City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve a five-year contract, with two options,
each to extend an additional two years, with Turbo Data Systems, Inc. (TDS), for
parking citation processing, payment and collection services for the Police
Department. The contract will be effective from July 1, 2008 through June 30, 2013.
BACKGROUND:
The Culver City Police Department is at the end of a five-year contract with TDS, for
parking citation processing and payment services which expires June 30, 2008.
Services include citation processing and collection by mail, phone or web site,
multiple reminder notices, placement of DMV holds, credit holds, customer service,
and administrative adjudication scheduling.
The Culver City Police Department solicited proposals in March 2008 from qualified
companies interested in providing parking citation processing and payment services.
In addition, the RFP was posted on the California Public Parking Association
website. Proposals were due by April 2, 2008, at the Culver City Police Department.
Of the four vendors that expressed interest, only three responded to the RFP. Those
vendors were: City of Inglewood Citation Management Services, Turbo Data
Systems, Inc., and Phoenix Group Information Systems.
Staff evaluated the proposals according to the RFP Response, Price, Reference
Checks, and Implementation Plan. One of those firms, City of Inglewood Citation
Management Services (ICMS) was eliminated from the selection process because of
overall cost, lengthy implementation time, and response to proposal content.
Meeting Date: 06/09/2008 Item Number: C-7
AGENDA ITEM: Approval of a Five-Year Contract for Parking Citation and
Payment Services to Turbo Data Systems, Inc.
Contact Person/Dept.: Dianne Gifford
Phone Number: (310) 253-6252
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: Master E-Mail Notification List (06/04/08)
Department Approval:
Don Pedersen (05/29/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/02/08)
Fiscal Impact Review:
Jeff Muir (by M. Noller) (06/03/08)
City Manager Approval:
Jerry B. Fulwood (06/04/08) City of Culver City, California
City Council Agenda Item Report
Phoenix Group Information Systems and Turbo Data Systems, Inc. were scheduled
for a half-hour panel presentation and interview on May 9, 2008 in the Culver City
Police Department. The purpose of the interviews was to further validate each
company’s understanding of the City’s requirements and understand their
perspective on past and further industry trends. The evaluation committee consisted
of six sworn and non-sworn police department personnel.
DISCUSSION:
During the RFP process, the City’s citation information for year 2007 was provided to
the vendors. The data contained citation volume (handheld and manual), contested
rates, special collections and payment types. The panel reviewed the pricing
proposals submitted by each company after the presentations.
Staff recommends contracting with TDS, as the overall price was lower, factoring in
the recently purchased integrated handheld ticket writers with Ticketpro software
from TDS with maintenance and support. In addition, there were no implementation
associated costs or disruption in services, and their company better fits our current
processing needs.
The final evaluation criterion that was considered was the past service and
performance record of the incumbent supplier Turbo Data Systems. TDS
performance during the past contracts has been exemplary. They have consistently
worked with the Police Department to increase collection rates and have offered
personalized service without additional cost.
In conclusion, the evaluation panel agreed that both suppliers are excellent and
either would be able to meet the City’s citation processing requirements. The
decisive factor in recommending TDS was their track record with the City, lower
special collections rates, integrated technology of the recently purchased handheld
ticket writer software, and implementation costs.
FISCAL ANALYSIS:
Fees are calculated upon the ever changing number of citations written, adjudicated
and collected. Currently the City pays $1.14 for an electronically issued citation and
$1.24 for a handwritten citation for average monthly fees of approximately $5,500.
Under the proposed contract, there will be no increase in this rate.
Telecommunication fees have been eliminated for a savings of $1,200 per year and
TDS reduced the out-of-state processing fees by 5%. Special collection fees rose
7%. City of Culver City, California
City Council Agenda Item Report
Below is a comparison of monies paid under the current contract vs. terms of the
new contract for FY 2006/2007 and 2007/2008.
COST
Fiscal Year Current New Contract Change
2006/2007 $62,236.59 $59,990.59 -4%
2007/2008* $55,293.43 $53,100.63 -4%
*projected
Funds are requested in the Other Contractual Services account in the Police
Department’s Fiscal 2008-2009 budget for this service. Funds will be requested in
subsequent years to cover future year contract costs.
In addition, TDS has been paid the following for tickets going to collections.
MOTION:
That the City Council:
1. Approve a five-year contract with Turbo Data Systems, Inc. for the parking
citation processing and payment services for the period of July 1, 2008
through June 30, 2013 with two two-year options; and
2. Authorize the City Attorney to review/prepare the necessary documents and
3. Authorize the City Manager to execute such documents on behalf of the City.
Fiscal Year Current 23% New Contract 30%
2006/2007 $14,807.08 $19,313.91
2007/2008* $ 9,727.39 $12,687.90
*projected