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CC - CONSENT ITEM: Approval of a Five-Year Software Services Agreement with Turbo Data Systems, Inc. to Provide a Cloud-Based Residential Permit Parking Program Management System in an Amount-Not-to-Exceed $250,000.
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Meeting Date: September 29, 2025
Contact Person: Andrew Maximous, Public Works Department
Phone Number: (310) 253-5628
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notice: E-Mail Meetings and Agendas - City Council (09/24/2025)
Dept Approval: Yanni Demitri, Public Works Director/City Engineer (09/12/2025)
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RECOMMENDATION
Staff recommends the City Council approve a five-year software services agreement with Turbo Data Systems, Inc. to provide a cloud-based residential permit parking program management system in an amount-not-to-exceed $250,000.
BACKGROUND
In November 2013, the City of Culver City adopted the Procedures and Regulations for
Residential Permit Parking Districts. The City’s Residential Permit Parking Program (RPPP) has 12 residential permit parking districts in over 227 residential blocks. The RPPP has approximately 5,039 accounts enrolled for approximately 2,878 registered vehicles.
On November 9, 2015, the City Council approved a five-year contract with Turbo Data Systems, Inc. to provide a cloud-based RPPP system in an amount not-to-exceed $276,100.
On May 26, 2020, the City Council approved a five-year contract extension with Turbo Data Systems, Inc. to provide a web-based RPPP system in an amount not-to-exceed $276,000.
DISCUSSION
The online RPPP collects vehicle data and documents (such as proof of residence on parking restricted streets and DMV registrations) from resident participants. Residents can self-serve and purchase annual parking permits for their own vehicles, and issue virtual temporary parking permits for their guests. For residents who live on parking restricted streets and who do not have access to technology, Turbo Data Systems and Public Works staff provide the services needed to ensure they receive the parking permits.
The collected vehicular data and information about parking permits issued by the online RPPP are securely relayed to the Parking Enforcement Officers’ hand-held devices. The information is utilized by the Police Department’s automated parking enforcement vehicles and used by the electronic chalking system to identify permitted versus unpermitted vehicles and their duration of parking, to identify violations of the RPPP.
The public has become familiar with the use and accessibility of the online RPPP system, which raised service levels, convenience, and efficiency using modern software and technology.
Culver City Municipal Code (CCMC) section 3.07.045 states that in the event the same vendor has been utilized for a period of five consecutive years, the City’s shall a undertake the applicable competitive procurement process for these good or services. However, CCMC section 3.07.045 also identifies purchases that are exempt from this requirement. The purchase of computer software, such as a web-based RPPP, is exempt from this requirement. However, in an effort to survey the marketplace and ensure that the City is receiving the most appropriate web-based RPPP services to meet its needs at a reasonable cost, staff conducted a formal RFP process.
On April 3, 2025, Request for Proposals (RFP) #2611 was released and advertised through PlanetBids inviting qualified vendors to submit proposals for a web-based RPPP.
On May 6, 2025, four proposals were received by the City’s Purchasing Division. Public Works staff evaluated each firm’s proposal using the criteria below, which was also provided in the RFP:
• Qualifications & Experience, Ability to Meet Project Schedule
• Response to Scope of Services
• Cost
• References & Required Forms
Based on the review the proposals, staff recommends approval of a five-year contract with Turbo Data Systems, Inc. given their extensive and relevant experience with RPPP’s, user-friendly interface, competitive cost, and experience and familiarity with the City. Other software systems may cost less depending on the number of customer transactions but are anticipated to have significant implementation costs to integrate them with the City’s existing systems and customize them for City operations.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2025-2026 includes sufficient funding in the amount of $50,000 in Account 10160170.619800 (Mobility & Traffic Engineering - Other Contractual Services) to cover costs for the first year of the proposed agreement. Funding for future years of the agreement will be included in the budget in future fiscal years.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve a five-year software services agreement with Turbo Data Systems, Inc. to provide a cloud-based residential permit parking program management system in an amount-not-to-exceed $250,000; and
2. Authorize the City Attorney to review/prepare any necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.