification. Feel free to include any
explanatory information;
• A description of the type of interfacing available (real time or batch file) and the external
applications Proposer can currently interface with;
• The reporting functionality of the system, including a list of the file export format
capabilities;
• A detailed description of the hosting requirements required for the proposed system;
• A detailed description of Proposer's web security used for access, reports and credit card
processing;
• A detailed description of the system's backup and recovery process as well as Proposer's
disaster data recovery plan;
• Recommended implementation plan to transfer existing permit data to Proposer's system;
• Confirmation that Proposer shall be responsible for data retention and security compliance
issues; and
• A detailed description of Proposer's disaster recovery plan.
4.4 Handhelds
Proposer shall supply citation issuance equipment and materials for ten (10) parking enforcement
personnel, including handheld computerized citation issuing equipment, printers and customized
citation forms. The Proposer shall be responsible for normal maintenance and service of this
equipment.
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City of Tustin RFP - Parking Permit Management and Citation Processing Services 2016
Handheld Citation Issuance Devices
Ideally, the handheld citation issuance devices should include the following features:
1. Water resistant;
2. Ruggedized;
3. Light weight;
4. Durable screen that is scratch resistant over the life of the device;
5. Screen is easily viewable in full sun light and at night;
6. Multiple supported operating systems;
7. Extended battery operation, minimum 10 hours;
8. Wireless communications and data download capability (4C or LTE, at a minimum);
9. Printer (all -in -one or separate);
10. Color camera;
11. Enabled for portable printer communications;
12. GPS location identification and reporting capability;
13. Device has separate, removable media/flash card (if proprietary reader required,
Proposer will supply);
14. Proposer to specify size of RAM and application responsiveness when providing
requested application processing and daily hot list storage/search functions;
15. Bar code reader;
16. License Plate Reader (LPR) capability;
17. Notification capability;
18. In -vehicle charger;
19. USB plug-in port; and
20. A maintenance and warranty service for handhelds and printers for the length of the
contract term.
Handheld Citation Issuance Device Software
Ideally, the handheld software should:
1. Accept electronic files of scofflaw and parking permits on a daily basis;
2. Provide a user-friendly interface for ease of use and durability;
3. Be configurable so that the City may select data entry fields and make them a required
entry, an optional entry, or an unused field;
4. Require a password/security sign on to prevent unauthorized use;
5. Support entry of information such as vehicle make, model, color, style, plate type,
violation, void and standard codes;
6. Easily allow the user to display all citation data entered to that point and to edit or modify
any field without disruption of the citation entry process;
7. Allow the user to view and void any citation written by the user since the last upload of
data to the host. A valid void code must be entered for the voiding of any completed
citation;
8. Support the reprinting of an issued citation, this reprinted citation must contain the same
time as the original citation not simply the time it was reprinted;
9. Produce a voided ticket audit trail;
10. Automatically transfer and upload of citations issued by the handheld computer;
11. System to promptly notify City regarding citations unable to be entered for any reason (no
violation code, unreadable license, etc.);
12. Upon entering a license plate during citation entry, automatically search the customer
name, vehicle, and scofflaw request file for a match. If a match is found, automatically
enter data into the proper fields. If a match is found in the scofflaw request file, the
system should display the number of citations in the last 90 days;
13. Support monitoring of vehicles in a fixed time zone;
14. Timestamp transactions by the systems internal clock;
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
15. Support the issuance and tracking of warnings as well as actual citations;
16. Support standard location codes and descriptions, location comments, and block
numbers. Locations shall also be manually generated when necessary; and
17. The system shall allow up to three violations per citation.
Support
Ideally, software support should:
1. Provide technical support and troubleshooting assistance during normal City business
hours and provide a contact for emergency after hours support;
2. Provide available staff support during normal City business hours;
3. Provide on-going support and training to the City using real-time remote support
capability with existing internet browser applications;
4. Provide training program to City staff; and
5. Provide user manuals which include step-by-step instructions.
Submittals
Proposers shall submit:
A detailed description of its handheld devices;
A yes or no indication as to the ability to meet all functional specifications contained in
Section 4.4 of this RFP, by the number of the specification. Feel free to include any
explanatory information; and
A description of the type of interfacing available (real time or batch file) and the process
for interfacing with external applications.
4.5 Collections
Ideally, the Proposer should:
1. Solicit payment for delinquent citations;
2. Maintain records of all actions taken to solicit payment for each citation, and make such
records and information available to City upon City's request;
3. Provide City with management reports of all activities on behalf of the City on a monthly
basis;
4. Process DMV holds or releases within 48 hours. The timetable to establish a registration
hold at DMV shall be at the discretion of the City;
5. Modify and correct DMV originated files if the amount of the penalty on hold at DMV has
changed, without additional charges to the City;
6. Place registration holds on the unpaid balance, for citations that have not been paid in
full,
7. Notify DMV of any change in the bail amount of citations on hold;
8. Provide additional grace periods, as authorized by the City, which will automatically allow
for additional payment processing time;
9. Provide monthly report of all reported make mismatches and bad address mail returns,
which shall include citation number, license plate number with State, and error
explanation;
10. Receive electronic files of new accounts for collections and updates to any accounts
already in collections;
11. Transmit electronic payment files that can be imported into citation management system;
and
12. Be able to interface with the Interagency Intercept Program (Franchise Tax Board) for
collection of delinquent fees.
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Submittals
Proposers shall submit:
• A detailed description of its citation collections program; and
• A yes or no indication as to the ability to meet the numbered specifications contained in
Section 4.5 of this RFP, by the number of the specification. Feel free to include any
explanatory information.
5. PROPOSAL REQUIREMENTS
Although the City requires no specific format, this section is intended to provide guidelines to the
Proposer regarding features that the City will look for and expect to be included in the proposal.
5.1 Content & Format
The City requests that proposals submitted be organized and presented in a neat and logical
format and are relevant to these services. Proposer's proposals shall be clear, accurate, and
comprehensive. Excessive or irrelevant material will not be favorably received.
Proposals shall contain no more than 10 typed pages using a 10 point minimum font size,
including transmittal/offer letter and resumes of key people, but excluding Index/Table of
Contents, tables, charts, and graphic exhibits. The purpose of these restrictions is to minimize
the costs of proposal preparation and to ensure that the response to the RFP is fully relevant to
the project.
The proposal should include the following:
1. Transmittal/offer letter
2. Page numbering
3. Index/Table of Contents
4. Approach
5. Team Organization including an organization diagram and time commitment of key staff
6. Statement of Qualifications including descriptions of similar projects by key staff to be
assigned during the term of the contract
7. Brief resumes of key staff
8. Fee Proposal, in a separate sealed envelope
5.2 Approach
A description of the proposer's approach and work program to meet the city's objectives shall be
included. It should explain the technical approach, methodology, and specific tasks and activities
that will be performed to address the specific issues and work items.
5.3 Team Organization
The purpose of this section is to describe the organization of the project team including sub-
contractors and key staff. A project manager and an alternate project manager shall be named
who shall be the primary contact and be responsible for coordinating all activities with the City.
An organization diagram shall be submitted showing all key team members and illustrating the
relationship between the City, the project manager, key staff, and sub -contractors. There also
should be a brief description of the role and responsibilities of all key staff and sub -contractors
identified in the team organization.
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5.4 Statement of Qualifications
The information provided in this section should describe the qualifications of the proposer and key
staff in performing projects within the past five years that are similar in scope and size to
demonstrate competence to perform these services. The projects listed should be those that the
key staff named for this project who were responsible for performing. Information shall include:
1. Names of key staff that participated on named projects and their specific responsibilities.
2. The client's name, contact person, addresses, and telephone numbers.
3. A brief description of type and extent of services provided.
4. Completion dates (estimated, if not yet completed).
5. Total costs of the projects.
There should be included in the section brief resumes of key personnel who will provide these
services demonstrating their qualifications and experience. Resumes should highlight education,
relevant experience, licenses, and specific responsibilities for services described.
5.5 Fee Proposal
Compensation for services provided shall be based upon the Proposer's detailed Fee Proposal to
furnish the services and equipment detailed in their proposal.
The Fee Proposal shall be submitted in a separate, sealed envelope and marked as "Fee
Proposal" along with the name of the project.
The Fee Proposal shall identify all costs associated with the comprehensive SYSTEM, including
hardware, software, installation, project management, training, support and maintenance.
Maintenance cost shall be provided for a term of five (5) years from date of SYSTEM acceptance.
Price breaks should be included up to 10 handheld citation issuance devices, so the City can
determine how many devices they may want based on cost and budget. This information will be
used by the City staff to evaluate the reasonableness of the fee proposal and may be used in
negotiating the final fee amounts for the contract agreement.
Reimbursable expenses shall not be allowed unless negotiated prior to a contract.
Price escalations during the contract term are disfavored and will not be allowed unless
negotiated prior to execution of contract.
5.6 Statement of Offer & Signature
The Proposal shall contain a statement that the proposals are a firm offer for a 90 -day period and
signed by an individual authorized to act on behalf of the Proposer.
6. TERMS AND CONDITIONS
6.1 Insurance Requirements
1. Types of Required Coverages
The selected Proposer shall procure and maintain in full force and effect during the term
of the contract, the following policies of insurance. If the existing policies do not meet
the Insurance Requirements set forth herein, the Proposer agrees to amend,
supplement or endorse the policies to do so.
