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Turbo Data Systems, Inc. - 2015-08-31
Dept ID FN 15-017 Page 1 of 2 Meeting Date 10/5/2015 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 10/5/2015 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A Wilson, City Manager PREPARED BY: Lori Ann Farrell Harrison, Director of Finance SUBJECT: Approve and authorize execution of a five year contract with Turbo Data Systems, Inc , in an amount not to exceed $1,300,000 00 for the provision of Parking Citation Payment Processing Services Statement of Issue City Council approval is requested for a five-year agreement between the City of Huntington Beach and Turbo Data Systems, Inc , to provide parking citation processing and collection services Financial Impact The FY2015/16 Adopted Budget for the Finance Department contains sufficient funding in the General Fund to support the cost of this contract of approximately $260,000 per year The proposed contract totaling $1 3 million over a five-year period is necessary for the processing of approximately 85,000 parking citations and fines annually that generate $3 9 million in General Fund revenue each year Recommended Action A) Approve and authorize the Mayor and City Clerk to execute "Service Agreement between the City of Huntington Beach and Turbo Data Systems, Inc for Parking Citation Payment Processing Services" in an amount not to exceed $1,300,000 for a five-year term, and, B) Authorize the City Manager to execute all documents in furtherance of this Agreement Alternative Action(s) Do not approve the recommendation and bring this function in-house to be performed by City staff The estimated personnel cost of bringing this function in house to perform all citation processing, invoicing, payment collection, out-of-state collection, late notice mailing, late-notice payment processing, adjudications, Franchise Tax Board payment recoupment, Department of Motor Vehicle hold letters, and investigating appeals, would be approximately $343,000 for four Accounting Tech II positions Moreover, parking citation processing software, web portals and electronic interfaces would need to be purchased and created to facilitate a City takeover of this function Turbo Data owns proprietary software that allows for automated, real-time transfer of data from hand held devices used by the Police Department that the City does not currently own, leading to additional significant costs Analysis The City of Huntington Beach has maintained an external contractor to perform City-wide processing of all parking citations since 1992 due to the increased costs of performing these Item-8. - I HB -104- I� A TAt' HMENT # 1 l SERVICE AGREEMENT BETWEEN THE CITE'OF HUNTINGTON BEACH AND Turbo Data Systems Inc. FOR Parking Citation Payment Processing Services THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach a municipal corporation of the State of California, hereinafter called "City," and Turbo Data Systems, Inc. a California corporation, hereinafter referred to as "Contractor." Recitals A. The City desires to retain a Contractor having special skill and knowledge in the field of Parking Citation ticket and payment processing and review services B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that It is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a comparable company or firm in the field Contractor has been selected to perform these services pursuant to Huntington Beach Municipal Code Chapter 3.02, NOW, THEREFORE, it is agreed by City and Contractor as follows: 1. Scope of Services Contractor shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the"Project." Contractor hereby designates Roberta Rosen who shall represent it and be its sole contact and agent in all consultations with City during the performance of this Agreement 2. City Staff Assistance City shall assign a staff coordinator to work directly with Contractor in the performance of this Agreement 15-4888/125120 1 of 9 3. Compensation a City agrees to pay, and Contractor agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement, shall not exceed One Million Three Hundred Thousand Dollars $1,300,000 during the term of this Agreement b Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City c Contractor shall be paid pursuant to the terms of Exhibit`B." 4. 'fern► Time is of the essence of this Agreement. The services of Contractor are to commence as soon as practicable after the execution of this Agreement by City (the"Commencement Date") and terminate September 1, 2020 unless terminated earlier in accordance with the provisions of this Agreement All tasks specified in Exhibit "A" shall be completed no later than five (5) years from the Commencement Date The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A" This schedule and Term may be amended to benefit the Project if mutually agreed to in writing by City and Contractor. In the event the Commencement Date precedes the Effective Date, Contractor shall be bound by all terms and conditions as provided herein. 5. Extra Work In the event City requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," Contractor will undertake such work only after receiving written authorization from City Additional compensation for such extra work shall be allowed only if the prior written approval of City is obtained. 6. Disposition of Plans,Estimates and Other Documents Contractor agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, language, data, maps, memoranda, letters and other documents, shall belong to City, and Contractor shall turn these materials over to City upon expiration or termination of this Agreement or upon Project completion, whichever shall occur first. These materials may be used by City as it sees fit 7. Hold Harmless Contractor hereby agrees to protect, defend, indemnify and hold harmless City, its officers, elected or appointed officials, employees, agents, and volunteers from and against any and all, claims, damages, losses, expenses, judgments, demands and defense costs, and consequential damage or liability of any kind or nature, however caused, including those resulting from death or 15-4888/125120 2 of 9 mjury to Contractor's employees and damage to Contractor's property, arising directly or indirectly out of the obligations or operations herein undertaken by Contractor, caused in whole or in part by any negligent act or omission of the Contractor, any subcontractors, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, including but not limited to concurrent active or passive negligence, except where caused by the active negligence, sole negligence, or willful misconduct of the City Contractor will conduct all defense at its sole cost and expense and City shall approve selection of Contractor's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable The policy limits do not act as a limitation upon the amount of indemnification to be provided by Contractor 8. Workers Compensation Insurance Pursuant to California Labor Code Section 1861, Contractor acknowledges awareness of Section 3700 et seq of this Code, which requires every employer to be insured against liability for workers' compensation, Contractor covenants that it will comply with such provisions prior to commencing performance of the work hereunder. Contractor shall obtain and furnish to City workers' compensation and employer's liability insurance in an amount of not less than the State statutory limits. Contractor shall require all subcontractors to provide such workers' compensation and employer's liability insurance for all of the subcontractors' employees. Contractor shall furnish to City a certificate of waiver of subrogation under the terms of the workers' compensation and employer's liability insurance and Contractor shall similarly require all subcontractors to waive subrogation. 9. General Liability Insurance In addition to the workers' compensation and employer's liability insurance and Contractor's covenant to defend, hold harmless and indemnify City, Contractor shall obtain and furnish to City, a policy of general public liability insurance, including motor vehicle coverage covering the Project/Service. This policy shall indemnify Contractor, its officers, employees and agents while acting within the scope of their duties, against any and all claims arising out or in connection with the Project/Service, and shall provide coverage in not less than the following amount combined single limit bodily mjury and property damage, including products/completed operations liability and blanket contractual liability, of One Million Dollars($1,000,000)per occurrence If coverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than One Million Dollars ($1,000,000) for this Project/Service. This policy shall name City, its officers, elected or appointed officials, employees, agents, and volunteers as Additional Insureds, and shall specifically provide that any other insurance coverage which may be applicable to the Project/Service shall be deemed excess coverage and that Contractor's insurance shall be primary Under no circumstances shall said above-mentioned insurance contain a self-insured retention, or a"deductible" or any other similar form of limitation on the required coverage. 15-4888/125120 3 of 9 10. Automobile Liability Insurance Contractor shall obtain and furnish to City an automotive liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for Contractor's automotive liability in an amount not less than One Million Dollars ($1,000,000 00) per occurrence and a separate "Additional Insured Endorsement" page listing both the policy number and naming the "City of Huntington Beach, its officers, elected or appointed officials, employees, agents and volunteers" as additional insured on the endorsement The above-mentioned insurance shall not contain a self-insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of City 11. Certificate of Insurance Prior to commencing performance of the work hereunder, Contractor shall furnish to City a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement,the certificate shall. a. provide the name and policy number of each earner and policy; b state that the policy is currently in force; and c promise that such policy shall not be canceled for any reason other than nonpayment of premium except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. Contractor shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by City The requirement for carrying the foregoing insurance coverage shall not derogate from Contractor's defense, hold harmless and indemnification obligations as set forth in this Agreement. City or its representative shall at all times have the right to demand the original or a copy of the policy of insurance Contractor shall pay, in a prompt and timely manner, the premiums on the insurance heremabove required 12. Independent Contractor Contractor is, and shall be, acting at all tunes in the performance of this Agreement as an independent contractor herein and not as an employee of City. Contractor shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for Contractor and its officers, agents and employees and all business licenses, if any, in connection with the Project and/or the services to be performed hereunder. 13. Conflict of Interest Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement 15-4888/125120 4 of 9 14. Termination This Agreement may be terminated by the City upon thirty (30) days written notice of termination In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement 15. Exclusivity and Amendment This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any parry, which are not embodied herein 16. Assiannment Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City 17. City Employees and Officials Contractor shall employ no City official nor any regular City employee in the work performed pursuant to this Agreement No officer or employee of City shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code 18. Notices Any notices, certificates, or other communications hereunder shall be given either by personal delivery to Contractor's agent (as designated in Section 1 heremabove) or to City as the 15-4888/125120 5 of 9 situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses below. City and Contractor may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U.S. certified U S certified mail-return receipt requested. To City To Contractor- City of Huntington Beach Turbo Data Systems, Inc Attn: Joyce Zacks ATTN Roberta Rosen Finance Department 18302 Irvine Blvd., Ste. 200 2000 Main Street Tustin, CA 92780 Huntington Beach, CA 92648 19. Consent When City's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transactions or event. 20. Modification No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties 21. Section Headings The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 22. Interpretation of this Agreement The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement No covenant or provision shall be deemed dependent upon any other unless so expressly provided here As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 15-4888/125120 6 of 9 t 23. Duplicate Original The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any parry who has signed it. 24. Immigration Contractor shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification 25. Legal Services Subcontracting Prohibited Contractor and City agree that City is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder Contractor understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for City, and City shall not be liable for payment of any legal services expenses incurred by Contractor. 26. Confidentiality Contractor recognizes that in the performance of its duties under this Agreement, it must conduct its activities in a manner designed to protect information of a sensitive nature from improper use or disclosure. Contractor warrants that it will use reasonable efforts consistent with practices customary in the facilities management industry in recruiting, training and supervising employees and in otherwise performing its duties hereunder in order to achieve this result In the furtherance of this, Contractor agrees, at the request of the City, to require its employees to execute written undertakings to comply with the foregoing confidentiality provision 27. Discrimination Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 28. Jurisdiction -Venue This Agreement and all questions relating to its validity, interpretation, performance, and enforcement shall be government and construed in accordance with the laws of the State of California This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arse out of, in connection with or by reason of this Agreement 15-4888/125120 7 of 9 29. Professional Licenses Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Huntington Beach and all other governmental agencies. Contractor shall notify the City immediately and in writing of her inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termmation of this Agreement. 30. Attorney's Fees In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party 31. Survival Terms and conditions of this Agreement,which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 32. Governing Lava This Agreement shall be governed and construed in accordance with the laws of the State of California 33. Signatories Each undersigned represents and warrants that its signature herembelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall mdemnify City fully for any mjunes or damages to City in the event that such authority or power is not, in fact,held by the signatory or is withdrawn. 34. Entirety (a) The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement warranty, fact or circumstance not expressly set forth in this Agreement (b) All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 15-4888/125120 8 of 9 35. Effective Date IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein CONTRACTOR CITY OF HUNTINGTON BEACH, a TURBO DATA SYSTEMS, INC. municipal corporation of the State of California By. CR���—=aL 'V W RZ66z2'A S A Rc`j a print name ITS (circle one)Chanm esiden ice President e �o q Cler � By INITIATED 4ND APPROVED: 1-1 E- r74 ��i M116V-114A'UG44�(' ae erector of Finance ITS (circle,O,n Chief Fenancial Officer/Asst -Treasurer APPROVED O City Attorney bow %k31\lr REVlE APPROVED: City Manager 154888/125120 9 of 9 EXHIBIT"A" A. STATEMENT OF WORK: (Narrative of work to be performed) Piovide comprehensive parking citation ticket processing, payment,review, hearing and collection set vices. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES. TDS is currently providing the necessary interface and methods to upload ticket data and download scofflaw files from automated ticketwriteis and a local handheld ticketwiitei PC. Electronic tickets transferred to out servers via the inteinet ate immediately loaded into the citation database.This allows timely access to citation information fot Huntington Beach, the public and TDS. TDS provides access to Handheld Ticketwrrter Counts for authorized Agency staff to view citation file counts sent to TDS for uploading.This reconciliation process allows the Agency to i econcile the count of citations sent against the count of citations received. Eirots detected from automated citation entues(discrepancies in violation amounts, violation codes, lack of tequited information, etc.)are reviewed and corrected.Duplicate citation numbers ace not entered into the system,but reported out for investigation.When necessary, error reports ate forwarded to the Cityfot investigation A file containing the most can ent habitual offender (scofflaw)list is generated daily for downloading into the handheld ticketwi iters.The criteria snaking a vehicle eligible can be changed as some agencies ate more lenient, allowing vehicles to obtain more than five delinquent citations before booting/towing as stated in the California Vehicle Code. Data Entry from Handwritten Citations Handwritten citations are forwarded to TDS with a batch slip lot tracking put poses The batch slip includes the date,name of the pet son preparing the slip,and the citation count All handwritten citations are entered into the database within two working days of receipt. Each batch of citations is enter ed into a log for ti acking thi ough the pi ocess. The date of receipt and who received it,the data entry operators'ID and the date it was keyed,the count of citations in the batch, the filing person's ID and the date it was filed ate all tracked on the log.This citation batch log is updated as the batch goes through the process.The log is a too] for supervisors to verify that all work is completed in a timely manner Citations not processed due to incorrect or missing information ate ietutned to the City foi claiification All citation tiansactions are entered online with tight controls to prevent eitors. The handwi itten citation entry process updates the database with all pertinent data Entry of disposition and othet non-citation information is also a mitical step in the processing cycle.Citations that have been dismissed by City staff at a updated to r eflect the ieduction of cancellation action that has been taken Also, suspensions and extensions are recoided when requested in writing by the City Dismissals, suspensions and extensions ate processes that can be performed either by City staff or by TDS. TDS files all hard copy citations and can provide these documents upon request by the Agency. Our batch number is a sequential number that serves as our document locator and from that,we are able to retrieve any citation and produce a high-quality electronic version that may be einailed or transmitted to Huntington Beach.Our citation system will allow Huntington Beach users to view a scanned original of a manual citation at the push of a button Hard copy citations will be stored and then shiedded periodically Registered Owner Name Retrieval TDS has a direct online interface with the California Department of Motoi Vehicles(DMV) for the nett ieval of i egistered owners'names and addresses fot California vehicles Requests foi registered owners at a submitted to the DMV each business day Multiple citations issued undet one plate or VIN may have different registered owners depending on the issue date of the citation.Most register ed owner information is reti ieved within 48 hours of a citation being entered Duting the name retrieval process,the vehicle make on file with DMV is obtained and compared with the make from the original citation.Discrepancies ate reported and investigated to ensure the license has been entered correctly. Upon cotrection the citation is once again eligible for DMV name retrieval through our automated system. Also during the name retrieval process,the full vehicle identification number (VIN) and the registi ation expiration date is i eh ieved and placed on the system.This allows a comparison of the last 4 of the VIN on the citation with the V1N ft om the DMV and also the tegisttation expiration date on the citation with the registration expiration date at the DMV. These are important tools to verify that the license plate on the citation was recorded pioperly and that the cot iect violator is pursued. When a name and address is not available fioni the DMV on the fitst inquiry, multiple attempts aie made until we successfully obtain an R/O or at a minimum nine(9) attempts. Any"no hits"received from the DMV's at i eported and vehicle licenses ate ievtewed for accuracy Coitections ate made when necessary and the DMV name rehieval process continues This process has been successful in ensuring accuracy and increasing both our DMV Hit Rate and out collection Late. Updates ate conducted on citations when a change ofowneiship of notification of rental with bona fide proof is received All prior name information is kept on the system foi historical reference. Once these updates ate made, another notice is mailed to the responsible party. DMV Registration Holds/Releases DMV registration holds are placed each business day for delinquent citations in accordance with standards set by the City, the California Vehicle Code and any other applicable laws Releases of i egish ation holds are sent to the DMV each business day for every paid or dismissed citation that was on DMV hold TDS has the ability to inquire/update DMV records oil demand based on a request by the City This eliminates the need for issuing abstracts on closed citations The DMV is notified each business day to modify the amount due on citations already on DMV hold that receive a partial payment. DMV Staters Reports ate published monthly for citations placed/teleased fiom DMV hold. A report of payments made at the DMV is provided to the City fot reconciliation. Out-of-State Registered Owner Name Retrieval A Registered Owner inquiry is generated for citations issued to vehicles registered outside California TDS currently has agreements to retrieve registered owner information from all DMVs in the United States, Washington DC, and Canadian Provinces that allow retrieval of registered owner information.All specific out-of-state activities(generation of inquiries, sending inquiries, update of citation records with name and address information), are functions of the out-of-state process and ai a at no additional cost to the City. Payment Processing Mail is picked up each weekday ft om a Post Office Box pt ovided by TDS.Payments at e processed immediately.Daily pick up of mail is imperative to ensure timely piocessing Daily mail processing ensures a reduced numbei of crossover payments and a seduced number of phone calls fiom the public With the online, real-time nature of out IVR and Web systems, it is very important for the public to receive the most up to date information (i.e payments posted, adjudication information updated, dismissals posted, etc.). Audit controls ate in place to ensure accountability of all transactions and monies for payment processing, from initial receipt through final resolution and filing. Payments ate sot ted by postmark date and processed each day Payments are then deposited into the City's bank account. To reduce the number of refirnds tequited to be processed by the City's finance depaitment,TDS does not accept duplicate payments of payments attempting to be made toward accounts which ate already closed. TDS staff does all payment processing in-house There ate thi ee verification processes to ensure accuracy for all payment activities.Citation munbei s are written on each payment processed and the amount of the check is written on the citation.This is considered the first verification in the payment ptocess To ensure accuracy, all payments are entered with the citation number and license plate associated with the record, to eliminate transposed citation numbers and misapplied payments Our Data Entry staff is provided with a printout after the entry process containing relevant information about the payments that have been entered(the Data Entry operator's number,the Ptocessing Representative's number, date paid,date entered,citation count, a unique batch number and the total amount fot the batch). As the second verification in the payment process,the printout is attached to the batch upon balancing. The entice batch is then sent to out banking staff for final processing The banking staff conducts the third and final ve►ification for balancing pi for to depositing fiends.The total of the deposit must match the data entry printout before pioceed ng.Deposits are made by courier each day. All payment documents ate stored in an easily retrievable format.Payment documents ate stored for two years and then pet iodically shredded.A daily report of all citations paid is available online to be viewed by author ized City personnel. l Unmatched Payments. Out system has the ability to accept payments foi citations that aie not yet in the system Basic information about the citation is entered into the database with the payment. Upon receipt of the original citation,the basic information enteted with the payment is compared for accuracy and all other data fields are updated. Partial Payments and Returned Checks.A second notice is mailed for bounced checks(adding a returned check charge to the system that is established by the City),and for the balance due on paittal payments If no payment is received on these second notices,the system continues processing the citation thiough the penalty phase and additional notification. Due Date Extensions.The system has the capability to accept suspensions of due date extensions when requested by the City These entt ies can be entered by the City or by TDS upon i equest POS Cashiering System.TDS has an online cashiet ing system that is available foi use by the City, which will allow foi ptocessing of payments,due date extensions, dismissals,voids, notes and toNved vehicle information Using the Cashiering System could pi ovide a convenience to City staff as well as the public, allowiing information to be updated online in real time The minimal hat dware tegtured foi this system consists of a PC with an Internet connection A receipt printer and a cash drawet for use with this system at e optional Totals of all payments entered each day at the Agency's location can be printed by shift or day for balancing and reconciliation Correspondence Processing All mail ieceived at TDS is soited by category(payments,correspondence,etc.) Correspondence related to citations is opened and forwarded immediately to the appropriate department for further investigation by staff experienced in identifying and separating contesting information from complaints.All correspondence is ptocessed within two business days of receipt. Envelopes for all correspondence are stamped with the date received and kept with the source documents to validate the posting dates used for processing Vehicle Change of Ownership/Rented Vehicles Daily updates are performed on citations when a change of ownership or notification of a rental with bona fide proof is teceived.All prior name informattonn is kept on the system for historical reference, Once these updates are made, another notice is mailed to the new responsible patty Upon receiving unidentifiable payments or incomplete information fi oin a citizen,TDS staff requests additional information or documentation when necessary All correspondence mailed to citizens on behalf of the City is automatically lases ptmted by the system and documented in the system for fiiture reference All correspondence to the public provides complete citation mfounation,amount due and instiuctions regarding how to make a payment A bai-coded,pre-addiessed stub is included for payment and documentation return Client Online Access—Citation Database Onlhie access is available to the City using a PC and a secure Internet Connection 24/7.Real-tune access offers our clients the most current database information. All ti ansactions such as citation records,payments, dismissals, administrative adjudication information,notes,registeied owner information and all other citation data are immediately displayed and can be printed if desired. Oui system allows retrieval of information by citation number, license number,VFN number or Rill or partial naive The"frill or partial name" feature allows the end user to inquire on a pai teal name which provides wider search criteria and mote possibilities of locating the correct registered ownei. Our citation screens contain all pertinent information on each citation,all i elevant dates, fines,penalties, legisteied owner (or appellant)names and addresses,and notification infoimation Individual citation, history and license plate sci eens indicate other open or closed citations.Open citations qualifying the vehicle to be towed or booted ate indicated.The cut ient iegisteted owner frame and address is displayed and can be printed.VINs can be inquired upon, displayed and printed. Detailed payment history is available on the History Screen.It contains detailed administrative adjudication infoimation such as the current status of the appeal, letter dates,hearing dates,etc. Agency staff and TDS staff can enter,view and/or pi int"Notes" by a citation or Iicense plate. City personnel can easily inquire on and update citation information using a single interface.Dismissals, administrative holds, payments, extensions and fine reductions can be completed by authorized staff All access is granted by a specific logon and password profile for each user.For audit tracking, each transaction is stored with the ID of the person enteting the transaction Dismissals,administrative holds and payments can be enter ed using a prior received date. Partial payments and write-offs can be entered through this system as well The City has access to reports showing deposits made by TDS each day for reconciliation purposes Client Parking Information Portal TDS provides its customers with a dedicated web site accessible to authorized pet sonnel This site provides access to parking ielated infoimation and resources available 24/7. Some of the information includes • Access to REPORTNet for online reporting • Statistical information for various parking metrics, measures and comparisons Access to ticketPRO management functions • Turbo Data contact information • Agency-specific information such as violation schedule and officer roster • Industiy-specific links such as Califoinia Vehicle Code, DW and Patking Associations Reporting(ReportNet) TDS will piovide the City with a wide vaiiety of electronic reports,Reports can be created on an as needed basis upon request at no additional cost to the City. Frequency of reports can be on a one time only basis, monthly,weekly or as the City desires Currently,Huntington Beach has over 50 different types of standard and custom i eports that are regularly generated by TDS. Using the Internet, author ized City staff is pi ovided with a unique logon and password.These repoits ate provided in PDF format and can be viewed and printed.Reports can be viewed online 24/7 and will temain online for a minimum of three(3)years. Toll-Free Telephone Service for the Public I TDS will provide a toll-flee telephone number for the public to inquire on parking citations 24/7 The phone switch in our Tustin office currently receives over 12,000 calls per week. Interactive Voice Response System:TDS'Interactive Voice Response system(IVR)provides real-tine, detailed citation information directly linked to the CiVs database Each railer has the option of hearing the information in English or Spanish The IVR allows packing citation recipients 24/7 access(with maintenance occurring between 12:00 midnight and 1-00 a.m.).The public can inquire by citation number of license plate number and obtain the issue date, citation number, delinquent date and amount due on all open citations.The system confirms closed status oil all closed citations as well as the unique ability to relay contesting status on citations in the adjudication process. Pre-recorded information includes a greeting, the address for mailing a payment, making a payment over the Internet, instructions for contesting a citation and instructions for coirectmg equipment violations. Options foi leaching a Customer Service Representative ate also available through this system Customer Service Representatives-TDS Customer Service Representatives ate available dining out normal business hours(8:00 am—5:00 pin).TDS employs and trains staff with the ability to respond to calls received in English and Spanish We provide in-house tiaining to all of our Customer Service staff allowing them to provide general information on each City's policies and pioceduies with the ability to research information and respond accordingly. In addition the staff is also trained to handle complaints professionally and provide information on all levels of the administrative adjudication process. Staff enters"Notes"on a particular citation of Iicense plate as calls are taken in instances where specific information will be helpful fot future i eference.All"Notes" entered can be viewed and/or pi inted by the City and TDS staff Internet Capability for the Public(pticket.conn) TDS has a Rilly interactive web-based system which provides the public with online inquiry,payment