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a. Commercial General Liability: Commercial General Liability Insurance
which affords coverage at least as broad as Insurance Services Office
"occurrence" form CG 00 01, with minimum limits of at least $5,000,000
each occurrence, and if written with an aggregate, the aggregate shall be
double the each occurrence limit.
b. Products -Completed Operations: Contractor shall procure and submit
to City evidence of insurance for a period of at least three (3) years from
the time that all work under this Contract is completed.
C. Automobile Liability Insurance: Automobile Liability Insurance with
coverage at least as broad as Insurance Services Office Form CA 0001
covering "Any Auto" (Code) 1) with minimum limits of $1,000,000 each
accident.
d. Professional Liability: Professional Liability insurance with minimum
limits of $3,000,000 each claim. Covered Professional Services shall
specifically include all work to be performed under the contract and
delete any exclusion that may potentially affect the work to be performed.
e. Workers' Compensation: Workers' Compensation Insurance, as
required by the State of Califomia and Employer's Liability Insurance
with a limit of not less than $1,000,000 each accident for bodily injury
and $1,000,000 each employee for bodily injury by disease.
2. Endorsements
Insurance policies shall not be in compliance if they include any limiting provision
or endorsement that has not been submitted to the City for approval.
The insurance coverages required by Section 1.a. Commercial General
Liability; and 1.c. Automobile Liability Insurance shall contain the
following provisions or be endorsed to provide the following:
(1) Additional Insured, The City, its elected officials, officers,
employees, volunteers, boards, agents and representatives shall
be additional insureds with regard to liability and defense of suits
or claims arising out of the performance of the Contract.
Additional Insured Endorsements shall not:
1. Exclude "Contractual Liability"
2. Restrict coverage to the "Sole" liability of contractor
3. Exclude "Third -Party -Over Actions"
4. Contain any other exclusion contrary to the Contract
(2) Primary Insurance: This insurance shall be primary and any
other insurance whether primary, excess, umbrella or contingent
insurance, including deductible, or self-insurance available to the
insureds added by endorsement shall be in excess of and shall
not contribute with this insurance.
(3) The policy or policies of insurance required by Section 1.e.
Workers' Compensation shall be endorsed, as follows:
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
Waiver of Subrogation: A waiver of subrogation stating
that the insurer waives all rights of subrogation against
the indemnified parties.
3. Notice of Cancellation
Required insurance policies shall not be cancelled or the coverage reduced until
a thirty (30) day written notice of cancellation has been served upon the City
except ten (10) days shall be allowed for non-payment of premium.
4. Evidence of Insurance
The Contractor, concurrently with the execution of the contract, and as a
condition precedent to the effectiveness thereof, shall deliver either certified
copies of the required policies, or original certificates and endorsements on forms
approved by the City. 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 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,
Contractor 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.
Deductible or Self -Insured Retention
Any deductible or self-insured retention must be approved in writing by the City
and shall protect the indemnified parties in the same manner and to the same
extent as they would have been protected had the policy or policies not
contained a deductible or self-insured retention.
6. Contractual Liability
The coverage provided shall apply to the obligations assumed by the Contractor
under the indemnity provisions of this contract.
7. Failure to Maintain Coverage
Contractor agrees to suspend and cease all operations hereunder during such
period of time as the required insurance coverage is not in effect and evidence of
insurance has not been furnished to the City. The City shall have the right to
withhold any payment due Contractor until Contractor has fully complied with the
insurance provisions of this Contract.
In the event that the Contractor's operations are suspended for failure to maintain
required insurance coverage, the Contractor shall not be entitled to an extension
of time for completion of the Work because of production lost during suspension.
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8. Acceptability of insurers
Each such policy shall be from a company or companies with a current A.M,
Best's rating of no less than A;VII and authorized to do business in the State of
California, or otherwise allowed to place insurance through surplus line brokers
under applicable provisions of the California Insurance Code or any federal law.
Any other rating must be approved in writing in accordance with the City.
9. Claims Made Policies
If coverage is written on a claims -made basis, the retroactive date on such
insurance and all subsequent insurance shall coincide or precede the effective
date of the initial Contractor's Contract with the City and continuous coverage
shall be maintained or an extended reporting period shall be exercised for a
period of at least three (3) years from termination or expiration of this Contract.
Upon expiration or termination of coverage of required insurance, Contractor
shall procure and submit to City evidence of "tail" coverage or an extended
reporting coverage period endorsement for the period of at least three (3) years
from the time that all work under this contract is completed.
10. Insurance for Subcontractors
Contractor shall be responsible for causing Subcontractors to purchase the same
types and limits of insurance in compliance with the terms of this
Contract/Agreement, including adding the City as an Additional Insured to the
Subcontractor's policies.
6.2 Standard Form of Agreement
The selected Proposer will enter into an agreement with the City based upon the contents of the
RFP and the Proposer's proposal. The City's standard form of agreement is included as
Attachment A. The Proposer shall carefully review the agreement, and include with the
proposal a description of any exceptions requested to the standard contract. If there are
no exceptions, a statement to that effect shall be included in the proposal.
6.3 Disclaimer
This RFP does not commit the City to award a contract, or to pay any costs incurred in the
preparation of the proposal. The City reserves the right to extend the due date for the proposal,
to accept or reject any or all proposals received as a result of this request, to negotiate with any
qualified Proposer, or to cancel this RFP in part or in its entirety. The City may require the
selected Proposer to participate in negotiations and to submit such technical, fee, or other
revisions of their proposals as may result from negotiations,
6.4 Assigned Representatives
The City will assign a responsible representative to administer the contract, and to assist the
Proposer in obtaining information. The Proposer also shall assign a responsible representative
(project manager) and an alternate, who shall be identified in the proposal. The Proposer's
representative will remain in responsible charge of the Proposer's duties from the notice -to -
proceed through project completion. If the Proposer's primary representative should be unable to
continue with the project, then the alternate representative identified in the proposal shall become
the project manager. The City's representative shall first approve any substitution of
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
representatives or subcontractors identified in the proposal in writing. The City reserves the right
to review and approve/disapprove all key staff and subcontractor substitution or removal, and
may consider such changes not approved to be a breach of contract.
6.5 City Business License
A city business license will be required of the Proposer and any subcontractors for services
performed in connection with any agreement entered into through this RFP process.
7. EVALUATION & SELECTION PROCESS
Proposals will be evaluated on the basis of the response to all provisions of this RFP. Since this
solicitation is an RFP as opposed to an Invitation to Bid, pricing alone will not constitute the entire
selection criteria. The City may use some or all of the following criterion and corresponding percentages
in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-
inclusive list. The order in which they appear is not intended to indicate their relative importance. The
City reserves the right to modify the evaluation criterion and percentage of score as deemed appropriate
prior to the commencement of evaluation.
POTENTIAL PROPOSAL
EVALUATION CRITERION
Quality and completeness of submitted proposal
10%
Fee Proposal/Proposed Cost
20%
Proposer's approach to the Scope of Services
20%
Support and Services
20%
Project timeline and implementation and training
10%
plan
Qualifications and experience with similar types of
10%
projects
Professional references
10%
The City reserves the right to determine whether or not a proposal meets the specifications and
requirements of this RFP and reject any proposal that, in the City's opinion, fails to meet the detail or
intent of the requirements. The City reserves the right to reject any and all proposals.
Proposers will be notified of any additional required information and/or demonstrations and
product testing after the written proposals have been evaluated.
Additional information related to the Proposer selection process will be made available in the future once
the City has executed this contract. Please refrain from making any verbal inquires or requests for a
formal debriefing related to the subject RFP until the City of Tustin completes the ongoing contract
process.
ADMINISTRATION SPECIFICATIONS
8.1 The City of Tustin's Rights to Proposals
All proposals, upon submission to the City of Tustin shall become its property for use as deemed
appropriate. By submitting a proposal, the Proposer covenants not to make any claim for or have
any right to damages because of any misinterpretation or misunderstanding of the specification,
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
or because of any misinformation or lack of information. The City of Tustin reserves the right to
take one or more of the following actions as determined in the best interest of the organization:
1. to accept or reject in whole or in part any or all proposals;
2. to cancel this RFP in whole or in part without prior notice. Thereafter, City may issue a
solicitation for new proposals;
3. City makes no guarantee as to the usage of the services by City;
4. to waive, at its discretion, any minor errors, informalities or irregularities, which the City
deems correctable or otherwise not warranting rejection of the RFP;
5. to correct any arithmetic errors in any or all proposals submitted;
6. to negotiate with any Proposer(s) as necessary to serve the best interest of the City and
to negotiate the final contract(s) with the most responsive, responsible Proposer
7. to investigate the qualifications of any Proposer under consideration;
8. to disqualify a proposal upon evidence of collusion with the intent to defraud or other
illegal practices on the part of the Proposer;
9. to require confirmation of information furnished by the Proposer;
10. to award one contract for the total SYSTEM, or make multiple awards if it is in the best
interest of the City.
11. to utilize any or all the ideas from proposals submitted;
12. to change the proposal's due date upon appropriate notification;
13. to adopt any or all of a vendor's proposal; and
14. to negotiate modifications to the scope and fee with selected Proposer(s) prior to contract
award.
8.2 Interviews/On-Site Demo nstrations]Equipment Testing
City reserves the right to conduct interviews, and/or to require on-site demonstrations and/or
product testing with some or all of the Proposers at any point during the evaluation process.
However, City may determine that interviews/on-site demonstrations/equipment testing are not
necessary. In the event interviews/on-site demonstrations/equipment testing are conducted,
information provided during the interview/on-site demonstrations/equipment testing shall be taken
into consideration when evaluating the stated criteria. City shall not reimburse the Proposer for
the costs associated with the interview/on-site demonstrations/equipment testing process.
Equipment testing will be held at a time and place specified by the City. The Proposer's key
project team members will be invited to attend the interview and/or on-site demonstrations and/or
equipment testing. The Proposers should be prepared to discuss at the interview, their specific
experience providing services and equipment similar to those described in this RFP, project
approach, estimated work effort, available resources, and other pertinent things distinguishing the
Proposer from others.
8.3 Proposal Instructions
Deadline for submitting proposals is 11:00 a.m., Wednesday, July 6, 2016. Mail or deliver to City
Hall, City Clerk's Office, 300 Centennial Way, Tustin, CA 92780. Ten (10) copies of each
submission are required along with one electronic copy on CD or DVD. All submissions must be
sealed in a package with reference to "RFP for Parking Permit Management and Citation
Processing Services Contract" on the outside. Proposals received after the deadline will be
returned, unopened, to the Proposer.
8.4 Addendum and Supplements to the RFP
If it becomes necessary to revise any part of this RFP, an addendum or revision will be
transmitted to all prospective Proposers by email and will be posted on the City's website.
Questions concerning the RFP document must be submitted in writing to City of Tustin, Attn:
Officer John Hedges, 300 Centennial Way, Tustin, CA 92780, or email at lhedges@tustinca.org.
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
Questions will be received through June 15, 2016, at 11:00 a.m. Responses to all questions will
be distributed in writing via email to all known Proposers and will be posted on the City of Tustin's
website (www.tustinea.or) as an addendum by June 23, 2016, at 11:00 a.m. Proposers are
cautioned that any statements made by the contact person that materially change any portion of
the RFP shall not be relied upon unless subsequently ratified by a formal written amendment to
this RFP.
8.5 Award of Contract
The City reserves the right to reject any and all Proposals. A formal contract award is anticipated
for the best overall Proposer as determined by the Evaluation Committee and approved by City
Council as a result of this RFP. The City reserves the right, in its sole discretion, to waive minor
irregularities in proposals. A minor irregularity is a variation of the RFP, which does not affect the
funding request, or gives one party an advantage or benefit not enjoyed by the other parties, or
adversely impacts the interest of the City. Waivers, when granted, shall in no way modify the RFP
requirements or excuse the party from full compliance with the RFP specifications and other
contract requirements, if the party is awarded the contract.
8.6 False or Misleading Statements
Any submittals containing, in the opinion of the City, false or misleading statements will be
rejected.
8.7 Proposal Costs
Costs for developing submittals are entirely the responsibility of the Proposer and shall not be
chargeable in any manner to the City.
8.8 Evaluation Process
The City will form an Evaluation Committee to review all submittals received by the deadline. Any
submittal failing to meet any of the qualifications documented in this RFP may be rejected. The
purpose for the Evaluation Committee is to recommend which Proposer is best able to provide,
install, maintain and support the SYSTEM, to the City's requirements, and within the City's
budget. A submission in response to this RFP indicates your acceptance of the City's evaluation
criteria.
8.9 Clarification of Proposals
The City reserves the right to obtain clarification information on any item in any Proposer's
submittal or to obtain additional related information necessary to properly evaluate the submittal.
Failure of a Proposer to respond to a request for more information may result in the proposal
being rejected.
8.10 Confidential Information
All responses to this RFP become the property of City and will be kept confidential until such time
as recommendation for award of contract has been announced. Thereafter, proposals are
subject to public inspection and disclosure under the California Public Records Act (Cal.
Government Code Section 6250, et seq.). If a Proposer believes that any portion of its proposal is
exempt from public disclosure, such portion may be marked "confidential." City will use
reasonable means to ensure that such confidential information is safeguarded but will not be held
liable for inadvertent disclosure of such materials, data and information. Proposals marked
"confidential" in their entirety will not be honored and City will not deny public disclosure of all or
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
any portion of proposals so marked. By submitting information with portions marked
"confidential", the Proposer represents it has a good faith belief that such material is exempt from
disclosure under the California Public Records Act and agrees to reimburse the City for, and to
indemnify, defend and hold harmless City, its officials, officers, employees and agents from and
against: (a) any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties,
costs and expenses including, (collectively, "Claims") arising from or relating to OCFA's non-
disclosure of any such designated portions of a proposal if disclosure is deemed required by law
or court order. Additionally, City may request that the Proposer directly defend any action for
disclosure of any information marked confidential.
8.11 City Use of RFP Ideas
The City reserves the right to use any and all service and product ideas presented from
prospective vendors. Selection or rejection of a vendor does not affect this right.
8.12 Copyrights and Patents
The Proposer shall hold the City of Tustin and its officers, agents, servants, and employees
harmless from liability of any nature or kind because of any copyrighted information, secret or
proprietary process, patented or unpatented invention, disclosed or used in response to this RFP,
and agrees to defend, at its own expense, any and all actions brought against the City of Tustin
or its officers, agents, servants, or employees or the Proposer alleging or arising from
unauthorized use of such information, process or invention.
8.13 Reliance on Information
PROPOSERS MAY RELY ONLY UPON WRITTEN INFORMATION AND/OR INSTRUCTIONS
FROM THE CITY GIVEN HEREIN OR SUBSEQUENT TO THE ISSUANCE OF THIS RFP.
PROPOSER MAY NOT RELY ON ANY ORAL INFORMATION AND/OR INSTRUCTIONS GIVEN
WITH REGARD TO THIS RFP,
Any City response to a question or request for clarification by a Proposer will be made in the form
of an addendum to the RFP, which will be sent via email to all parties to whom the RFP has been
issued not later than five (5) business days prior to the due date for receipt of the Proposal and
will become part of the RFP.
8.14 Replacement of Incompatible Staff
The City reserves the right to request and receive a replacement for any vendor staff member
whom the City, in its sole and absolute discretion, determines is not working effectively with the
City's staff assigned to this project, or who is inadequately qualified to perform the services to be
provided, or who is unsuitable to be performing services in secure areas.
8.15 Security Check
All vendor personnel and subcontractors are required to pass an extensive security background
check before they will be allowed to perform any services for the City. The vendor or individual
employees of the vendor may be excluded from providing services based on the results of the
background checks, in the sole and absolute discretion of the City. All proposals should
acknowledge this fact, and project timelines should reflect this fact.
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City of Tustin RFP — Parking Permit Management and Citation Processing Services 2016
ATTACHMENTS
Attachment A --- Sample Professional Services Agreement
25
1159871,1
PROFESSIONAL SERVICES AGREEMENT
This Agreement for Professional Services (herein "Agreement"), is made
and entered into by and between the CITY OF TUSTIN, a municipal corporation
("City"), and ("Contractor").
WHEREAS, Contractor is qualified to provide the necessary services and
has agreed to provide such services; and
WHEREAS, Contractor submitted to City a proposal, dated
, a copy of which is attached hereto as Exhibit "A", in response to
a Request for Proposal which is attached hereto as Exhibit "B". (Exhibits "A" and
"B" are collectively referred to as the "Proposal").
NOW, THEREFORE, in consideration of the premises and mutual
agreements contained herein, City agrees to employ and does hereby employ
Contractor and Contractor agrees to provide professional services as follows:
SERVICES OF CONTRACTOR
1.1 Scope of Services. In compliance with all terms and
conditions of this Agreement, Contractor shall provide those services specified in
the Proposal (the "services" or the "work"), Contractor warrants that all services
shall be performed in a competent, professional, and satisfactory manner in
accordance with all standards prevalent in the industry, In the event of any
inconsistency between the terms contained in Proposal and specific terms set forth
in the main body of this Agreement, the terms set forth in the main body of this
Agreement shall govern.
1.2 Compliance with Law. All services rendered hereunder shall
be provided in accordance with all laws, ordinances, resolutions, statutes, rules,
and regulations of the City of Tustin and of any federal, state or local governmental
agency of competent jurisdiction.
1.3 Licenses and Permits. Contractor shall obtain at its sole cost
and expense such licenses, permits and approvals as may be required by law for
the performance of the services required by this Agreement.
1.4 FamiliaritV with Work. By executing this Contract, Contractor
warrants that Contractor (a) has thoroughly investigated and considered the worst to
be performed, (b) has investigated the site of the work and become fully acquainted
with the conditions there existing, (c) has carefully considered how the work should
be performed, and (d) fully understands the facilities, difficulties and restrictions
attending performance of the work under this Agreement. Should the Contractor
discover any latent or unknown conditions materially differing from those inherent in
the work or as represented by the City, Contractor shall immediately inform City of
1105453.1
such fact and shall not proceed with any work except at Contractor's risk until
written instructions are received from the Contract Officer.
1.5 Care of Work. Contractor shall adopt and follow reasonable
procedures and methods during the term of the Agreement to prevent loss or
damage to materials, papers or other components of the work, and shall be
responsible for all such damage until acceptance of the work by City, except such
loss or damages as may be caused by City's own negligence.