capability, and online appeal access for their packing citations.This is a very important interface because this is how the public will see the City when they go online to pay,contest or retrieve mote information about their citation. Citizens accessing the rnvw pticket com/hb website will find only specific information related to Huntington Beach.They will not pull tip data fiom other agencies,of see other agency names when they enter information for a Huntington Beach Citation We have included the Huntington Beach city banner on pticket com so that visitor s can have the look and feel of the City web site.Data security is piovided using industry standard 128-bit SSL encryption.pticket com is fully PCI compliant This website address link can be placed on the City's website to pi ovide a convenient link, a"hotlmk", foi the public to view any or all parking information for the City of Huntington Beach. TDS has the ability to tecoid all calls in our Customer Service Department Difficult calls may be I ecoided, and these Iecoidings may be forwarded to City staff in the event of a dispute.Supei visors in the Customer Service Department have the ability to monitor all calls received This is helpfiil not only foi training purposes, but also for support purposes should the call need to be escalated, Custom Notices Our professionally printed notices are printed in color and were designed foi ease of leading and providing important information to the public,as well as containing all information requited by the California Vehicle Code.Out notices meet all current tequitements foi size, ptopoilion and weight as defined by the USPS. All notices, letters, and postage ate piovided by TDS and mailed using fit st-class mail Parking violation notices ate mailed based on a City-determined schedule.All mailings ate impimted with the post net barcode and F1M markings as requested by the USPS Using the Postal Service National Change of Address(NCOA) database allows TDS to ensure the most rapid and accurate delivery of notices.This feature allows the new address of respondents that have moved (and filed a notice with the USPS)to be directly printed on the notice form as it is mailed,to eliminate the time delay normally encountered by the mail piece going to the old address, getting a foi warding sticker, and then going to the new address. All notices contain information tegttiied by the California Vehicle Code.A unique feature of our system is the ability to modify the agency-specific text that is pt inted on the notice.This allows the City the flexibility of changing the text should policies of procedures change(i.e. hours of operation,etc,). Mail ieturned as undelivetable is tracked and identified as returned marl on the inquiry screen. Processing of Administrative Review Requests TDS has provided Administi ative Appeal/Review&Hear mg Tracking Services to out-clients since 1993 and the inception of Califoi nia Vehicle Code 40215, which governs the pi ocesses for appealing pal king citations. Our Administrative Appeals process was designed to save our clients a significant amount of time, relieving the staff of the day-to-day clerical tasks associated with the process,and to provide an organized, efficient and professional way to process then appeals TDS' Administrative Appeals processing tracks relevant dates, automatically interfaces with and updates the citation system, provides adjudication status on our IVR(automated telephone system)and pticket,com (public website)and mails all notifications.We provide the scheduling ofheaiings and marl all required hearing notifications. Using this seivice has proven successful by having contested information easily tracked right in the parking citation database. All adjudication activities are tracked by the system and therefore are available to the public 24n online and by telephone. Benefits of Using TDS'Adjudication Service • Automatically tracks each citation through the adjudication process • Dispositions(liable,not liable, liable for a reduced amount, etc.)are entered and updated Dispositions can be entered by the City of TDS • Automatically posts iefimds to the citation database on dismissed citations that are already paid, • and generates a request for iefund which is forwaided to the City • Automatically tracks due dates foi contesting as described in CVC 40215 by interacting with the citation database and the specific citation data • lnteiacts with other automated systems-IVR and citizen Website-pticket.coni • Public can appeal online, with the ability to upload photos and files • City can perform paperless online i eviews and decisions thi ough eAppealsPRO • Provides specific status oil 1VR and pticket.coni on contested citations • Automated hearing scheduling • TDS staff woiks diiectly with the City and the hearing officer when scheduling in-person hearings • Automated letter mailings which include decisions(liable/not liable)at 1st and 2nd level and • also hearing notification letters which provide specific dater time, location and directions to the hearing • TDS customer service reps esentatives have all contesting information and relevant dates available to them to assist with phone calls fiom the public. f The system tracks infoimation pertaining to each citation contested through the administiative adjudication process and allows for updates as each citation progresses through the steps for contesting. The Administrative Review and Heating Tracking System is fully integrated with the patkmg citation system and has complete inquiry capabilities. The process starts with appellants contesting online or by mad.Onlune appeals are submitted using an online form through the www pticket com/hb website.Appellants can also upload files containing evidence and photos with the appeal for review Mailed in requests ate entered into the system by TDS Once submitted online of entered by TDS,citations are stopped from progressing finther in the citation process(no notices, etc.).Marled in Initial Review requests are forwarded to the City with a covet sheet for a decision. Through our eAppealsPRO online review system,the City can review the submitted online appeals, including uploaded fries and photos.Prior citations, phone notes and City notes for all citations issued fot the same license can also be viewed. For out clients that use TicketPRO Elite handheld ticketwiiters, citation photos taken by enforcement staff are included with each online appeal The City determines the disposition of each contested citation.A decision code corresponding to a bi ief desci iption of the reason that will appear on the result letter is selected.The result(upheld of dismissed) can be entered into the system by the City or TDS. For each level of the Administrative Adjudication process, once a citation has been upheld or dismissed, the system automatically generates a result letter containing uiformation relating to the decision and any amount due If a citation is dismissed and an annount has been paid,a refund request is forwarded to the City so the refund check can be mailed with the result letter Administrative fines for disabled pat king violations (CVC 40226).These reductions are handled through the adjudication system When the appellant shows pi oof that they had been issued a valid placard at the time the citation was received, the fine can be reduced to$25 (or whatever the city has determined to be their admintstrative fee)and the initial review result letter will explain that and request the reduced fine 1 Also,when the fine has been reduced,the Paid Citation Distribution Repoit,which calculates the monthly amount due to the County for the surcharges,will exclude,these administrative fees from the calculation Scanned "Paperless"Appeals TDS provides an additional service that allows the City to review all inailed in appeals online This setvtce allows for a 100%PAPERLESS appeal system All mailed-m appeals are scanned in to the system and ate reviewable by City staff using the eAppealsPRO online review system,the same application that the online appeals are reviewed from All appeals at e in the same place, and the documentation is saved electronically A complete history of all appeals and their results,person who made the decisions, etc. is available online at all times for the City.No mailings of paper documents are required, and appeals ate online and available for review much sooner than with traditional methods This is a very GREEN solution Administrative Hearing Scheduling Services ` Payment of the citation fine is required at the time of heat ing entry. In the case of indigence,the system allows an ovenide to accept the heat ing request without payment of the fine. TDS schedules in-person heat rags based on City specific dates and tines within the 90 day CVC t equnement. In-person heat ing requests receive a hearing date notification letter with detailed instructions for the scheduled heat ing.TDS allows for one reschedule should it be requested of the citizen. A new heating date notification letter is mailed with the new date and time once the hearing is rescheduled I The heating examiner receives a packet containing a covet sheet and all documentation required for each heating.The heating examiner records the decision of each hearing on the covet sheetwhich is relined to TDS to update the database. Hearing schedules ai a available online for City viewing Reporting for the Administrative Hear ing pottion of the system includes a monthly report of Outstanding Heating Requests. The TDS Hearing Result letter includes the reason that the violator was found liable,the requit ement based on AB 602 from January 2009 Hearing Officer Coordination TDS staff will coordinate with Huntington Beach regal ding the dates and times for hearings to be scheduled.TDS staff ensures that both the Hearing Officei and a room are available three(3)weeks in advance of scheduling hearings and pi for to mailing Hearing Notification Lettets to the citizens. Hearing information and documentation is prepared in advance of the hearings, including a form for the hearing examiner to use to indicate their findings.Results ai a returned to TDS for entry into the system, mailing of result letters and filing of documentation. TDS cut rently provides an independent hear ing examinee for the City of Huntington Beach. When a liable decision is appealed firrthei through the coui t system,TDS will provide the City with all related documents fot the City to appear at court Information regarding court appeals is also tracked in the system foe each citation. Credit Card Payments(pticket.com) Payments by Credit Card:Payments by Credit Card at a accepted 24/7 over the Inter net The system secures immediate authorization fiom the processor,with immediate updates to the Agency's database in teat time The pticket coin application is PCI compliance certified. Payments are accepted via Visa, MasterCard, and Discover 24 hours a day,7 days a week through our secure website(www.pttcket.com/hb)maintained by TDS.There is immediate confrituation and update of authorized payments to the packing citation database.Ail email is generated to the payee on the web with their unique confirmation number/payment information Monies collected ate deposited daily into aTuiboData Systems Inc bank account.Tire City of Huntington Beach pays all associated merchant fees incurred by the credit card payment process Daily reconciliations ate perfoimed by TDS.Each month, TDS prepares a monthly reconciliation and provides monthly i eporting An ACH transaction is Lied to transfer monthly fitnds to the City Credit Cat Chat gebacks When a chargeback is received, the tnonies ate deducted from a TutboData Systems Inc, bank account and TDS staffpeiforms any tequited adjustment to the parkingcitation database. We reopen the citation, and send a delinquent notice to the violator The city is not involved in the chargeback process.All credit card reconciliations and chargeback issues at a dealt with entirely by TDS staff. Included with the Credit Caid Payment Service ate several web pages related to packing citations unique to the City.You will have the ability to customize the content within these pages specifically related to your pat king program. The citation number, license number, issue date, due date(if applicable),status of the citation(s), amount due for each citation and the total amount due for the license plate ate displayed. If applicable, a check box for payment will appear. Administrative Adjudication information is displayed oil appealed citations at all levels(Administrative Review,Heat ing and Civil Appeal).The reasons that citizens were found liable are also displayed online This is the most comprehensive display of packing citation status information available to the public online in the industry today. This system also provides all necessaty information on how to contest,mailing address and a phone number should the person need additional assistance. Online Appeals:Thi ough the pticket coin website,we provide an online appeals process that is completely papeiless. When a citizen is eligible to contest(Nvithin the time frame allowed by law), they ate given the option to contest online.Once they have submitted their electronic appeal, and uploaded any desired documents,the appeals ate then reviewed online. A confirmation of each submitted appeal is emailed to the citizen A "Note" indicating the date and time of the transaction is added to the City's database upon receipt of an electronic appeal The database is also updated with the respondents name and address,adjudication information(date contested)and the citation process is suspended pending review of the appeal, saving considerable processing effort and time.All processed appeals and decisions can be reviewed at any time by City pet sonnel. Final Notice--Past Due Correspondence Final Notice- Out final notice letter is marled after a citation goes delinquent but before sending to the DMV for i egistration hold.This allows timely collection of fines including late fees and saves the City the fee chat ged by the DMV fot registration hold of the citation The Final Notice letter is a vety low cost method for the City to enter the collections process. Special Collections and Delinquent Follow-up TDS provides special collection ptogiams for our customers to help them maximize their collection efforts. We will work with Huntington Beach to identify special programs that will assist in increasing the overall packing citation collection rate Innovative Collection Set vices: Innovative Collection Services(ICS)has been providing supplemental collection services since 1996 As part of TDS,ICS benefits from our experienced staff with many years of working with clients in the at ea of parking citation and collection processing Over the years, to provide our clients with the quality they have come to appreciate,we have fine-tuned our sofhvai a to accommodate the needs of each agency The ICS system is fully integrated with our citation system allowing fot easy retrieval of parking citation and collection agency data,all in one location. ICS provides a complete solution,with the ability to add penalties for administrative costs(cost recovery),genetate demand letters, provide reports, interface with credit repotting agencies, and provide a unique toll-free number and a call center with staff trained in handling collection matters Acetuate tracking of your funds is of pt imaiy concern to our staff.Incoming new accounts as well as payment and "stop" information transmitted from the citation system ate monitored and validated to ensure accuracy. ICS collects many citations considered otherwise uncollectible.The citations submitted to ICS are the hardest to collect upon.The windshield citation did not cause the violator to pay, the initial mailed notice did not cause them to pay,the final notice did not cause there to pay, but now that a collection agency becomes involved and their credit eating becomes an issue,this may spur them to action, Franchise Tax Board Collections TDS also provides foi collections through the Franchise Tax Board Interagency Offset Program We comply with all requirements set forth by the FTB foi the Interagency Offset Piogiam and we provide all of the iesouices necessary so that you don`t have to. We have provided this service to our custorneis for many years and it has proven to maximize citation collection sates foi all participating agencies.Every agency that has paiticipated in this program has continued to use it every year thereafter For all FTB-qualified citations,we combine all amounts together by registered owner. We retrieve Social Security numbers and mail the required notices to each registered owner(usually in October/Novembei of each year). We process the payments and handle all calls from these notices The public may also make credit card payments online at pticket.com. During December,all FTB-qualified accounts that remain unpaid are sent to the FTB to be ready for the submission of January tax returns. The FTB will send all intercepted funds and detailed reports directly to the City.The City must