1.6 Additional Services. Contractor shall perform services in
addition to those specified in the Proposal when directed to do so in writing by the
Contract Officer, provided that Contractor shall not be required to perform any
additional services without compensation. Any additional compensation not
exceeding ten percent (10%) of the original contract sum must be approved in
writing by the Contract Officer. Any greater increase must be approved in writing
by the City Manager.
2. COMPENSATION
2.1 Compensation of Contractor. For the services rendered
pursuant to this Agreement, the Contractor shall be compensated and reimbursed
only for such services and such amounts as are expressly prescribed in Exhibit "C",
in an amount not to exceed
THE MAXIMUM AMOUNT OF CITY'S OBLIGATION UNDER THIS
AGREEMENT IS THE AMOUNT SPECIFIED IN THIS SECTION. IF THE
CITY'S MAXIMUM OBLIGATION IS REACHED BEFORE THE CONTRACTOR'S
SERVICES UNDER THIS AGREEMENT ARE COMPLETED, CONTRACTOR
WILL NEVERTHELESS COMPLETE THE SERVICES WITHOUT LIABILITY ON
THE CITY'S PART FOR FURTHER PAYMENT BEYOND THE MAXIMUM
AMOUNT.
22 Method of Payment. In any month in which Contractor wishes
to receive payment, Contractor shall, no later than the first working day of such
month, submit to City in the form approved by City's Director of Finance, an invoice
for services rendered prior to the date of the invoice. City shall pay Contractor for
all expenses stated thereon which are approved by City consistent with this
Agreement, no later than the last working day of said month.
2.3 Changes. In the event any change or changes in the work is
requested by City, the parties hereto shall execute an addendum to this Agreement,
setting forth with particularity all terms of such addendum, including, but not limited
to, any additional Contractor's fees. Addenda may be entered into:
A. To provide for revisions or modifications to documents
or other work product or work when documents or other work product or work is
2
1105453.1
required by the enactment or revision of law subsequent to the preparation of any
documents, other work product or work;
B. To provide for additional services not included in this
Agreement or not customarily furnished in accordance with generally accepted
practice in Contractor's profession.
2.4 Payment for Changes. Changes approved pursuant to an
Addendum shall be compensated at the personnel hourly rates prescribed in
Exhibit "C" hereto. Note: Exhibit "C" prohibits billing for travel or travel time.
3. PERFORMANCE SCHEDULE
3.1 Time of Essence. Time is of the essence in the performance
of this Agreement.
3.2 Schedule of Performance. All services rendered pursuant to
this Agreement shall be performed within any time periods prescribed in any
Schedule of Performance attached hereto marked Exhibit "D°. The extension of
any time period specified in the Exhibit "D" must be approved in writing by the
Contract Officer.
3.3 Force Maieure, The time for performance of services to be
rendered pursuant to this Agreement may be extended because of any delays due
to unforeseeable causes beyond the control and without the fault or negligence of
the Contractor, including, but not restricted to, acts of God or of a public enemy,
acts of the government, fires, earthquakes, floods, epidemic, quarantine
restrictions, riots, strikes, freight embargoes, and unusually severe weather if the
Contractor shall within ten (10) days of the commencement of such condition notify
the Contract Officer who shall thereupon ascertain the facts and the extent of any
necessary delay, and extend the time for performing the services for the period of
the enforced delay when and if in the Contract Officers judgment such delay is
justified, and the Contract Officer's determination shall be final and conclusive upon
the parties to this Agreement.
3.4 Term. Unless earlier terminated in accordance with Section
7.7 of this Agreement, this Agreement shall continue in full force and effect until
satisfactory completion of the services but not exceeding from the
date hereof, unless extended by mutual written agreement of the parties.
4. COORDINATION OF WORK
41 Representative of Contractor. The following Principal of the
Contractor is hereby designated as being the principal and representative of
3
1105453.1
Contractor authorized to act in its behalf with respect to the work specified herein
and make all decisions in connection therewith:
It is expressly understood that the experience, knowledge,
capability and reputation of the foregoing Principal is a substantial inducement for
City to enter into this Agreement. Therefore, the foregoing Principal shall be
responsible during the term of this Agreement for directing all activities of
Contractor and devoting sufficient time to personally supervise the services
hereunder. The foregoing Principal may not be changed by Contractor without the
express written approval of City.
4.2 Contract Officer. The Contract Officer shall be the City
Manager of City. The Co -Contract Officer shall be the Communications Manager.
It shall be the Contractor's responsibility to keep the Contract Officer, or the Co -
Contract Officer in the Contract Officer's absence, fully informed of the progress of
the performance of the services and Contractor shall refer any decisions which
must be made by City to the Contract Officer. Unless otherwise specified herein,
any approval of City required hereunder shall mean the approval of the Contract
Officer or the Co -Contract Officer.
4.3 Prohibition Against Subcontracting or Assignment. The
experience, knowledge, capability and reputation of Contractor, its principals and
employees were a substantial inducement for the City to enter into this Agreement.
Therefore, Contractor shall not contract with any other entity to perform in whole or
in part the services required hereunder without the express written approval of the
City. In addition, neither this Agreement nor any interest herein may be assigned or
transferred, voluntarily or by operation of law, without the prior written approval of
City.
4.4 Independent Contractor. Neither the City nor any of its
employees shall have any control over the manner, mode or means by which
Contractor, its agents or employees perform the services required herein, except as
otherwise set forth herein. Contractor shall perform all services required herein as
an independent contractor of City and shall remain at all times as to City a wholly
independent contractor with only such obligations as are consistent with that role.
Contractor shall not at any time or in any manner represent that it or any of its
agents or employees are agents or employees of City. Contractor shall be solely
responsible for compliance with State and Federal Law with respect to the wages,
hours, benefits, and working conditions of its employees, including requirement for
payroll deductions for taxes. Employees or independent contractors of Contractor
are not City employees.
4
1105453.1
5. INSURANCE / INDEMNIFICATION
5.1 Insurance Requirements
A. Types of Required Coverages. Contractor shall
maintain in full force and effect during the term of this Agreement the following
insurance policies:
(1) Commercial General Liability: Commercial General
Liability Insurance which affords coverage at least as broad as Insurance
Services Office "occurrence" form CG 00 01, with minimum limits of at
least $5,000,000 each occurrence, and if written with an aggregate, the
aggregate shall be double the each occurrence limit.
(2) Products -Completed Operations: Contractor shall
procure and submit to City evidence of insurance for a period of at least
three (3) years from the time that all work under this Contract is
completed.
(3) Automobile Liability Insurance: Automobile Liability
Insurance with coverage at least as broad as Insurance Services Office
Form CA 0001 covering "Any Auto" (Code) 1) with minimum limits of
$1,000,000 each accident.
(4) Professional Liability: Professional Liability insurance
with minimum limits of $3,000,000 each claim. Covered Professional
Services shall specifically include all work to be performed under the
contract and delete any exclusion that may potentially affect the work to
be performed.
(5) Workers' Compensation: Workers' Compensation
Insurance, as required by the State of California and Employer's Liability
Insurance with a limit of not less than $1,000,000 each accident for bodily
injury and $1,000,000 each employee for bodily injury by disease.
B. Endorsements
Insurance policies shall not be in compliance if they include
any limiting provision or endorsement that has not been submitted to the City for
approval.
(1) The insurance coverages required by Section (1)
Commercial General Liability; and (3) Automobile Liability Insurance shall
contain the following provisions or be endorsed to provide the following:
5
1105453.1
(a) Additional Insured: The City, its elected
officials, officers, employees, volunteers, boards, agents and
representatives shall be additional insureds with regard to liability
and defense of suits or claims arising out of the performance of the
Contract.
Additional Insured Endorsements shall not:
i. Exclude "Contractual Liability"
ii� Restrict coverage to the "Sale" liability of
contractor
iii. Exclude "Third -Party -Over Action"
iv. Contain any other exclusion contrary to the
Contract
(b) Primary Insurance: This insurance shall be
primary and any other insurance whether primary, excess, umbrella
or contingent insurance, including deductible, or self-insurance
available to the insureds added by endorsement shall be in excess
of and shall not contribute with this insurance.
(c) The policy or policies of insurance required by
Section (5) Workers' Compensation shall be endorsed, as follows:
Waiver of Subrogation: A waiver of subrogation
stating that the insurer waives all rights of
subrogation against the indemnified parties.
C. Notice of Cancellation
Required insurance policies shall not be cancelled or the
coverage reduced until a thirty (30) day written notice of cancellation has been
served upon the City except ten (10) days shall be allowed for non-payment of
premium.
D. Evidence of Insurance
The Contractor, concurrently with the execution of this
Agreement, and as a condition precedent to the effectiveness thereof, shall
deliver either certified copies of the required policies, or original certificates and
endorsements on forms approved by the City. 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 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 fled with the City. If
such coverage is cancelled or reduced, Contractor shall, within ten (10) days
after receipt of written notice of such cancellation or reduction of coverage, file
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with the City evidence of insurance showing that the required insurance has been
reinstated or has been provided through another insurance company or
companies.
E. Deductible or Self-insured Retention
Any deductible or self-insured retention must be approved in
writing by the City and shall protect the indemnified parties in the same manner
and to the same extent as they would have been protected had the policy or
policies not contained a deductible or self-insured retention.
F. Contractual Liability
The coverage provided shall apply to the obligations
assumed by the Contractor under the indemnity provisions of this contract.
G. Failure to Maintain Coverage
Contractor agrees to suspend and cease all operations
hereunder during such period of time as the required insurance coverage is not
in effect and evidence of insurance has not been furnished to the City. The City
shall have the right to withhold any payment due Contractor until Contractor has
fully complied with the insurance provisions of this Contract.
In the event that the Contractor's operations are suspended
for failure to maintain required insurance coverage, the Contractor shall not be
entitled to an extension of time for completion of the Work because of production
lost during suspension.
H. Acceptability of Insurers
Each such policy shall be from a company or companies
with a current A.M. Best's rating of no less than A:VII and authorized to do
business in the State of California, or otherwise allowed to place insurance
through surplus line brokers under applicable provisions of the California
Insurance Code or any federal law. Any other rating must be approved in writing
in accordance with the City.
I. Claims Made Policies
If coverage is written on a claims -made basis, the retroactive
date on such insurance and all subsequent insurance shall coincide or precede
the effective date of the initial Contractor's Contract with the City and continuous
coverage shall be maintained or an extended reporting period shall be exercised
for a period of at least three (3) years from termination or expiration of this
Contract.
Upon expiration or termination of coverage of required
insurance, Contractor shall procure and submit to City evidence of "tail"
coverage or an extended reporting coverage period endorsement for the period
of at least three (3) years from the time that all work under this contract is
completed.
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1105453.1
Insurance for Subcontractors
Contractor shall be responsible for causing Subcontractors
to purchase the same types and limits of insurance in compliance with the terms
of this Agreement, including adding the City as an Additional Insured to the
Subcontractor's policies.
5.2 Indemnification. The Contractor shall defend, indemnify and
hold harmless the City, its officers and employees, from and against any and all
actions, suits, proceedings, claims, demands, losses, costs, and expenses,
including legal costs and attomeys' fees, for injury to or death of person or persons,
for damage to property, including property owned by City, arising from errors and
omissions of Contractor, its officers, employees and agents, or arising out of or
related to Contractor's performance under this Agreement, except for such loss as
may be caused by City's sole negligence.
The Contractor shall also defend, indemnify and hold the City
harmless from any claims or liability for City health and welfare, retirement benefits,
or any other benefits of part-time or fulltime City employment sought by
Contractor's officers, employees, or independent contractors, whether legal action,
administrative proceeding or pursuant to State statue.
6. RECORDS AND REPORTS
6.1 Resorts. Contractor shall periodically prepare and submit to
the Contract Officer such reports concerning the performance of the services
required by this Agreement as the Contract Officer shall require.
6.2 Records. Contractor shall keep such books and records as
shall be necessary to properly perform the services required by this Agreement and
enable the Contract Officer to evaluate the performance of such services. The
Contract Officer shall have full and free access to such books and records at all
reasonable times, including the right to inspect, copy, audit and make records and
transcripts from such records.
6.3 Ownership of Documents. All drawings, specifications,
reports, records, documents and other materials prepared by Contractor in the
performance of this Agreement shall be the property of City and shall be delivered
to City upon request of the Contract Officer or upon the termination of this
Agreement, and Contractor shall have no claim for further employment or additional
compensation as a result of the exercise by City of its full fights or ownership of the
documents and materials hereunder. Contractor may retain copies of such
documents for its own use. Contractor shall have an unrestricted right to use the
concepts embodied therein.
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6.4 Release of Documents. All drawings, specifications, reports,
records, documents and other materials prepared by Contractor in the performance
of services under this Agreement shall not be released publicly without the prior
written approval of the Contract Officer,
7. ENFORCEMENT OF AGREEMENT
7,1 California Law. This Agreement shall be construed and
interpreted both as to validity and to performance of the parties in accordance with
the laws of the State of California. Legal actions concerning any dispute, claim or
matter arising out of or in relation to this Agreement shall be instituted in the
Superior Court of the County of Orange, State of California, or any other
appropriate court in such county, and Contractor covenants and agrees to submit to
the personal jurisdiction of such court in the event of such action.
7.2 Disputes, In the event of any dispute arising under this
Agreement, the injured party shall notify the injuring party in writing of its
contentions by submitting a claim therefor. The injured party shall continue
performing its obligations hereunder so long as the injuring party cures any default
within ninety (90) days after service of the notice, or if the cure of the default is
commenced within thirty (30) days after service of said notice and is cured within a
reasonable time after commencement; provided that if the default is an immediate
danger to the health, safety and general welfare, the City may take immediate
action under Section 7.6 of this Agreement. Compliance with the provisions of this
Section shall be a condition precedent to any legal action, and such compliance
shall not be a waiver of any party's right to take legal action in the event that the
dispute is not cured.
7.3 Waiver. No delay or omission in the exercise of any right or
remedy of a non -defaulting party on any default shall impair such right or remedy or
be construed as a waiver. No consent or approval of City shall be deemed to waive
or render unnecessary City's consent to or approval of any subsequent act of
Contractor. Any waiver by either party of any default must be in writing and shall
not be a waiver of any other default concerning the same or any other provision of
this Agreement.
7.4 Rights and Remedies are Cumulative. Except with respect to
rights and remedies expressly declared to be exclusive in this Agreement, the rights
and remedies of the parties are cumulative and the exercise by either party of one
or more of such rights or remedies shall not preclude the exercise by it, at the same
or different times, of any other rights or remedies for the same default or any other
default by the other party.
7.5 Legal Action. In addition to any other rights or remedies,
either party may take legal action, in law or in equity, to cure, correct or remedy any
default, to recover damages for any default, to compel specific performance of this
9
1105453.1
Agreement, to obtain injunctive relief, a declaratory judgment or any other remedy
consistent with the purposes of this Agreement.
7.6 Termination Prior to Expiration of Term. The City reserves the
right to terminate this Agreement at any time, with or without cause, upon thirty (30)
days written notice to Contractor, except that where termination is due to the fault of
the Contractor and constitutes an immediate danger to health, safety and general
welfare, the period of notice shall be such shorter time as the City's Contract
Manager in his or her sole discretion determines is appropriate. Upon receipt of the
notice of termination, Contractor shall immediately cease all services hereunder
except such as may be specifically approved by the Contract Officer. Contractor
shall be entitled to compensation for all services rendered prior to receipt of the
notice of termination and for any services authorized by the Contract Officer
thereafter.
7.7 Termination for Default of Contractor. If termination is due to
the failure of the Contractor to fulfill its obligations under this Agreement, City may
take over the work and prosecute the same to completion by contract or otherwise,
and the Contractor shall be liable to the extent that the total cost for completion of
the services required hereunder exceeds the compensation herein stipulated,
provided that the City shall use reasonable efforts to mitigate damages, and City
may withhold any payments to the Contractor for the purpose of set-off or partial
payment of the amounts owed to City.
8. CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION
8.1 Non -Liability of City Officers and Employees. No officer or
employee of City shall be personally liable to the Contractor, or any successor -in -
interest, in the event of any default or breach by the City or for any amount which
may become due to the Contractor or its successor, or for breach of any obligation
of the terms of this Agreement.
8.2 Covenant Against Discrimination. Contractor covenants that,
by and for itself, its heirs, executors, assigns, and all persons claiming under or
through them, that there shall be no discrimination or segregation in the
performance of or in connection with this Agreement regarding any person or group
of persons on account of race, color, creed, religion, sex, marital status, national
origin, or ancestry. Contractor shall take affirmative action to insure that applicants
and employees are treated without regard to their race, color, creed, religion, sex,
marital status, national origin, or ancestry.
9. MISCELLANEOUS PROVISIONS
9.1 Notice. Any notice, demand, request, consent, approval, or
communication either party desires or is required to give to the other party or any
10
1105453.1
other person shall be in writing and either served personally or sent by pre -paid,
first-class mail to the address set forth below. Either party may change its address
by notifying the other party of the change of address in writing. Notice shall be
deemed communicated forty-eight (48) hours from the time of mailing if mailed as
provided in this Section.
To City:
CITY OF TUSTIN
300 Centennial Way
Tustin, CA 92780
Attention: City Manager
To Contractor:
9.2 Integrated Agreement. This Agreement contains all of the
agreements of the parties and cannot be amended or modified except by written
agreement.
9.3 Amendment. This Agreement may be amended at any time
by the mutual consent of the parties by an instrument in writing.
9.4 Severability. In the event that any one or more of the phrases,
sentences, clauses, paragraphs, or sections contained in this Agreement shall be
declared invalid or unenforceable by valid judgment or decree of a court of
competent jurisdiction, such invalidity or unenforceability shall not affect any of the
remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement,
which shall be interpreted to Gary out the intent of the parties hereunder.
9.5 Corporate Authority. The persons executing this Agreement
on behalf of the parties hereto warrant that they are duly authorized to execute this
Agreement on behalf of said parties and that by so executing this Agreement the
parties hereto are formally bound to the provisions of this Agreement.
11
1105453.1
IN WITNESS WHEREOF, the parties have executed this Agreement as of
the dates stated below.