provide a copy of the check and a copy of the detailed reports to TDS humediately so that we can update the system to show the accounts/citations as closed,and to perform an ongoing reconciliation for the City.The FTB is notified by TDS of any inteiini payments received on our end,so they will close the account on their system. Staff Support:TDS pi ovides in-house staff for all aspects of processing parking citations dur ing not nal business hours User manuals for the citation system are provided during training sessions and clearly identify all steps iequited to access and use system information.Initial onsite tiauung at the City is provided foi all systems to be used.Additional training is provided to the City as requested throughout the term of the contract. Technical Support- TDS provides City staff with telephone support between 8.00 a ill and 5 00 p in Pacific Standard Time(PST), Monday through Friday, except TDS'holidays.Our staff follows up on client requests to ensure an effective solution is provided in a timely manner. With permission,we call conduct remote support sessions to assist of tram users when necessary Support via email is also available during these hours Internet,Security and Data Backup TDS' network and security infrastructure provides secure access to all of our systems including City access to the Citation System, REPORTNet and pticket.com.Redundant Internet availability is based on a three-way scheme which Includes dedicated T1, Wireless and Point-to-Point links/circuits.Dual managed firewalls provide redundancy and automatic failover in case ofhardwaie failure and Internet link failover in case of citcuit failure. Internet circuits are installed in our Tustin and San Jose offices to provide a triangular redundancy. TDS takes every meascne and precaution to ensure that all data is managed and properly protected.We mcoipotate industry standard security with a 128-bit SSL data encryption for all our web sites and online systems.Managed firewalls employ Intrusion Detection Service(IDS)and Intrusion Prevention Service (TPS)with hourly updates to new signatui es and thteats.All TDS staff members connect to out systems via an SSL-Virtual Piivate Network(VPN) fot remote access control and support. C. CITY'S DUTIES AND RESPONSIBILITIES; • Provide deposit slips and endorsement stamps • Upload all handheld ticket wtiter files daily • Reconcile daily credit card deposits • Answer questions i eferred by CONTRACTOR • Provide direction on unique questions and concerns fiom violators • Provide PC`s and Internet access for connection to CONTRACTOR database • Sign necessary DMV forms when required for DMV access D. WORK PROGRAM/PROJECT SCHEDULE. As the current parking citation piocessing vendor for Huntington Beach, most of the requested services are in place and firlly finictioning No citation data tiansfei is requited, manual citations are current, systems ate installed and City staff ate trained The RFP asks for some products and seivices that are provided by TDS, which the City is currently not utilizing.For any new or existing products and sei vices,TDS will,upon acceptance of a signed agreement, Conduct site surveys and piepaie site as necessary for any new installations and opetation of the system. Provide all user trailing, manuals for implementation. Additional teaming will be available to person and online as needed at no cost to the City Piepate and maintain system documentation Implement a fully tested,functional system EXHIBIT"B" Payment Schedule(Fixed Fee Payment) I CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth hetein in accordance with the following progress and payment schedules Total fees shall not exceed One Million Three Hundred Thousand Dollats ($I,300,000) pet attached fee schedule 2 Delivery of work product: A copy of every memorandum, letter, iepott, calculation and other documentation piepared by CONSULTANT shall be submitted to CITY to demonstrate piogiess toward completion of tasks In the event CITY rejects of has comments on any such product, CITY shall identify specific iequrtements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice fot each monthly pi ogress payment due Such invoice shall- A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due, D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement;and E) For all payments include an estimate of the percentage of woi k completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory piogiess toward completion of tasks in accordance with this Agieement, CITY shall appiove the invoice, in which event payinent shall be made within thirty (30) days of receipt of the invoice by CITY Such approval shall not be unteasonably withheld If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past petformance by CONSULTANT is in, of has been brought into compliance, of until this Agieement has expired or is terminated as provided hetein 4. Any billings for extra work of additional services authorized in advance and in wtihng by CITY shall be invoiced separately to CITY Such invoice shall contain all of the information iequned above, and in addition shall Iist the hours expended and houtly rate charged for such time Such invoices shall be approved by CITY if the work pet formed is in accordance with the extra work of additional services requested, and if CITY is satisfied that the statement of houts wotked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be b eated as separate and apai t from the ongoing performance of the remainder of this Agreement. Sufnet Exhibit B EXHIBIT B Fixed Fee Payment b O O O (D Ln 0 9 U) 0 o O e C 1-1 Ct' 00 0000 Ln O 00 Ln O V) Lr) u' V O O O O O M O N L N C1 per. S .O CJ H tp H O OA W ), Z + u a a C O O Ln LnCD Ln o C) O Ln O 'It d 00 00 00 00 00 00 C) 00 00 O O v< C) C) C) C) M O M N Lr) U- N Ln 0 0 0 0 O o O o d Ln Co 00 W Ln O 00 00 O Ln Ln .L Ln 0 0 0 0 14 .-i M C) N N 0. C C W O U to S V_ L U C ur to y 0. ` J 4-1N u V V v) CL N y to O E OL L L O O V O a ++ J = B ' B a a s ++ a u a L y ur O NC C C O O O p N UU C O > B J m j or an+, p C - v m 2 wrU UUZu acnOO - ULj- �j Fromi Roberta Rosen To, 50glan,Jim Cc. Elie S.eiman Subject: Turbo Data Contract Date. Friday,June 26,2015 1153 4 2 Ali Hi Jim, Thank you for chatting with us today We are excited about a 5 year term and are willing to provide additional incentives to support it We will reduce our Notice and final Notice pricing to$80 cents to match the current rate and reduce the collection rate to 25%from 30% We feel these numbers are significant and will provide Huntington Beach an estimated$10,000/year reduction We have great plans moving forward into the future,that the City will benefit from,and our team is committed to continue to provide"Top Notch"service Hopefully this update will give you enough ammunition to save us all some time and finalize the contract We appreciate your continued support during this process Best regards, Roberta Rosen I President& CEO [Turbo Data Systems, Inc. Loberta@turbodata,com 1714.368.4808 j www.turbodata.com You enforce We'll take care of the rest... •Innovative Solutions 0711 _ •High Return&Low Cost �L� f •Integrated Systems Citation Revenue Mobtie Inte raiad 1 rt1W •Rapid Service Response g ,�F EFCEttlicE p Services Collections Solutions Partnerships CONFIDENTIAL COMMUNICATION This email,including any attachments,contains information from Turbo Data Systems,Inc,which may be confidential or privileged The information is intended to be for the use of the individual or entity named above If you are not the Intended recipient,be aware that any disclosure,copying distribution or use of the contents of this information is prohibited If you have received this email in error,please nobly the sender immediately by"reply to sender only'message and destroy all electronic and hard copies of the communication,including attachments DATE(MM/DD/YYYY) AC R" CERTIFICATE OF LIABILITY INSURANCE 7/2/20I 15 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERS), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER IMPORTANT If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s) PRODUCER CNTNAME ACT Jennifer Lopez Alliant Insurance Services, Inc PHONE 949 660-5916 FAQ No,, 949-809-1444 1301 Dove Street, Suite 200 EMAIL Newport Beach CA 92660-2436 )lopez@Alllant com INSURERS AFFORDING COVERAGE NAIC# INSURERA Landmark American Insurance Com any 33138 INSURED TURBDAT-01 INSURERS3 West American Insurance Company 44393 Turbo Data Systems, Inc INSURER American Fire and Casualty Company 24066 Innovative Collection Services INSURER State Compensation Insurance Fund o 35076 18302 Irvine Blvd ,Ste 200 Tustin CA 92780 INSURER INSURER F COVERAGES CERTIFICATE NUMBER 371901440 REVISION NUMBER THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INSR TYPE OF INSURANCE POLICY EFF POLICY EXP LIMITS LTR INSD WVD POLICY NUMBER MM/DDIYYYY MMIDDIYYYY B X COMMERCIAL GENERAL LIABILITY Y BKW(16)56604610 7/1/2015 7/1/2016 EACH OCCURRENCE $1 000,000 DAMAO RENTE CLAIMS-MADE ❑X OCCUR PREMISE Ea occurrence $500,000 MED EXP(Anyone person) $15,000 PERSONAL&ADVINJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $2,000,000 X POLICY❑PRO LOC PRODUCTS-COMP/OP AGG $2 000 000 OTHER Deductible $$0 C AUTOMOBILE LIABILITY BAA(16)56604610 7/1/2015 7/1/2016 Eaacciden $1,000,000 X ANY AUTO p BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ HIIREDAUTOS X AUTOS NON-OWNED $ AUTOS Per acodent X C UMBRELLA LIAB X OCCUR ESA(16)56604610 7/1/2015 7/1/2016 EACH OCCURRENCE $1,000,000 _ X EXCESS LIAB CLAIMS-MADE AGGREGATE $1,000,000 DED X I RETENTION$0 $ D WORKERS COMPENSATION Y 9103640-15 7/1/2015 7/1/2016 X STATUTE ORH AND EMPLOYERS'LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE YY N/A EL EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E L DISEASE-EA EMPLOYE $1,000,000 If yes describe under DESCRIPTION OF OPERATIONS below E L DISEASE-POLICY LIMIT 1$1 000 000 B Employee Dishonesty BKW(16)56604610 7/1/2015 7/1/2016 Limit $250,000 Ded $2,500 A Professional Liability/E&O LHR821961 9/10/2014 9/10/2015 E&O Each Claim/Agg $2 000,000 Retro Date 09/10/13 E&O Deductible $10,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) RE SERVICE AGREEMENT FOR PARKING CITATION PAYMENT PROCESSING CITY OF HUNTINGTON BEACH, ITS OFFICERS, ELECTED OR APPOINTED OFFICIALS, EMPLOYEES,AGENTS,AND VOLUNTEERS AS ADDITIONAL INSUREDS AS RESPECTS TO GENERAL LIABILITY PER ATTACHED ENDORSEMENT, INCLUDING PRIMARY INSURANCE CLAUSE AS RESPECTS OPERATIONS OF THE NAMED INSURED WORKERS'COMPENSATION INCLUDES WAIVER OF SUBROGATION AS ALLOWED BY LAW PER THE ATTACHED POLICY ENDT CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN CITY OF HUNTINGTON BEACH ACCORDANCE WITH THE POLICY PROVISIONS ATTN JIM SLOBOJAN 2000 MAIN STREET AUTHORIZED REPRESENTATIVE HUNTINGTON BEACH CA 92648 ©1988-2014 ACORD CORPORATION All rights reserved ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD ENDORSEMENT AGREEMENT STATE WAIVER OF SUBROGATION BLANKET BASIS 9103640-15 FUND RENEWAL SP HOME OFFICE SAN FRANCISCO EFFECTIVE JULY 1, 2015 AT 12.01 A.M. PAGE 1 OF 1 ALL EFFECTIVE DATES ARE AND EXPIRING JULY 1, 2016 AT 12 . 01 A.M. AT lZ01 AM PACIFIC STANDARD TIME OR THE TIME INDICATED AT PACIFIC STANDARD TIME TURBO DATA SYSTEMS INC 18302 IRVINE BLVD STE 200 TUSTIN, CA 92780 WE HAVE THE RIGHT TO RECOVER OUR PAYMENTS FROM ANYONE LIABLE FOR AN INJURY COVERED BY THIS POLICY. WE WILL NOT ENFORCE OUR RIGHT AGAINST THE PERSON OR ORGANIZATION NAMED IN THE SCHEDULE. THIS AGREEMENT APPLIES ONLY TO THE EXTENT THAT YOU PERFORM WORK UNDER A WRITTEN CONTRACT THAT REQUIRES YOU TO OBTAIN THIS AGREEMENT FROM US. THE ADDITIONAL PREMIUM FOR THIS ENDORSEMENT SHALL BE 2.00% OF THE TOTAL POLICY PREMIUM. SCHEDULE PERSON OR ORGANIZATION ,SOB DESCRIPTION ANY PERSON OR ORGANIZATION BLANKET WAIVER OF FOR WHOM THE NAMED INSURED SUBROGATION HAS AGREED BY WRITTEN CONTRACT TO FURNISH THIS WAIVER NOTHING IN THIS ENDORSEMENT CONTAINED SHALL BE HELD TO VARY, ALTER, WAIVE OR EXTEND ANY OF THE TERMS, CONDITIONS, AGREEMENTS, OR LIMITATIONS OF THIS POLICY OTHER THAN AS STATED. NOTHING ELSEWHERE IN THIS POLICY SHALL BE HELD TO VARY, ALTER, WAIVE OR LIMIT THE TERMS, CONDITIONS, AGREEMENTS OR LIMITATIONS OF THIS ENDORSEMENT, COUNTERSIGNED AND ISSUED AT SAN FRANCISCO JUNE 17, 2015 AUTHORIZED REPRESENT 1VE PRESIDENT AND CEO 2572 SC1F FORM 10217 IREV 7-2014) OLO OP 217 POLICY NUMBER BKW(16) 56604610 b The last paragraph of subsection 2 Exclusions is replaced by the following Exclusions c through n do not apply to damage by fire, lightning, explosion, smoke or leakage from automatic fire protection systems to premises while rented to you or temporarily occupied by you with permission of the owner A separate limit of insurance applies to Damage To Premises Rented To You as described in Section III -Limits Of Insurance 2 Paragraph 6 under Section III -Limits Of Insurance is replaced by the following 6 Subject to Paragraph 5 above, the Damage To Premises Rented To You Limit is the most we will pay under Coverage A for damages because of"property damage" to a Any one premise (1) While rented to you, or (2) While rented to you or temporarily occupied by you with permission of the owner for damage by fire, lightning, explosion, smoke or leakage from automatic protection sys- tems, or b Contents that you rent or lease as part of a premises rental or lease agreement 3 As regards coverage provided by this provision D EXTENDED DAMAGE TO PROPERTY RENTED TO YOU (Tenant's Property Damage) - Paragraph 9 a of Definitions is replaced with the following 9 a A contract for a lease of premises However, that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire, lightning, explosion, smoke, or leakage from automatic fire protection systems to premises while rented to you or temporarily occupied by you with the permission of the owner, or for damage to contents of such premises that are included in your premises rental or lease agreement, is not an "insured contract" E MEDICAL PAYMENTS EXTENSION If Coverage C Medical Payments is not otherwise excluded, the Medical Payments provided by this policy are amended as follows Under Paragraph 1 Insuring Agreement of Section I -Coverage C- Medical Payments, Subparagraph (b) of Paragraph a is replaced by the following (b) The expenses are incurred and reported within three years of the date of the accident, and F EXTENSION OF SUPPLEMENTARY PAYMENTS -COVERAGES A AND B 1 Under Supplementary Payments -Coverages A and B, Paragraph 1 b is replaced by the following b Up to $3,000 for cost of bail bonds required because of accidents or traffic law violations arising out of the use of any vehicle to which the Bodily Injury Liability Coverage applies We do not have to furnish these bonds 2 Paragraph 1 d is replaced by the following d All reasonable expenses incurred by the insured at our request to assist us in the investigation or defense of the claim or "suit", including actual loss of earnings up to $500 a day because of time off from work G ADDITIONAL INSUREDS -BY CONTRACT, AGREEMENT OR PERMIT 1. Paragraph 2 under Section II -Who Is An Insured is amended to include as an insured any person or organization whom you have agreed to add as an additional insured in a written contract, written agreement or permit Such person or organization is an additional insured but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused in whole or in part by a Your acts or omissions, or the acts or omissions of those acting on your behalf, in the performance of your on going operations for the additional insured that are the subject of the written contract or written agreement provided that the "bodily injury" or "property damage" occurs, or the "per- sonal and advertising injury" is committed, subsequent to the signing of such written contract or written agreement, or © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office,Inc,with its permission Page 3 of 8 POLICY NUMBER BKW(16) 56604610 b Premises or facilities rented by you or used by you, or c The maintenance, operation or use by you of equipment rented or leased to you by such person or organization, or d Operations performed by you or on your behalf for which the state or political subdivision has issued a permit subject to the following additional provisions (1) This insurance does not apply to "bodily injury", "property damage", or "personal and ad- vertising injury" arising out of the operations performed for the state or political subdivision, (2) This insurance does not apply to "bodily injury" or "property damage" included within the "completed operations hazard" (3) Insurance applies to premises you own, rent, or control but only with respect to the following hazards (a) The existence, maintenance, repair, construction, erection, or removal of advertising signs, awnings, canopies, cellar entrances, coal holes, driveways, manholes, marquees, hoist away openings, sidewalk vaults, street banners, or decorations and similar expo- sures, or (b) The construction, erection, or removal of elevators, or (c) The ownership, maintenance, or use of any elevators covered by this insurance However 1 The insurance afforded to such additional insured only applies to the extent permitted by