Dated:
APPROVED AS TO FORM:
David E. Kendlg
City Attorney
ficit ,If
CITY OF TUSTIN, a municipal corporation
By:
Jeffrey Parker
City Manager
"Contractor"
[NAME]
By:
12
1105453.1,
Exhibit A
Proposal
13
1105453.1
Exhibit B
Request for Proposal
14
1105453.1
Exhibit C
Manner and Timing of Compensation
15
1105453.1
Attachment B: City of Tustin RFP
PARKING PERMIT MANAGEMENT AND CITATION PROCESSING SERVICES
CITY OF TUSTIN
PREFERENTIAL PERMIT PARKING PROGRAM
NOTIFICATION
Under direction of the Tustin City Council, the City of Tustin has adopted a policy and procedure for
preferential permit parking on public streets. All existing preferential parking permits expire on
January 31sf and all residents in permitted areas need to reapply for permits in compliance with the
policy and procedures, All current preferential parking zones will remain in effect.
Permit Issuance is based on the following criteria;
1. All authorized Preferential Permit Parking will prohibit overnight parking ftom 2am to 6am,
seven (7) days a week, unless approved otherwise by City Council.
2. All residents in a Preferential Permit Parking Area will be subject, without exception, to all
related parking regulations.
3. Each household will be issued a permit(s) upon request and verification of full utilization of all
off-street parking.
4. Parking Permits shall be obtained in person at the Tustin Police Department. The applicant must
provide proof of residency and all vehicle license registration information on a completed
Permit Parking Application. This document will be the permanent record of the respective
household's Program participation, acknowledgement and receipt of the Permit Parking
Program's procedures and requirements.
S. Approved permits are not transferable. All permits will be entered into a database for tracking
and record keeping.
6. Temporary guest permits may, at the discretion of the Police Department, be issued during
normal business hours at no cost to households in a Permit Parking Area.
7. All Parking Permits remain the property of the City of Tustin and may be revoked if used
contrary to the provisions of this policy.
8. All permits are issued on an annual basis and need to be renewed during designated application
period of January Is' to January 31 st
9. Permit applications may be completed online at www.tustinpd.org OR in person at TPD.
To be in compliance with the policy and procedures, all residents in authorized Permit Parking Areas
must reapply annually under the current above mentioned criteria.
The permit must be placed in the lower left corner on the front windshield of the vehicle, just above the
vehicle identification number plate. Permits not placed properly in the assigned vehicle are subject to
citation.
Temporary guest permits issued to qualifying residents must be completely filled out in blue or black
ink and placed in the lower left comer of the front windshield of the vehicle, just above the vehicle
identification number plate. Permits that are not completed in full or properly placed will not be valid
and subject to citation.
8 50910R%
VI%6d A"r �1
%Wr
CITY OF TUSTIN
POLICE DEPARTMENT
PARKING SERVICES
300 CENTENNIAL WAY
TUSTIN CA 92780-3757
on
Citation Processing
To Meet Monthly Minimum of 8150
Out of State Processing @ 33%
Administrative Adjudication Letters
DMV Hold Letters
Final Notice Letters
ICS Letters @ 28%
ATTACHMENT NO. 2
18302 Irvine Blvd. Suite 200
Tustin, CA 92780
(714) 573-5757
INVOICE
Date Invoice No
2/29/2016 24060
P.O. No.
Terms
Due Date
Net 30
3/30/2016
Quantity
Rate
Amount
960
1 34
1,28640
0
0.00
0.00
905
0.33
298.65
42
2.20
92.40
5
1.30
6.50
3411.17
398.97
1,4031
0.28
392.84
Please contact Alexis Griego with any questions about this
invoice (714) 358-4811.
Subtotal 82,475.76
Sales Tax (0.0%) $0.00
Total $2,475.76
Payments/Credits $0.00
Net to Pay $2,475.76
V`�r�lr•' 18302 Irvine Blvd. Suite 200 INVOICE
IS649 111160%0 Tustin, CA 92780 Lr
(714) 573-5757
CITY OF TUSTIN
POLICE DEPARTMENT
PARKING SERVICES
300 CENTENNIAL WAY
TUSTIN CA 92780-3767
Date Invoice No
3/3112016 24186
Please contact Alexis Griego with any questions about this
invoice (714) 368-4811.
Subtotal $3,276.35
Sales Tax (0.0%) $0.00
Total $3,276.35
Payments/Credits $0.00
Net to Pay $3,276.35
P.O. No. Terms
Due Date
Net 30
4/30/2016
Description
Quantity
Rate
Amount
Citation Processing
1,085
1.34
1,453.90
To Meet Monthly Minimum of $150
0
0.00
0.00
Out of State Processing @ 33%
667
0.33
220.11
Administrative Adjudication Letters
39
2.20
85.80
DMV Hold Letters
7
1.30
9.10
Final Notice Letters
676
1.17
790.92
ICS Letters @ 28%
2,559
0.28
716.52
Please contact Alexis Griego with any questions about this
invoice (714) 368-4811.
Subtotal $3,276.35
Sales Tax (0.0%) $0.00
Total $3,276.35
Payments/Credits $0.00
Net to Pay $3,276.35
tJF &'W �I1 18302 Irvine Blvd. Suite 200 INVOICE
L►!t i111111111"r %MWF Tustin, CA 92780
(714) 573-5757
CITY OF TUSTIN
POLICE DEPARTMENT
PARKING SERVICES
300 CENTENNIAL WAY
TUSTIN CA 92780-3767
Date Invoice No
4/30/2016 24320
Please contact Alexis Griego with any questions about this
invoice (714) 368-4811.
Subtotal $2,384.25
Sales Tax (0.0%) $0.00
Total $2,384.25
Payments/Credits $0.00
Net to Pay $2,384.25
P.O. No.
Terms
Due Date
Net 30
5/30/2016
Description
Quantity
Rate
Amount
Citation Processing
To Meet Monthly Minimum of $150
971
0
1.34
0.00
1,301.14
0.00
Out of State Processing @ 33%
596
0.33
196.68
Administrative Adjudication Letters
54
2.20
118.80
DMV Hold Letters
6
1.30
7.80
Fina! Notice Letters
407
1.17
476.19
ICS Letters @ 28%
1,013
0.28
283.64
Please contact Alexis Griego with any questions about this
invoice (714) 368-4811.
Subtotal $2,384.25
Sales Tax (0.0%) $0.00
Total $2,384.25
Payments/Credits $0.00
Net to Pay $2,384.25
CITY OF TUSTIN
Pricing Details
Processing Fees — Parking Citations
Annual issuance of
10,000+
Monthly Minumum
Waived
Fee per Electronic Parking Citation issued
$0.40 per citation
Fee per Manual Parking Citation issued
$0.40 per citation
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/tustin Web pages customized for the Agency
✓
Database maintenance / Daily system backups
Secure, online access for Agency Staff to citation database; Agency 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)
$0.80 per notice mailed
(Includes Postage)
Includes: all forms, envelopes, return envelopes, printing andosp tape. Reminder notices are mailed 21 days after
issuance or per agency timeline.
Other Correspondence, Notices & Letters
$0.80 per notice mailed
(includes Postage)
Includes: all forms, envelopes, printing and postage. NSF letters, Partial payments, Name and address changes, Drive
away notice, Final Notices, DMV hold Letters, etc. (Excludes FTB and ICS notices)
Review & Nearing Notices/ DMV Hold Letters
$0.80 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 (Scanned and Mailed -in)
$1.50 per Appeal
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 Agency staff using the eAppealsPRO 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 Agency. Includes Hearing services,
scheduling and coordination. Documents for Court provided to agency when required.
BAFO-Submitted 8/30/2016 WNIZOMITIOZI
Out -of -State Processing
30% of amt. collected
No charge for payments off the windshield. Nlets electronic access for all 50 states.
Franchise Tax Board Collections
*$2.50 per account
plus 15% of amount collected
TDS pursues otherwise uncollectible accounts by retrieving social security numbers from a third party, mailing
required pre -intercept letters (no fee), and then sending the accounts to the FTB to intercept any state tax refunds or
lottery winnings. *This fee is subject to change each new FTB year.
Innovative Collection Services -ICS 30% of amt. collected
Further collection efforts from a collection agency. Additional penalties applied, and up to two letters mailed from
Innovative at no cost to the Agency. Includes taking toll-free phone calls from ICS customers and other follow-up
efforts.
Credit Card Payments (Internet and Phone/IVR)
No Charge to Agency
A $3.95 fee per citation paid is charged to the customer for this service. This fee covers the cost of ongoing
maintenance, support and enhancements of the web payment system, and includes daily and monthly reconciliation
of all payments. (Fee subject to change).
Bank Management (Optional)
$50/month plus bank
fees/supplies
Process all parking deposits into a separate account setup for Agency
Process any required Refund and NSF checks; A $5.00 fee per NSF/refund check will be billed to Agency
Write and send monthly surcharge check to the county based on reporting
Write a check to TDS for services rendered
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
Cost Increases:
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.
SERVICE CHANGES WITH BAFO:
Remote Deposit Banking:
The City will provide remote deposit banking for payments mailed to and processed by TDS. TDS will assist the City in
coordinating the remote deposit service with the City's bank. If preferred, the City may elect to add TDS Bank
Management Option shown above on this page.
Courier Services:
In an effort to trim costs and provide better hardware pricing for the City, TDS will cease the weekly courier service.