law, and 2 If coverage provided to the additional insured is required by a contract or agreement, the insur- ance afforded to such additional insured will not be broader than that which you are required by ry the contract or agreement to provide for such additional insured With respect to Paragraph 1 a above, a person's or organization's status as an additional insured under this endorsement ends when (1) All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed, or (2) That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project With respect to Paragraph 1 b above, a person's or organization's status as an additional insured under this endorsement ends when their written contract or written agreement with you for such premises or facilities ends With respects to Paragraph 1 c above, this insurance does not apply to any "occurrence" which takes place after the equipment rental or lease agreement has expired or you have returned such equipment to the lessor The insurance provided by this endorsement applies only if the written contract or written agreement is signed prior to the "bodily injury" or"property damage" We have no duty to defend an additional insured under this endorsement until we receive written notice of a "suit" by the additional insured as required in Paragraph b of Condition 2 Duties In the Event Of Occurrence, Offense, Claim Or Suit under Section IV - Commercial General Liability Condi- tions © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office,Inc,with its permission Page 4 of 8 POLICY NUMBER BKW(16) 56604610 2 With respect to the insurance provided by this endorsement, the following are added to Paragraph 2 Exclusions under Section I -Coverage A-Bodily Injury And Property Damage Liability This insurance does not apply to a "Bodily injury" or "property damage" arising from the sole negligence of the additional insured b "Bodily injury" or "property damage" that occurs prior to you commencing operations at the location where such "bodily injury" or "property damage" occurs c "Bodily injury", "property damage" or "personal and advertising injury" arising out of the render- ing of, or the failure to render, any professional architectural, engineering or surveying services, including (1) The preparing, approving, or failing to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications, or (2) Supervisory, inspection, architectural or engineering activities This exclusion applies even if the claims against any insured allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by that insured, if the "occur- rence" which caused the "bodily injury" or "property damage", or the offense which caused the "personal and advertising injury", involved the rendering of, or the failure to render, any professional architectural, engineering or surveying services d "Bodily injury" or "property damage" occurring after (1) All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed, or (2) That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project e Any person or organization specifically designated as an additional insured for ongoing operations by a separate ADDITIONAL INSURED -OWNERS, LESSEES OR CONTRACTORS endorsement is- sued by us and made a part of this policy 3 With respect to the insurance afforded to these additional insureds, the following is added to Section III -Limits Of Insurance If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance a Required by the contract or agreement, or b Available under the applicable Limits of Insurance shown in the Declarations, whichever is less This endorsement shall not increase the applicable Limits of Insurance shown in the Declaratio ns H PRIMARY AND NON-CONTRIBUTORY ADDITIONAL INSURED EXTENSION This provision applies to any person or organization who qualifies as an additional insured under any form or endorsement under this policy Condition 4 Other Insurance of SECTION IV -COMMERCIAL GENERAL LIABILITY CONDITIONS is amend- ed as follows a The following is added to Paragraph a Primary Insurance If an additional insured's policy has an Other Insurance provision making its policy excess, and you have agreed in a written contract or written agreement to provide the additional insured coverage on a primary and noncontributory basis, this policy shall be primary and we will not seek contribution from the additional insured's policy for damages we cover © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office,Inc,with its permission Page 5 of 8 POLICY NUMBER BKW(16) 56604610 b The following is added to Paragraph b Excess Insurance When a written contract or written agreement, other than a premises lease, facilities rental contract or agreement, an equipment rental or lease contract or agreement, or permit issued by a state or political subdivision between you and an additional insured does not require this insurance to be primary or primary and non-contributory, this insurance is excess over any other insurance for which the addi- tional insured is designated as a Named Insured Regardless of the written agreement between you and an additional insured, this insurance is excess over any other insurance whether primary, excess, contingent or on any other basis for which the additional insured has been added as an additional insured on other policies I. ADDITIONAL INSUREDS -EXTENDED PROTECTION OF YOUR "LIMITS OF INSURANCE" This provision applies to any person or organization who qualifies as an additional insured under any form or endorsement under this policy 1 The following is added to Condition 2 Duties In The Event Of Occurrence, Offense, Claim or Suit An additional insured under this endorsement will as soon as practicable a Give written notice of an "occurrence" or an offense that may result in a claim or "suit" under this insurance to us, b Tender the defense and indemnity of any claim or "suit" to all insurers whom also have insurance available to the additional insured, and c Agree to make available any other insurance which the additional insured has for a loss we cover under this Coverage Part d We have no duty to defend or indemnify an additional insured under this endorsement until we receive written notice of a"suit" by the additional insured 2 The limits of insurance applicable to the additional insured are those specified in a written contract or written agreement or the limits of insurance as stated in the Declarations of this policy and defined in Section III - Limits of Insurance of this policy, whichever are less These limits are inclusive of and not in addition to the limits of insurance available under this policy J. WHO IS AN INSURED -INCIDENTAL MEDICAL ERRORS/MALPRACTICE WHO IS AN INSURED -FELLOW EMPLOYEE EXTENSION -MANAGEMENT EMPLOYEES Paragraph 2 a.(1) of Section II -Who Is An Insured is replaced with the following (1) "Bodily injury" or "personal and advertising injury" (a) To you, to your partners or members (if you are a partnership or joint venture), to your members (if you are a limited liability company), to a co-"employee" while in the course of his or her employ- ment or performing duties related to the conduct of your business, or to your other "volunteer workers" while performing duties related to the conduct of your business, (b) To the spouse, child, parent, brother or sister of that co-"employee" or "volunteer worker" as a consequence of Paragraph (1) (a) above, (c) For which there is any obligation to share damages with or repay someone else who must pay damages because of the injury described in Paragraphs (1) (a) or (b) above, or (d) Arising out of his or her providing or failing to provide professional health care services However, if you are not in the business of providing professional health care services or providing profes- sional health care personnel to others, or if coverage for providing professional health care ser- vices is not otherwise excluded by separate endorsement, this provision (Paragraph (d)) does not apply Paragraphs (a) and (b) above do not apply to "bodily injury" or "personal and advertising injury" caused by an "employee" who is acting in a supervisory capacity for you Supervisory capacity as used herein means the "employee's" job responsibilities assigned by you, includes the direct supervision of other "employ- ees" of yours However, none of these "employees" are insureds for "bodily injury" or "personal and © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office,Inc,with its permission Page 6 of 8 POLICY NUMBER BKW(16) 56604610 P EXTENDED PROPERTY DAMAGE Exclusion a of COVERAGE A BODILY INJURY AND PROPERTY DAMAGE LIABILITY is replaced by the following a Expected Or Intended Injury "Bodily injury" or "property damage" expected or intended from the standpoint of the insured This exclusion does not apply to "bodily injury" or "property damage" resulting from the use of reasonable force to protect persons or property Q WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US - WHEN REQUIRED IN A CONTRACT OR AGREEMENT WITH YOU Under Section IV - Commercial General Liability Conditions, the following is added to Condition 8 Trans- fer Of Rights Of Recovery Against Others To Us- We waive any right of recovery we may have against a person or organization because of payments we make for injury or damage arising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products-completed operations hazard" provided 1 You and that person or organization have agreed in writing in a contract or agreement that you waive such rights against that person or organization, and 2 The injury or damage occurs subsequent to the execution of the written contract or written agree- ment © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office,Inc,with its permission Page 8 of 8 FATTAC H M E NT it 2 City of Anaheim Request for Proposals ## 8300 Parking Citation Processing Services August 26, 2014 Optional Pre-proposal Conference Date: September 9, 2014 Check-in begins at 2 45 pm, conference begins at 3 00 pm, no late arrivals please 200 S Anaheim Blvd , Anaheim, CA 92805 6th Floor, Finance Department Conference Room #3 Proposal Due Date: September 30, 2014 2 00 pm, Pacific Standard Time Submit proposals electronically to: City of Anaheim Purchasing Division http //anaheim net/vendorportal Proposal Contact: Neil Groom Buyer II ngroom(c�anaheim net 714-765-5207 Item 8. - 41 HB -144- City of Anaheim Parking Citation Processing Services RFP# 8300 Table of Contents Schedule, Conference, Overview, Proposal Content, Proposer Qualifications 2 1 00 Tentative Schedule of Important Dates 2 1 01 Optional Pre-Proposal Conference Instructions 2 1 02 Overview of Requirements 2 1 03 Current Parking Citation Processing Services Information 3 1 04 Proposal Content, Format and Evaluation 4 1 05 Proposer Qualifications 6 Special Terms and Conditions 7 1 00 Audit Requirements 7 101 Termination 7 Exhibit A: Specifications and Scope of Work 8 1 00 Description of Work/Specifications 8 101 General Information 8 1 02 General Specifications 9 1 03 System and Software Requirements 20 1 04 Hardware Requirements 20 Exhibit B: Compensation 27 1 00 Quantities & Term 27 101 Compensation 27 Exhibit C: Required Submittals 29 Response Template 29 Non-Collusion Affidavit 33 Client References 34 Subcontractors List 35 Bid Bond 36 Faithful Performance Bond 37 Special Provisions 38 General Terms & Conditions for Proposals 39 EXHIBITS 46 May 2014 City of Anaheim xB -145- Item 8. - 42 City of Anaheim Parking Citation Processing Services RFP# 8300 Schedule, Conference, Overview, Proposal Content, Proposer Qualifications 1.00 Tentative Schedule of Important Dates This section provides a tentative schedule of the important project dates Examine these dates carefully and plan accordingly DATE Tuesday, August 26, 2014 Request for Proposals RFP issue date B Tuesday, September 2, 2014 Final day to Submit Questions through online Q &A Tuesday, September 9, 2014 Pre-Proposal Conference attendance is optional) D Tuesday, September 16, 2014 Final addendum issued E Tuesday, September 30, 2014 Proposal due date F I Tuesday, October 7, 2014 Evaluation of proposals completed Tuesday, October 14, 2014 Interviews/Presentations if requested by the City) H Friday, October 17, 2014 BAFOs due if requested by the City I Thursday, October 23, 2014 Selection of supplier& contract preparation Tuesday, November 18, 2014 Council award estimated K Thursday, January 1, 2015 1 Start of Service 1.01 Optional Pre-Proposal Conference Instructions 1 Please RSVP through www anaheim net/vendorportal regarding your intention to attend the optional Pre-Proposal Conference, September 9th at 3:00pm no later than September 8th 2 Please review the entire request for proposal (RFP) package at your earliest opportunity and Submit Questions through the Q &A Tab on the vendor portal by September 2nd We will use the questions submitted to prepare answers to be provided at the conference 3 We will also answer any additional questions that arise at the conference Any new or additional information or instructions that result from the conference will be documented in an addendum and sent to all prospective bidders who have downloaded the bid package 4 Please be considerate of everyone's time by arriving early and allowing time to sign in We will open the doors for sign in at 15 minutes before the conference begins We estimate the conference will last approximately 90 minutes, but may run over depending on the amount of attendees and questions received 1.02 Overview of Requirements 1 The City of Anaheim seeks the services of a qualified firm to provide municipal parking citation management processing, payment services, and FTB collections the necessary hardware and software including, but not limited to handheld ticket issuance units, printers, software, support, and related items 2 The successful proposer must demonstrate the requisite technical proficiency, ability to provide a seamless transition, communicate effectively and work closely with parking services staff and provide excellent customer service to the City, its staff, and the community we serve Only firms with verifiable municipal parking citation processing and payment services experience will be considered August 2014 City of Anaheim 2 Item 8. - 43 Hs -146- City of Anaheim Parking Citation Processing Services RFP# 8300 3 The successful proposer must provide everything necessary including but not limited to all personnel, labor, equipment, materials, tools, services, and special skills required to furnish all of the requirements of these specifications 4 The successful proposer must convert the existing data that is on the current parking citation management system and implement the new fully functional contractor-provided parking citation management system (system) 5 The successful proposer must ensure that the system is operating 24/7, provide in-State and out-of-State processing, provide online payment and online appeal processing services, keep within all processing time requirements, furnish hand- held ticket issuance units and printers, provide all software and upgrades for the duration of the contract, maintain the present quality and level of customer service and operation 1.03 Current Parking Citation Processing Services Information A. General 1 The average monthly citation revenue is approximately $265,000 00, which equates to $3,180,000 00 annually City estimates that about 35% of the individuals would make their payments on-line 2 The current system has been in place for the past five years and is operating satisfactorily B. TABLE 1: Issued Citations Fiscal Year Ending 06/30 AutomatedFiscal Year Manual Total Issued 2013-14 80,000 25,000 105,000 2012-13 75,000 25,000 100,000 2011-12 85,000 25,000 110,000 3-year averse 80,000 25,000 105,000 C. TABLE 2: ACTIVITIES: citations, payments, delinquents, holds, releases, out-of- state, online payments Qty Dollars Descriptions 80,000 NA EA Citation Issued-Automated 3 yr av 25,000 NA EA Citation Issued-Manual 3 yr av 105,000 NA EA Pa ment Processing Parking Citations 3 yr av 65,000 NA EA Delin vent Notice Mailed regular 7/1/13 to 6/30/14 33,000 NA EA Delin uent Notice Mailed final 7/1/13 to 6/30/14 21,000 NA EA DMV Holds 7/1/13 to 6/30/14 24,000 NA EA DMV Releases 7/1/13 to 6/30/14 750 EA Out-of-State Citation Processing 7/1/13 to 6/30/14 28,000 EA Online Citation Payment Processing (annualized) (CONTINUED ON NEXT PAGE) August 2014 City of Anaheim 3 HB -147- Item 8. - 44 City of Anaheim Parking Citation Processing Services RFP# 8300 1.04 Proposal Content, Format and Evaluation A. Proposal Content and Format Include the following sections containing the information requested below in your proposal To enable ease of evaluation, please follow the sequence shown and upload the required documents into the vendor portal in the appropriate sections 1 Section 1 Executive Summary A) Provide a cover letter summarizing your company's history, experience, understanding of City's requirements, current number of employees, key personnel, complete contact information for your company (address, phone number, fax, email, website), and the person(s) authorized to make commitments for your company B) If you are taking exception to any part of City's scope, specifications, terms or conditions, you must indicate so in this letter and explain the reason 2 Section 2 Supplemental Company Information (Optional) A) Provide any supplemental information not specifically requested by City that you would like City to consider in evaluating your proposal B) Ensure that the information is relevant to the current or potential future needs of the Anaheim Police Department For instance, additional software applications or law enforcement systems provided by your company that may be advantageous to the Police Department at a future date 3 Section 3 Response Template A) Complete City-provided Response Template with your answers to City's questions Provide thorough responses with sufficient detail to enable City to evaluate your understanding of City's requirements, the suitability of your product(s) to meet the City's functional requirements, the strength of your work plan, previous experience, and available resources B) The responses to these questions will carry significant weight in City's evaluation of your proposal to provide and implement the requested systems 4 Section 4 Required Forms and Samples A) Non-Collusion Affidavit B) Client Reference List C) Subcontractors List * D) Special Provisions Form* E) Samples of queries, reports, citations and forms F) Copy of software license agreement G) Sample of ongoing technical support and maintenance agreements August 2014 City of Anaheim 4 Item 8. - 45 xB -148- City of Anaheim Parking Citation Processing Services RFP# 8300 5 Section 5 Proposal Costs A) Submit all pricing on *Exhibit B using the form provided B) Provide pricing for each of the required line items C) Provide pricing for optional proposer recommendations D) Note that the City does not make down payments E) See payment terms in Exhibit B for additional details * These forms are provided by the City in the submittal forms section B. Evaluation Factors and Award Process 1 Proposals that meet the requirements of City will be reviewed and scored by an evaluation committee comprised of key stakeholders and support personnel 2 Various factors will be evaluated, including but not limited to the proposer's qualifications, experience, references, available resources to perform the work, practicality and reasonableness of the products and support services proposed to meet City's objectives, costs, completeness of response, and compliance with the RFP requirements, terms and conditions 3 City may request additional information, presentations, product demonstrations or interviews with any or all proposers as City, in its sole discretion, deems necessary to fully understand and evaluate the proposals received City must be the sole judge in determining if the Proposer is qualified to undertake the project pursuant to the criteria set forth herein 4 Based on the proposals submitted and any additional information requested and provided, City will determine which proposal best meet the needs of City If necessary, City may request modifications to a proposal through a Best and Final Offer (BAFO) request 5 Proposals will be evaluated based on the following categories A) Responsiveness and thoroughness of the proposal B) Willingness to accept the City's contract terms and conditions C) Company qualifications D) Experience & references E) Functionality and ease of use of the proposed products F) Implementation plan G) Ongoing maintenance and support services H) Costs (CONTINUED ON NEXT PAGE) August 2014 City of Anaheim 5 HB -t 49- Item 8. - 46 City of Anaheim Parking Citation Processing Services RFP# 8300 1.05 Proposer Qualifications A. General 1 Only responsive proposals will be considered for further evaluation Responsive proposals contain the all of the requirements listed in the Proposal Content section B. Minimum Qualifications 1 Proposers must have existing products meeting the functional requirements of the City The City will not consider software systems that are still in development phase and not yet successfully implemented with other clients 2 Proposers must have the resources necessary to provide the required implementation as well as ongoing technical product support and maintenance to the City 3 Proposer must have at least five years of direct parking citation processing services experience within the last ten years, performing the functions outlined in the requirements of this Request for Proposal, for a minimum of three governmental entities 4 Proposer must have at least three satisfactory references for whom bidder has provided similar services within the past three years OR have performed satisfactory work for the City within the past three years 5 Proposer must be capable implementing the services and go-live no later than January 1, 2015 6 Proposers must provide a 10% bid bond with the proposal submission, cashier's check is not acceptable 7 Awarded contractor must provide a 100% performance bond for the first year of the agreement, thereafter, a 25% performance bond for each renewed year (CONTINUED ON NEXT PAGE) August 2014 City of Anaheim 6 Item 8. - 47 uB -150- City of Anaheim Parking Citation Processing Services RFP# 8300 Special Terms and Conditions 1.00 Audit Requirements 1 City reserves the right to periodically inspect and audit the Contractor's accounting procedures and supporting documentation in conjunction with the performance of the bid specifications 2 City will notify Contractor in writing of any such requested audit 3 City will inspect and audit in a reasonable manner and at City's expense 4 Contractor must fully cooperate with any such audit(s) 5 City will notify Contractor in writing of any exception taken as a result of an audit 6 If an audit, in accordance with this article, discloses overcharges (of any nature) by the Contractor to the City of the value of that portion of the Agreement that was audited, the actual cost of the City's audit must be reimbursed to the City by the Contractor 1.01 Termination 1 If, in the opinion of Anaheim, Contractor fails to perform or provide prompt, efficient service, ANAHEIM must have the right to terminate or cancel the Agreement upon 5-day's written notice, and pay Contractor for the value of the actual work satisfactorily performed to the date of termination 2 ANAHEIM must have the right to terminate or cancel the Agreement upon 30- day's written notice without cause and pay Contractor for the value of actual work satisfactorily performed to the date of termination 3 These rights are in addition to any other rights that City may have available (CONTINUED ON NEXT PAGE) August 2014 City of Anaheim 7 HB -151- Item 8. - 48 City of Anaheim Parking Citation Processing Services RFP# 8300 Exhibit A: Specifications and Scope of Work 1.00 Description of Work/Specifications 1 The City of Anaheim seeks the services of a qualified firm to provide municipal parking citation management processing, payment services, and FTB collections, the necessary hardware and software including, but not limited to handheld ticket issuance units, printers, software, and related items 2 The successful proposal will be one that demonstrates the requisite technical proficiency, ability to provide a seamless transition and must effectively communicate and work closely with parking services staff and provide excellent customer service to the City, its staff and the community we serve Only those firms with verifiable experience in municipal parking citation processing and payment services will be considered 1.01 General Information 1 Contractor must perform and provide the following minimum requirements A) Input hard copy citations B) Maintain citation information C) Obtain registered owner information—online, daily D) Send notices of delinquent parking violation to registered owners and or correspondence E) Place registration holds through the Department of Motor Vehicles (DMV) F) Apply payment information to citations G) Provide citation information to complainants H) Edit dates, violation codes, and fine amounts and duplicate citations and vehicle identification electronically 1) Maintain electronic phone notes accessible to the City for problem callers J) Provide electronic notes that can be maintained for both the City and Contractor to view and edit K) Update electronically citation information to reflect changes in disposition and keeping notes as needed L) Provide daily courier service from 10 am to 1 pm to and from the City M) Provide remote system access for the City via desktops, laptops and mobile devices N) Provide daily reports for automated citations, citation errors, online credit card payments and returned items O) Provide monthly and annual reports with access to the reports over the Web by the 10th day following the end of the prior month and/or year P) Supply equipment and supplies for automated citations August 2014 City of Anaheim 8 Item 8. - 49 HB -152- City of Anaheim Parking Citation Processing Services RFP# 8300 Q) Supply training and reference materials for equipment/systems to the City as required R) Provide specifications regarding access to citation information via Web for the public S) Place Web links on the City's home page allowing public access to parking citation information T) Provide adequate system security and back-up provisions U) Should import to the ticket writers a "Habitual Offenders" file and a stolen vehicle file V) Support use of License Plate Readers (LPR) Integrate system with any application software needed for the upload and download process W) Export manually written citation/ticket writers information in any format requested by the City 1 02 General Specifications A. Requirements 1 Meet all requirements of the specifications contained herein, as well as all legislated mandates by the State of California, California Vehicle Code (CVC) and the City 2 Have on-line computer interface with the California DMV able to obtain registered owner information and place registration holds within one business day 3 Interface with the motor vehicle departments of all other states that must provide registered owner information to parking citation management contractors 4 Be responsible for all fees associated with obtaining registered owner information from the California DMV, and the motor vehicle departments of other states 5 Accommodate a minimum of two increases in fees for delinquent citations to allow for administrative fees and costs 6 Provide Remote Access to multiple City workstations via a web browser 7 Provide monthly reports in a PDF Format and have available for access over the Internet using a web browser Each Department must have access to their own reports and must be available on the 10th day of the following month 8 Provide training for City representatives in the operation of all equipment provided, including but not limited to the operation of the software and all remote features 9 Provide online payment and online appeal services for parking citations 10 Provide 24/7 Toll Free Custom Customer service phones using Interactive Voice Response (IVR) 11 Have an exclusive toll free number for customer service calls specific to the City of Anaheim 12 Must access photos associated with each citation through citation inquiry system 13 Must attend monthly or as requested meetings at the City of Anaheim August 2014 City of Anaheim 9 HB -153- Item 8. - 50 City of Anaheim Parking Citation Processing Services RFP# 8300 14 Have a Delinquent Collections Capability 15 Process accurate accounts with the Franchise Tax Board (FTB) including handling inquiries from customers 16 Provide Final or 2"d Notice Capability to allow City to mail a follow-up notice after the first notice and after penalties are applied, but before DMV hold Form to be approved by the City 17 Work with City's merchant services provider to accept payments by credit card over the internet or IVR and POS 18 Deposit all funds directly into a City bank account 19 Do not charge citizens for credit card payments Indicate the costs to the City for this service 20 Integrate with the City`s web site to provide a seamless view for the public when contacting City of Anaheim for parking citation payments and information 21 Provide reporting for 5 separate departments, as well as cumulative Anaheim reporting on a monthly basis Reports to be available on the 10th day of the following month B. Customer Service 1 Customer Service Records and Logs A) Maintain accurate and complete customer service records and logs, which must include, but not be limited to 1) Nature of complaint, complainant, date and time received, 2) Intermediate actions towards resolution, dates and times of actions, 3) Resolution of complaint, persons notified, date and time resolved B) Provide copies of customer service records and logs within one business day of request by City representative and a full set annually 2 Response Times A) Respond to any and all routine inquiries from the City by being available anytime Monday through Friday between 8 00 am and 5 00 pm with a live designated contact person Routine would be customers at our counters or on the phone related to general information regarding their citation, payment, DMV hold, FTB collection or registered owner information B) Respond to expedited requests from the City within 1 business day Expedited requests can include but not limited to, system failures, payment errors, FTB collection errors, reports not matching, etc C. Processing Timelines - Billable Services 1 Computer system must accept and update citation database on a daily basis, as information is transmitted Contractor will be responsible for any or all formatting required to transmit data from automated ticket writers August2014 City of Anaheim 10 Item 8. - 51 HB -154- City of Anaheim Parking Citation Processing Services RFP# 8300 2 Download citation information from personal computer and/or handheld units, and upload personal computers and handheld units with an updated list of habitual offenders 3 Provide written procedures for the upload and download of files to and from the Contractor's computer system to designated departmental representatives Incorporate the simplest methods possible and should utilize a menu driven format for ease of use 4 Process all manually written citations within 2 business days of transmittal from the date of receipt 5 Mail in-state notices of delinquent parking violation within 21 calendar days, and no later than 32 calendar days after the date of citation issuance, for all citations the Contractor has been able to obtain registered owner information 6 Provide a monthly report due on the 10th day of the following month of the notices that have been mailed to registered owner of the vehicle The number of days from the issuance of the citation to notice of delinquent parking violation may change as determined by the City Notices of delinquent parking violation must include at least 6 lines of custom text for a special message if needed 7 Provide monthly reports due on the 10th day of the following month of all registered owner inquires that have been rejected by the DMV 8 Mail out-of-state notices of delinquent parking violation within 7 business days of receipt of registered owner information from other states 9 Place an on-line registration hold through the California DMV for each citation that has not been paid after 14 calendar days from the date that the notice of delinquent parking violation was mailed Grace periods may be added by the City as needed to automatically allow for payments processed by the City Place registration holds through the DMV on a daily basis This time schedules may change as determined by the City 10 Note City reserves the right to change the time frame for mailing notices of delinquent parking violation and for placing registration holds at anytime during the term of the agreement The City must give the Contractor a minimum of 1 business day prior verbal notice D. Processing Assessments — Billable Services 1 City reserves the right to assess the Contractor up to 100% of the processing fee for each citation that is not processed within the timelines outlined above E. Processing Timelines - Non-Billable Services 1 Process and update requests to the parking citation management system upon receipt 2 Update within 1 business day of transmittal, voided/dismissed citations for automated citations to the parking citation management system Manual voided/dismissed citations must be updated to the parking citation management system within 2 business days of receipt from the City's authorized representative(s) August 2014 City of Anaheim 11 HB -1 ss- Item 8. -52 City of Anaheim Parking Citation Processing Services RFP# 8300 3 Provide reports and/or procedures that may be used by the City to audit the processing of citations to ensure that the work is being performed within the guidelines and timelines of these specifications 4 Provide an outline of procedures for actual citation processing timelines that may be audited in the bid proposal 5 Deliver all monthly reports in an Excel and/or PDF format to be accessed over the Internet accessible through a web browser This data