With paperless appeal service, automated ticketwriters and remote banking, weekly Courier service to Tustin PD and
Finance is no longer required. TDS will provide options for the City to scan, upload and/or email any items or documents
needed for processing
•�•� � r rs
• + + CITY OF TUSTIN
Lease of ticketPRO magic System
Three models are available from Turbo Data Systems, Inc.
'Items are subject to availabilitp
'Citations and Envelopes are additional
"Barcode scanner must be selected at time of purchase; additionai fee vitlI apply
PROPRIETARY & CONFIDENTIAL
Samsung Galaxy
Samsung Galaxy sb
ar%..ilh,%.. H.
RugbyPRO w/Datarnax
Active w/0atamaX117F2Te
nFORCERAIFin-One
MF2Te 2" Printer
2"Printer
Comparison Chart:
RugbyPRO
VS.
i
a
S6 Active
VS.
nFORCER
Single knit with built in Printer
No
No
Yes
Connected, Real -Time Device
Yes -4G LTE
Yes -4G LTE
Yes -4G LTE
Yes - Immediate citation and
Yes - Immediate citation and
ticketPRO Magic Parking
photo transfer 11 LPR 11 Live Data
photo transfer N LPR II Live Data
Yes - Immediate citation and
Software
Sharing 1I Alerts 11 Chalk
Sharing 11 Alerts N Chalk
photo transfer N LPR It Live Data
Xchange
Xcharige
Sharing // Alerts it Chalk Xchange
Screen Size
4.0" TouchscreenGorjila Glass 2
5.1" TouchscreenGorilla Glass 4
5.7" TouchscreenGorilla Glass 3
Processor Speed
1.5 GHz Dual -core
1.5 GHz Quad -core
2.3 GHz Octa-core
Camera Resolution
5MP
16N1P
13MP
Printer Size
Separate 2" Bluetooth, Thermal
Separate 2" Bluetooth, Thermal
Built-in 3" Thermal
Mag Stripe Reader
No
No
Yes
Barcode Scanner
Not Availabie
Not Available
Optional-`
Durability Rating
IP67 - Water, Heat, Shock Resistan
IP68 - Water, Heat, Shock Resistan
IP67 - Water, Heat, Shock Resistant
Single/Quad Docking Bay
No
No
Yes
Device Charging
Two separate chargers for phone
Two separate chargers for phone
Single charger for all; Dock adds
and erinter
and rinter
additional battery charge slot
Battery capacity
1850 mAh Li -Fan
3500 mAh D-Iort
3220 mAh Li -Ion
Spare Battery Charger
No
No
Yes with Dock
Hot Swappable Lithium Battery
No
No
Yes
'Items are subject to availabilitp
'Citations and Envelopes are additional
"Barcode scanner must be selected at time of purchase; additionai fee vitlI apply
PROPRIETARY & CONFIDENTIAL
BAFO-Submitted 8/30/2016 r
Rental/Lease ticketPRO magic Mobile
Summary for Lease •. Data Options)
Phone Option 1: 3 -Year ticketPRO magic Lease* - Samsung RugbyPRO
$40
(4" screen) Dual core, 1500 MHz processor
Phone Option 2: 3 -Year ticketPRO magic Lease* -Samsung 56 Active
$65
Large Screen; Octa-core 4x2.1GHz + 4x1.5GHz 64-bit 14nm processor
Included
REQUIRED SERVICE: Monthly Support/Maintenance/Data Plan (S/M/D)
$60
OPTIONAL ADDED SERVICE- Enhanced Push -to -Talk Radio (ePTT): Phone -to -Phone or Group
Included
communication. Desktop Dispatch interface is included with every 8 phones activated with
+$10
ePTT. Agency may choose how many phones to activate with ePTT.
Included
Details for Lease - Smartphones with Data
Item & Description
Rate
Smartphone: Calor touch -screen // Rugged, Water and Shock Resistant Military spec. MIL-
810G// Car Charger //Includes heavy-duty case
Included
ticketPRO magic Software
Included
ticketPRO magic Software Setup/Configuration: Initial setup and installation of software with
Agency specific information // Includes 1 Day Training with initial purchase
Included
ticketPRO magic Software Maintenance and Support: TlcketPRO magic software and
ticketPRO Server software // Remote servicing and updates // Fast phone and email support
Included
for Agency requests
Managed 4G Data Plan: Features made available with 4G access: Live citation transfer
License Plate Recognition (LPR) // Real-time Data Share across all units // ParkMobile Interface
// Real -Time alerts // Plate & Permit Lookups // Live Chalk Xchange and alerts // Violator Quick
Included
Pay // Custom Live Integration // Unlimited Voice & Txt // RemoteConnect servicing & training
directly to the user while in the field
Lost/Stolen/Damaged Replacement
A fully configured smartphone with ticketPRO magic software will be replaced within 3 full
business days of reported incident with a deductible fee ($150 for Rugby; $250 for S6) . Each
Included
covered phone can have two replacements in a 12 month period.
Printer Pricing
Item & Description
Rate
Bluetooth Printer: Datamax MF2Te printer // Includes Lithium -Ion Battery // AC Charger //
Configured to Agency's ticketPRO magic system
Included
Extended and Comprehensive Warranty Parts & Labor, including physical damage or abuse //
TDS will provide a loaner unit while unit is in repair //excludes batteries and accessories
Included
Belt Clip: Heavy Duty // Fits all utility belts // Wraps around belt with Velcro release
Or
Included
Shoulder Strap: Heavy Duty Nylon // Adjustable comfort -wide
(1 per printer)
* Sales tax not included.
* Early Termination Fees will apply at the rate of $40 per month per Rugby unit for each month left on the lease.
* Early Termination Fees will apply at the rate of $55 per month per S6 Active unit for each month left on the lease
* Citations and Envelopes are additional
A processing contract with Turbo Data Systems is required for ongoing support.
I V.0001"do :1
BAFO-Submitted 8/30/2016
Rental/Lease ticketPRO Magic Mobile •
Details for Lease: All -in -One with Data Plan
Item & Description
Rate
ticketPRO All -In -One: 4G LTE, 5.7 in. Super AMOLED display, Multitouch Capacitive Touchscreen,
13MP Camera with LED Flash, Mag Stripe Reader: 3 Channel, IP65 Rated, Internal Li -Ion 3200
mAh Battery, Hot Swappable High Capacity Battery Integrated 3" Thermal Printer, AC adapter
Included
included
ticketPRO Magic Software and License
Included
ticketPRO Magic Software Setup/Configuration Initial setup and installation of software with
Agency specific information // Includes 1 Day Training with initial purchase
Included
ticketPRO Magic Software Maintenance and Support: Remote servicing and updates // User
support including RemoteConnect assistance // email support for Agency requests
Included
Managed 4G Data Plan
Included
Rate
Accessories
Item & Description
Charging Dock: Dual Drop-in Cradle/Battery Charger
Single/Quad
docks included
to match unitcount
Quad -Bay Charging Dock: Holds and charges 4 devices plus 4 spare batteries
Barcode Scanner: Built-in Laser Barcode scanner. Cannot be added after purchase
$480 each**
Spare Battery
One Included
per unit
Carrying Case: Heavy duty black nylon with belt clip, Velcro and shoulder strap attachment.
Additional storage for citation stock.
Included
* Sales tax not included
* Early Termination t=ees will apply at the rate of $55 per month per unit for each month left on the lease
* Citations and Envelopes are additional
**Barcode Scanner may be purchased or added into the lease amount
BAFO-Submitted 8/30/2016 CITY OF TUSTIN
Parking Permit Pricing
PROCESSING FEES — PERMIT MANAGEMENT
Annual issuance of
750
ONE TIME STARTUP COST
Waived
Includes: Database Creation, System Setup of Tables, Project Management, Client Approval, Client training, Web Site
Customization
MONTHLY SERVICE/CLOUD-HOSTING FEE
$200
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
$2.50/permit
PERMIT PROCESSSING FEES - Online Requests, Review/Validation by TAS
$1.00/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 Sam -Spm Monday -Friday (excluding Holidays)
✓ TDS will review/validate permit applications/documents, and approve/deny the request
Online (Digital) Permit — No Review— No fulfillment
$0.75 per Permit
MAILING SERVICES
$1 per letter + 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
$1.50 per permit + first
class postage
TDS will assign approved permits and deliver via mail with letter.
SUPPLIES/PERMITS
Provided by City
CUSTOMIZATION CHARGES (OPTIONAL)
$120 PER HOUR
.r �
BAFO-Submitted 8/30/2016
Turbo Data Systems, Inc.
TicketPRO nFORCER
Hardware Support during Lease
Standard Warranty
• Batteries and accessories are covered for the first 90 days after purchase.
• Hardware/device factory standard warranty covers the first 12 months from date of
purchase.
• Repairs made after the standard warranty has expired will be covered by Extended Warranty.
Extended Warranty
• Same coverage as original 12 month factory standard warranty with the exception of the
parts subject to wear.
• Goes in effect after 12 months when original factory standard warranty expires.
• 10 days turn on repairs (excluding weekends and holidays).
• Functional analysis.
• No charge Data Recovery Attempt.
Services performed for product under warranty
• Analysis of problem by service technician.
• Labor and materials required to fix defective parts.
• Functional analysis performed after repair,
Obligations for Extended Warranty
Customer obligation
1. Report the problem.
2. When necessary, properly pack the product.
3. Adequately insure the product against loss or shipping damages.
4. Pay for shipping, handling, and insurance cost needed to return the product.
5. Pay for any expediting fees if needed,
Repair Center
1. Provide shipping information details.
2. Evaluate, repair or replace the product as needed.
3. Repair and return the product within the specified turnaround time or notify the
customer if there is a delay and explain cause of delay.
4. Forewarn the customer of any non -warranty work to be completed.
Screen coverage
• Broken Glass will cost $150 per incident (excluding shipping costs).
• Broken Display will cost $275 per incident (excluding shipping costs).
Proprietary & Confidential Page 1 of 1 Turbo Data Systems, Inc.
Rev_ 61112016
IBAFO-Submitted 8/30/2016 r
Extended Printer Coverage
Listed are available manufacturer warranties and protection for proposed Datamax printers. Optional submitted pricing
includes Extended and Comprehensive coverage for each printer proposed. TD5 will also provide hot -swap loaner
printers while units are under repair at no charge:
Free phone support ■
■ ■
Covered parts and labor ■
■ ■
Required repairs to restore to original
performance specifications
■
■
■
Required cleaning and adjustment
■
■
■
- --
Adds Coverap
Ground freight return shipping
■
to Selected
- -
Procgrants
5 -day turnaround time for repairs
l
■
2 -day turnaround time for repairs
■
i
Same-day shipment
■
1
Managed exchange pool of
customer -owned goods
■
■
■
■
Preventive maintenance
2 -day freight return shipping f
■
Annual or monthly activity reports
provided
■
Coverage of all parts, including
print heads (excludes batteries and
■
accessories)
■ j
Physical damage or abuse
t'.:8 o.0
Z0�
r �
TICKET' RIC.
ATTACHMENT NO. 4
CITY OF
TUSTIN
REQUEST FOR PROPOSALS
PARKING PERMIT MANAGEMENT
AND
CITATION PROCESSING SERVICES
FEE PROPOSAL
BEST AND FINAL OFFER
AUGUST 29, 2016
SUBMITTED BY
DATA ■
TICKET"
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
Phone: (949) 752-6937 - Fax: (949) 752-6033
Data Ticket, Inc.
Newport Beach, CA
0: 949 752-6937; F: 949 752-6033
City of Tustin
RFP Parking Permit Management and
Citation Processing Services
Fee Description:
On the following pages we have provided a complete description of the services we recommend
the City utilize.
PARKING CITATION PROCESSING FEE DESCRIPTION
Fee per Parking Citation Issued (Electronic and Manual)
$0.40 per citation
Fee per Manual Parking Citation Data Entry
Included
• On-site data entry of manually written citations performed within 24 hours of receipt
• On-site quality assurance verification of manually entered citations
• Scanning of all manually written citations onto our network for storage and ease of retrieval
• Bi -monthly shredding of manually written citations
• Automated citation transmission into Data Ticket's Citation Management Solution 2417
• Automated confirmation email detailing successfully transmitted citations
• Automated transmission of photos, voice recordings and video recordings attached to
citations
• Unlimited, real-time 100% web -based Solution for City Personnel
• Complete audit trail of every transaction in the system
• Real-time CA DMV interface for registered owner information
• Real-time CA DMV holds, releases and updates
• Real-time NLETs interface for out of state registered owner information
• Multiple toll-free lines for incoming calls to our Customer Service Department Monday —
Friday from 7am — 5pm, excluding holidays
• Call recording of all inbound calls to customer service
• Bi -lingual Interactive Voice Response System
• Entry of all citation dispositions
• Online, real-time reporting, including a custom report generator feature, allowing City
Personnel to create, save and share custom reports
• Payment processing within 24 hours of receipt
• Documentation and on-site training of our Solution
• Ongoing Customer support and training
Courtesy Notice:
$0.72 per notice
includes 1" class postage)
This service includes a semi -custom Courtesy Notice that is printed on an 8'/2 x 11" piece of
paper with a perforated tear -of payment stub provided in a window envelope sent to the
registered owner of a vehicle; all notices are attached to the citation online and are viewable via
the web; all notices sent via 1St Class Mail; all notices include a return envelope in which the
responsible party may submit payment
Other Correspondence:
F.$0.78 per correspondence
includes 1s' class postage)
Other correspondence includes NSF letters, credit card chargeback letters, partial payment
letters, payment plan letters and other custom letters. All letters are printed on an 8'/2 x 11" piece
of paper in a window envelope sent to the registered owner of a vehicle; all correspondence is
attached to the citation online and are viewable via the web; all correspondence is sent Via 1St
Class Mail
Data Ticket, Inc,
Newport Beach, CA
0: 949 752-6937; F: 949 752-6033
City of Tustin
RFP Parking Permit Management and
Citation Processing Services
Out -of -State Collections:
23% of revenue collected
Data Ticket does not charge for citations that are paid prior to obtaining a registered owner. Data
Ticket will provide the City with out of state registered owner information via a real-time interface
with NLETs.
Adjudication Correspondence:
$0.78 per correspondence
includes Vt class postage)
Data Ticket will send all disposition, hearing scheduling and hearing re -scheduling letters as
required by the City of Tustin. All correspondence will be sent via 1St Class Mail and all
correspondence will be attached to the citation online and are viewable via the web
Adjudication Processing:
$1.00 per appeal
Data Ticket will receive and scan all Vt Level Review Requests and 2 nd Level Hearing Requests
on behalf of the City. This eliminates paper from the adjudication process and provides City
Personnel with the ability to perform 1s1 level reviews directly on the web.
Data Ticket's Adjudication Department also provides the service of performing 1 St level reviews if
that is something the City is interested in outsourcing.
Delinquent Collections:
23% of revenue collected
This fee is only assessed if a citation is paid that is 90 days old or greater and is paid at any
location aside from DMV. Unpaid citations which remain open and are not on an appeal or
system hold will become delinquent when a citation is ninety (90) days past the citation issue
date. Data Ticket will provide all customer service related to delinquent citations including the
sending of up to three Delinquent Notices via First Class Mail to the registered owner.
Franchise Tax Board Processing: SSN Request $2.00 per SSN
This fee will be assessed to lookup a social security number associated with a particular
registered owner and address; This charge is per unique SSN, not per citation
Franchise Tax Board Processing: FTB Collections
15% of revenue collected
Data Ticket will send an FTB Notice to the Customer as required by the Interagency intercept
Program; this notice will be sent via 1St Class Mail and will be sent at no cost to the City; Data
Ticket will pay for the Agency's cost to participate in the FTB program; annually, FTB will
send an invoice to the Agency for the number of debts placed at FTB; the Agency will simply
provide this invoice to Data Ticket and Data Ticket will pay it in full; If Data Ticket does not
collect on a citation that is at FTB, the Agency does not owe the collection fee
*A $3.50 per transaction fee will be charged to the Citizen for credit card processing
Cost Increases:
• Postal Rate increase Offset — If postal rates increase during the term of the agreement,
fees to DTI shall be raised immediately to offset the effect of the actual postal rate increase.
• CPI Increases — There will be NO CPI increases for the duration of the agreement.
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Data Ticket, Inc.
Newport Beach, CA
0: 949 752-6937; F. 949 752-6033
City of Tustin
RFP Parking Permit Management and
Citation Processing Services
PERMIT MANAGEMENT PRICING
Initial Customization Effort
$1,300.00
This fee includes the customization of the website for Customers to obtain and manage their
permits, as well as any customization required for City Personnel to manage the permit process.
Monthly Fee
$300.00
This fee includes the maintenance and unlimited usage of the web -based solution.
Permit Fulfillment Fees — if Performed by Data Ticket
$4.00 per mailing
This fee is only charged if Data Ticket Staff will fulfill permit requests.
If City Personnel will fulfill permit requests, no fee is charged to the City.
Online / Digital Permit Fulfillment
Included
For permits that are printed by the Customer via our web -based Solution, there will be no charge
to the City.
*A $3.50 per transaction fee will be charged to the Citizen for credit card processing
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Data Ticket, Inc. City of Tustin
Newport Beach, CA RFP Parking Permit Management and
0:,949 752-8937; F: 949 752-6033 Citation Processing Services
HANDHELD TICKET WRITER ! PRINTER PRICING
Data Ticket has provided the following handheld unit pricing for Three Year Lease options as
well as Purchase Price options.
Handheld Ticket Writer 1 Printer Pricing Options
Term
N5 Print
3 Year Lease Price
$95.001 per month
Purchase Price
$2,350.00
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$500.00 per unit per year, 9st
Handheld Software License Fee
year only
$950.00 per unit per year, 261
and subsequent years
This fee is for the software application and all enhancements
Support and Maintenance
$28.00 per month per unit
Support includes full repair or replacement of any units which fail to perform. There is no
deductible charged to the City.
Training
Included
Onsite training at the City's preferred location will be provided free of charge for both the
handheld ticket writer training and the system training. Training typically takes place over the
course of a few hours and will be customized to meet the City's requirements. .
Ticket Stock
to be quoted based on
Quantity
Ticket stock pricing may vary depending on the quantity, coloring, artwork, and set up fee if
applicable. We would be happy to supply ricin upon request.
Wireless Services
Actual Cost
If the City elects to utilize a wireless cell plan by which to transmit citations, Data Ticket will pass
the cost of the cell plan directly from the wireless vendor.
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