should be available by the 10th calendar day of the following month 6 Respond by telephone, fax or in writing to any inquires and/or requests for special reports within 24 hours 7 Contact designated department representative immediately of any change or implementation of any software changes or modifications that may impact the administration of, or the availability of access to, the City's database of parking citation information 8 Pick-up copies of manual citations and payment receipt information every working day between the hours of 8 00 am and 5 00 pm from City of Anaheim, Anaheim West Tower, 201 S Anaheim Blvd , Collections Office, First Floor (Room 101), Anaheim, CA 92805 F. Processing Assessments— Non Billable Services 1 City reserves the right to assess the Contractor for complaints that exceed the maximum number of complaints per month A) If a department receives more than the maximum number of complaints indicated in the table below for non-billable services, the department may deduct up to 5% from the month's invoice Department Name Maximum Complaints per Month Public Works Department 15 Police Department 15 Community Preservation 10 Fire Department 5 Convention Center 5 2 Failure to provide handheld ticket writers or the loss of citations due to handheld malfunctions must be assessed per the following A) Up to 100% of the citation value for each citation that is lost due to unit malfunctioning B) The City reserves the right to penalize the Contractor if more than two (2) units at one time per department are out of service due to unit failure not caused by mishandling by the City The monthly invoice will be assessed a reduction of up to 5% from that month's total invoice amount August 2014 City of Anaheim 12 Item 8. - 53 HB -1 56- JI City of Anaheim Parking Citation Processing Services RFP# 8300 G. DMV Communications 1 Make inquiries through on-line access to DMV 2 Place registration holds and releases online with DMV on a daily basis Note The timetable to establish a registration hold at DMV should be at the discretion of the City 3 Notify and correct DMV files if amount of penalty on Hold at DMV has changed without additional charges to the City H. Notice of Delinquent Parking 1 Print notices of Delinquent Parking Violation only on a laser printer Notices must not be generated on snap-out forms without carbon insert, or carbonless multiple-part paper stock The City reserves the right to require vendor to modify snap-out forms if legibility becomes an issue 2 Include all citation information with the exception of any comments 3 Notices of delinquent parking violation must include 4 to 6 lines of custom text, approved by the City, for a special message, if needed Provide a toll free telephone number and web address for violation inquiries 4 Provide the necessary postage price point, correspondence, and ability to track forms to meet all applicable State and local laws regarding citation processing and adjudication Note City will provide all manual citation forms, unless otherwise agreed 5 Ensure all notices and letters are formatted using Custom #10 window envelopes with the City's return address The interior#9 also customized with the City's address that is post net bar-coded with FIM per the U S Postal Service requirements 6 Generate Delinquent Notices for unpaid accounts, notice to be approved by the City 7 Ensure that notices regarding bank returned/unpaid checks, state the amount of original fine, delinquent amount, and the appropriate returned check fee per the City's adopted resolution 8 Submit samples of all forms, notices, letters, etc with the bid I. Collection Services 1 Upon "end of process" status, (i a "DMV No-Holds", DMV transfer of ownership release, non-California plates and FTB's) 2 Transfer the bad debts to collection system service after the "final notice" on a weekly basis and provide daily and/or weekly reporting Weekly FTB reports of refunds required including but not limited to, monies collected in error, overpayments, etc 3 Schedule transmission of delinquent accounts to credit reporting agencies and report paid or dismissed citations as "closed accounts" J. Payment Processing 1 Forward all payments received by mail to the City by next business day Provide reports to City as needed or requested to balance the daily totals from all August 2014 City of Anaherm 13 HB -157- Item 8. - 54 City of Anaheim Parking Citation Processing Services RFP# 8300 payment channels Monthly management reports and statistical summaries of activity for the period, together with supporting detail, by the 10th of the month 2 The parking citation management system must allow access to the City at multiple City workstations via remote access using the Internet using a web browser The security clearance to update citation data must be limited by password, as authorized by designated departmental representatives Each transaction should be able to be traced back to the designated person 3 Ensure that all transactions have a real-time on-line payment processing capability All payments must reflect date and how payment was received (i e City offices, IVR, or WEB) Credit card payment application used by contractor should interface with City's current credit card processor (Elavon) For POS payments taken at City's cashier office, parking system must be able to interface real time with cashiering application/platform-System Innovators/iNovah All payment information(tender type, batch date, received date, paid date, cashier or user) must be recorded and available for viewing throughout business day Daily reconciliation with both cashier and parking systems is required Reconciliation reports must include but not limited to method of payment , each parking agency payments, citation number (if needed), totals for each agency parking system of paid citations and overall grand total for each business date Reconciliation process and reports must have the ability to separate and recognize cash /check tender methods as well as credit card transactions Parking system must also have ability to update real time in instances of voids or returned items are initiated via iNovah cash system for all parking citations 4 Ensure that payments can be processed in advance of the citation In these cases, the data from the citation must be updated If payment is received prior to actual citation being entered in parking system, the paid citation information must be updated in the parking system database by the Contractor 5 Ensure that customers should be able to make payments 24/7 Toll Free Custom Customer Service phones using Interactive Voice Response (IVR) IVR should be available in English and Spanish IVR must include custom greeting, citation status, payment due, contesting instructions with final date for contesting, payment mailing instructions, and credit card option 6 Provide an electronic method for handling administrative fines for handicap violations as detailed in CVC 40226 K. Citation Extensions 1 Ensure that City has the ability to enter remotely a new payment due date If needed, the City may also notify the Contractor to extend the citation to a new due date No further processing will take place until this due date has expired The process must be an automatic function that does not require user interface L. Phone Notes 1 Keep phone notes on all troubled calls for later reference and follow-up for City 2 Allow the City with access to the phone notes via remote Internet access using a web browser City must have the ability to add phone notes remotely via the Internet access using a web browser 3 Include date, operator, reason for notes and any comments made by operator The system must have the ability to add multiple phone notes per citation August 2014 City of Anaheim 14 Item 8. - 55 xB -1;8- City of Anaheim Parking Citation Processing Services RFP# 8300 M. Requests for Initial/Administrative Reviews and Hearings 1 Process requests for initial/administrative review hearings immediately upon receipt from the City Upon receipt from the City, Contractor must immediately update the citation disposition from the review to the parking citation management system electronically 2 Track electronically each step of the initial/administrative review and hearing process including dates, disposition code, reason code, mail back code, and hearing officer determination 3 Customize the City's initial review codes (i a liable and dismissal codes) allowing individualized content and multiple dispositions on notice/letter to pertain to the appeal that was filed 4 Enter payments, voids, disposition from hearings (including reason for the disposition), review/hearing officer reduction of penalties, and any comments necessary to review the disposition on-line within 2 business days 5 Provide access for the public to submit an initial Review online within 21 calendar days of citation issuance or 14 calendar days from the mailing of the notice of delinquent parking Do not accept late appeals online The contesting parties must be able to upload up to three documents/files/photos with their online submitted appeal Online system should have the capability to present violation specific messages during the submission process to request certain evidences (i a disabled placard and id card) 6 Provide the City an online process to view and render decisions to online submitted appeals Online system should provide all citation information, written and uploaded contesting documents and photos taken by the issuing officer The City must be able to enter online City-defined reason codes to uphold or dismiss contested citations The parking citation management system and public online access should be updated in real time Initial Review notices must be mailed automatically without the need of any user interface 7 The public must be able to view their Initial review result online in real time for all contested citations, including second level hearing due date for citations upheld Scheduled hearing dates, times and subsequent results must also be available to the public for online viewing as soon as they are entered N. Voiding and Dismissing Citations 1 City reserves the sole authority and responsibility for voiding/dismissing citations Contractor must be responsible for inputting all voided/dismissed citation dispositions not entered by the City 2 Authorized City representatives may submit a form listing citations that have been voided/dismissed Contractor must change the disposition code for automated citations within 1 business day from data transmittal and manual citations within 2 business days of receipt from the City 3 The parking citation management system must allow voided/dismissed citations to be entered by the City via remote access using the Internet The security -clearance to void/dismiss a citation must be limited by password, as authorized by designated-departmental representatives Each transaction should be able to be traced back to the designated person All voids must have the ability to-have a reason code and comments August 2014 City of Anaheim 15 HB -1 59- Item 8. - 56 City of Anaheim Parking Citation Processing Services RFP# 8300 4 Authorized City representatives may enter the voids/dismissals on line, using the Internet based system 5 Provide a monthly report of citations voided/dismissed in the system, by Officer or User Name by the 10th of the following month O. System Reporting 1 The City reserves the right to approve or disapprove any and all report format(s) 2 Provide reports with any and all information as requested by City broken down by departments Reports must be in an Excel and/or PDF format assessable via the Internet using a web-based system to access the monthly report Reports are due by the 10th of the month 3 Provide reports with any and all information as requested by the City to comply with any California Public Records Act Request within a 3 calendar-day period to review records, if it is not clear that they are public records As soon as a determination is made, it will be at that time the records must be released 4 Any California Public Records Act Request received must be immediately sent to the City of Anaheim City Clerk's Office, 200 South Anaheim Boulevard, Room #217, Anaheim, CA 92805 5 Keep the monthly reports on the web site for a period not less than two years All reports should be available to the City at any time 6 Report actual fines collected in addition to the face value of citations 7 Provide daily batch totals, and a daily grand total of previous day's receipts to the City's Collection office on a daily basis Reports should include totals and clearly identify method of payment (i a City offices, WEB, or IVR) 8 The City reserves the right to request additional reports on an as-needed basis, Contractor must provide these reports within 2 business days 9 Make corrections to all system malfunctions and errors attributable to the contractor at no cost to the City P. System Access 1 Access for multiple City workstations should be available using a standard PC Operating and or software costs must be included in the proposal price Access to the database should be available over the Internet using a web-based system, using Internet Explorer Provide detail the Internet connection in their bid. 2 Access to the data should be accessible by citation number, vehicle license number, name, or VIN (Vehicle Identification Number) and provide A) All citation information, including the VIN B) Current status of the citation C) DMV inquiry date, hold, and release information and dates D) Delinquent notice information, registered owner, due date, mailing date, and make of vehicle as provided by DMV -E) Administrative review, hearing court appeals and disposition information August 2014 City of Anaheim 16 Item 8. - 57 xB -160- City of Anaheim Parking Citation Processing Services RFP# 8300 F) Payment information includes all dates and amounts, payment method, pay location G) Registered owner information, including the VIN number and any additional names if previously owned and cited H) Phone notes, including operator identification 1) Photos taken by.automated ticketwriters 3 The City will have the ability to enter remotely A) Voids with Reason Codes B) Dismissals with Reason Codes C) Letter data and ability to add custom notes or edit, D) Extensions with Extension Date E) Promissory Notes with Extensions Dates F) Review and Hearing updates, including notes or comments G) Review and Hearing Dispositions, including notes or comments H) Citation Data Corrections 1) Phone notes (to be shared with the City and Contractor) J) License Plate Corrections K) Violation changes Q. Manually Written Citations 1 Provide processing for approximately 25,000 handwritten citations for the first two years City must provide manual citations 2 Enter manually written citation information into the parking citation management system within 2 business days after which processing must be identical to that of automated citations 3 Provide the City with the ability to produce a citation simulation of manually written citations from a local computer R. Citation Copies 1 Store handwritten citation copies by the Contractor for 1 year after date of issuance, after which copies must be returned to the City 2 Make copies of the citation data available on-line and capable of being produced at each department location S. Violator Inquiry 1 Respond to all inquires and initial complaints regarding the status or disposition of citations, vehicle registration, etc 2 Provide a toll-free phone number for in- and out-of-state citation inquires 3 Provide Interactive Real-time Voice Response for all inquiries Provide the details of how the system functions and provide details on instructions provided to the August 2014 City of Anaheim 17 HB -161- Item 8. - 5 8 City of Anaheim Parking Citation Processing Services RFP# 8300 caller, such as payment instructions, contesting and other information that is unique to the City 4 Provide operator assistance from 8 00 am to 5 00 pm Monday through Friday PST, except City holidays 5 Provide current information regarding the status of citations within 1 working day of issuance for automated citations, 2 working days of issuance for manually written citations, 2 working days of payment for all citations, and 3 working days of DMV holds for all citations 6 Refer unresolved complaints by immediately documenting the problem in phone notes and providing the name and telephone number of the designated departmental representative 7 The City must have the ability to log onto the Contractor's server and see/read the City's data This inquiry must be real time data The ability to log-on will be performed using the Internet accessible through a web browser for inquiry and allow for multiple City users The City will have the ability to read the entire City's data, not only a single department 8 The inquiry capability must include search by license plate, citation number, registered owner and VIN Available data must include history of citation listing, date of occurrence order, details of Administrative Reviews and hearings (including date and time of occurrence), review of hearing officer, reason for disposition, fees paid or fee waiver accepted and reactivation date (if applicable) 9 Payment detail must be available This function will provide the following payment date, applied date (month data was applied for reporting), where payment was made (agency, WEB, or DMV), amount paid, partial payment amount and date, notes capability, returned check date and amount and reason of returned check Payments received via City location and picked up by vendor's courier service should be reflected in system's database as paid within two business days of City's date of receipt 10 A notice function must be provided This function must provide the City with the ability to view the information created for the delinquent notice and reproduce the notice if necessary 11 A correspondence function must be provided This function will provide the City with the ability to inquire as to any phone notes maintained to the citation 12 Registered owner information function must enable the City to view the registered owner provided by the DMV and if there have been changes to the registered owner to determine who or why the change was made For example, the name changed from a rental car agency or the City changed the address 13 The extension date function will allow the City to inquire if any extensions were granted for due dates 14 Contractor customer service staff should be able to provide violator call the following information payment information, contesting instructions, location for walk-in payment, returned check information, FTB information, refund information and extension dates August 2014 City of Anaheim 18 Item 8. - 59 HB -l 62- City of Anaheim Parking Citation Processing Services RFP# 8300 T. Corrections to Citations 1 Make corrections as necessary to citations and continue processing the citation This would include getting the new registered owner information and generating another delinquent notice Parking system must allow City and/or contracted parking appointed staff to review, change, and provide final approval for citations originally issued with errors or DMV mismatch(s) per CVC 40202 This process is completed by reviewing original image taken at citation issuance by the parking enforcement agency On demand reports must be available for review of theses modified citations and registered owner must be notified of the corrected citation via USPS mail within 2 business days U. Notification 1 Notify the City's designated representative(s) by telephone, email, or in person of any processing or procedural problems that may occur 2 Provide immediate notification (within 15 minutes of occurrence) to City representative regarding any system or service interruptions and the estimated time to reinstate full service and system functionality V. Processing Information 1 Provide details on methods used to process citations, which include, but may not be limited to, citation collection, data entry, data validation, registered owner inquiry, notice of delinquent parking violation generation, DMV notification, citation disposition and customer support (CONTINUED ON NEXT PAGE) August 2014 City of Anaheim 19 xB -163- Item 8. - 60 City of Anaheim Parking Citation Processing Services RFP# 8300 1 03 System and Software Requirements A. System Security and Back-Up Requirements 1 Maintain parking citation management system database and physical system security in such a way as to provide complete confidentiality and protection from unwanted access 2 Make multiple back up files throughout the day Contractor must state the efforts taken to protect the data in the event a recovery process is required At least 1 back-up disk must be stored remotely at an "off-site" location to ensure protection of the City's vested interest 3 Provide and deliver weekly to the City 1 back-up copy of the City's Parking Citation Management System database on CD-ROM in ASCII format The City at its discretion may allow the Contractor to transmit the information via FTP, on a weekly basis to the City The Contractor must also provide the file format of the database 4 Deliver back-up disks to City of Anaheim, Public Works Operations Division, 400 E Vermont Street, Anaheim, CA 92805 5 Define the web security used for access, reports and Credit Card processing B. System Conversion 1 Ensure that the system conversion consists of all data currently in process for the citation processing, including but not limited to A) Open Citations B) Closed Citations— Minimum of 24 months history 2 Note data will be provided in an ASCII format and will include a record format 3 Identify the system that will be utilized for the parking citation management system, including hardware and software specifications 4 Provide detailed conversion time-lines, including the minimum, maximum and most likely conversion scenarios Ensure that all time-lines meet or better the Implementation deadline 5 Implement parking citation management system completely by January 1, 2015 1.04 Hardware Requirements A. Automated Ticket Writers 1 Provide handheld citation writing equipment and software necessary to produce the citations, synchronization should be performed wirelessly to the contractor server 2 Handheld ticket-writing units must be programmable and must be able to produce citations that meet the format requested by the City 3 The same handheld software should operate on the City's laptops, and that unlimited software licenses be provided for additional laptops Each City department requires its own customization for the handheld units, i e routes, violations, comments, printing formats, etc August 2014 City of Anaheim 20 Item 8. - 61 xB -164- City of Anaheim Parking Citation Processing Services RFP# 8300 4 Hardware, including, handheld computers, spares and supplies A) Public Works Operations Division 18 units (13 units + 5 spares) 13 units must be operable at all times B) Community Preservation Division 4 units (3 units + 1 spares) 2 units must be operable at all times Software to run on laptops (unlimited licenses)with portable printers (currently provided by City or vendor to provide suggested compatible printer for City approval) C) Police Department 10 units (8 units + 2 spares) 8 units must be operable at all times Software to run on laptops (unlimited licenses) with portable printers (currently provided by City or vendor to provide suggested compatible printer for City approval) 5 Equipment to support the upload/download processing and battery recharging 6 Any additional hardware required for operation of the handheld system 7 Application software, including A) Parking citation software that operates on the handhelds ticket devices B) Parking citation software must operate on City-provided laptops and with City-provided portable printers C) Any application software needed for the upload and download process 8 Supplies for the handhelds, supplied by the vendor A) Paper—Current citations are 3" wide by 7" long Alternate paper sizes will be considered The paper must be water resistant and compatible for use in applicable printers Payment address must be printed on back of ticket so as to be used in window envelope B) Envelopes — Contractor must be required to provide payment envelopes to be supplied to the violator with the citation One envelope for each citation written The envelopes should be bright color, water resistant, and specified by City in order for the citation to stand out on the violator's windshield 9 Software for handhelds and desktops should include a "Software License" to allow for future expansions to all departments within the City at no additional cost for the software 10 Technical and user documentation or instructions 11 Installation of the software and application-specific hardware at the City Contractor must program handheld units in a manner acceptable to the City Programming must include, but may not be limited to violation codes and fines, street names, vehicle makes, models and colors, officer information, route information and remarks 12 All lists must be up-loaded from Contractor's database, other tables may include violation codes and fines, street names, vehicle makes, models and colors, officer, route information and remarks 13 Systems should integrate with the citation processing software August 2014 City of Anaheim 21 HB -165- Item 8. - 62 City of Anaheim Parking Citation Processing Services RFP# 8300 14 Technical and end-user training, Contractor must provide adequate training for all hardware and software and reference manuals for all hardware and software 15 Support for system, transfer process integration and acceptance testing 16 Technical Support and trouble-shooting must be addressed within 24 hours from being reported 17 Follow-up maintenance and user support for the handhelds and associated hardware and software 18 Maintenance and repair of all equipment Repair or replace that is not functioning properly with equipment that is pre-programed and fully operational within one business day of notification 19 Provide an outline of provisions for system failure in the bid proposal 20 Handheld ticket writing units and printers must be installed and ready for operation within thirty (30) days of the contract award date The established system conversion process should not hold up equipment and installation B. Hand Held Citation Writing Units 1 Hardware Provide equipment/software that must meet or better the following specifications A) Mobile Device Unit 1) Hardware must run on Microsoft Windows Pocket PC or Mobile 5 or better 2) Memory 128 MB minimum - The memory should be sufficient for programs, files, and hot car list citations as well as all contact information, documents sound recordings and photographs 3) 3 5" Color Screen minimum 4) Color Camera Photographs -The handheld unit should be able to capture color photographs and attach the photo to the appropriate citation Three or more images per citation 5) Communication Wi-Fi & Bluetooth 6) Hardware should be light-weight 7) Removable Battery— maximum 3 hr recharge time 8) Battery should last a full shift (approx 8 hrs) 9) Secure Digital Slot w/SDIO Support 10) Bluetooth & 802 11 b W-Fi or better Onboard 11) Digital Camera - High Resolution Color Photos 12) GPS 13) Windows Mobile Operating System 14) Microphone & Speakers 15) Voice recording 16) Real time clock August 2014 City of Anaheim 22 Item-8. - 63 xB -166- City of Anaheim Parking Citation Processing Services RFP# 8300 17) Audible Alarm -An alarm that will warn the user of a low battery with sufficient time to remedy the problem 18) Car chargers should be included B) Printer Specification 1) Printing Method Direct thermal 2) Printing Speed 2 8 ips or better 3) Bar Codes 3 of 9 4) Wireless Options Bluetooth 5) Battery Rechargeable 6) Batter should last a full shift (approx 8 hours) 7) Recharging maximum 3 hours 8) Car chargers should be included 9) Printer belts or holsters should be included 2 Software A) Operating System Platform 1) Handheld software should be able to operate on a Windows Mobile 5 0/Pocket PC or better 2) Same handheld software should be able to operate on a Windows 7 Professional or higher Issuing/printing of citations and transfer of data should occur directly from laptops 3) Provide desktop software to search/lookup handheld citations issued, display and zoom photos, playback voice recording, print and email photos and voice recording along with relevant citation details 4) Software must allow of printing a ticket copy simulating the original ticket B) Ticket Input & Navigation 1) All ticket data must be visible and able to be entered on a single form 2) All data can be reviewed and edited prior to printing 3) Must be able to enter data in any field and in any order by user 4) Must be able to enter multiple violations (printing multiple citations, up to 3) 5) Must be able to enter multiple comments including a printed and private comments 6) The units must have drop down lists wherever applicable, with complete City control of these lists 7) Order of lists may be specified by City August 2014 City of Anaheim 23 HB -167_ Item 8. - 64 City of Anaheim Parking Citation Processing Services RFP# 8300 8) Use Drop-down list for Makes, Colors, Body, Violations, Comments and Locations 9) Support pre-defined comment codes and free-form comments 10) Must be able to edit comments and add new comments 11) Must be able to add new locations as required 12) Display Drop-down list sorted by most commonly used entries 13) Must be able to search items in the drop-down list 14) Must be able to select prefix, direction, suffix, block when entering the location 15) Must be able to issue a warning citation 16) Must be able to make a citation a drive-away 17) Must be able to preview and take color photo at any time while issuing a citation Before starting the ticket, during and after 18) Must be able to preview, retake and remove color photos 19) Photos should be able to be automatically assigned to the citation 20) Must be able to record a voice message that will be attached to the Citation by user Should be able to play-back and re-record the message C) Alerts, Lookups and Recalls 1) Software should alert user if a plate (a) Has been previously cited and recall all pertinent vehicle and location information (b) If the plate is in the Scofflaw list (c) If the plate has received prior warning (d) If the plate is in the VIP/Special Plate (Hotlist) (e) If the plate has an associated Placard and display the placard information (f) if the plate has an associated Permit and display the permit information D) Validation 1) Software must validate that all required citation information has been entered 2) Must be alerted when required data is missing by user 3) Software must validate plate and VIN formats to ensure compliance E) Data Synchronization 1) Data exchange between device and server must be via wireless network August 2014 City of Anaheim 24 Item 8. - 65 HB -168- City of Anaheim Parking Citation Processing Services RFP# 8300 2) Data exchange between Laptop and server must be via wireless or wired network 3) System must not require a dedicated PC or Server to transfer data 4) Handheld device must have a USB or serial connection to transfer data 5) Each device must be able to independently communicate with server via wireless network 6) Each laptop must be able to independently communicate with the server via wireless or wired network 7) System must allow scheduled auto-synchronization F) Customization 1) Software must allow each field to be set as required or optional 2) Software must allow each feature to be enabled or disabled for users and administrators 3) Software must allow the filtering of Locations, Comments and Violations based on the route selected by the user 4) Software must allow unique customization for each department G) Printing 1) Software must allow customized print format City may require customized text to be printed on the ticket (content subject to City approval) 2) Software must support printing via Bluetooth to printer and to O'Neil MF4T printers attached to Laptops 3) Quick-Print/reprint of previous citations 4) Barcode Printing on Citation Control position and size of barcode (3 of 9) H) Security 1) Software must require logon process prior to issuing citations 2) Software must have a login for each user 3) Software must allow the Dismissal feature to be enabled or disabled 4) Software must allow multiple dismissal options (a) Dismiss the last citation only— require a reason for dismissal (b) Dismiss any citation — require a reason for dismissal (c) Disable dismissing of citations 5) Device Security Controls Restrict access to Operating System and other device software August 2014 City of Anaheim 25 HB -169- Item 8. - 66 City of Anaheim Parking Citation Processing Services RFP# 8300 1) Software Maintenance 1) Remote software Deployment and updates with minimum or no customer intervention 2) System must allow for a fast restore/recovery of installed OS and Software 3) Date and Time on each device must be set by the server 4) Device should adjust for Daylight Saving Time Change must be done automatically on each unit 3 Automated Citation Paper/Printing/Envelopes A) Handheld ticket writing units must be programmable and able to produce citations that meet the following format and layout requirements B) Handheld units must generate citations on partially pre-preprinted, forms C) The City reserves the right to designate and approve the content and format of the information that must be pre-printed on all citations City reserves the right to designate and approve content and format of information that must be imprinted by automated citation issuing units D) The City remittance address must be pre-printed on the back of each citation, and must include city, state and ZIP plus four code, in a format that can be recognized by the U S Post Office E) Provide remittance envelopes with each automated citation that must accommodate an unfolded citation and personal check City reserves right to approve style and color of envelopes F) Provide only citation materials that do not smear during cashier validation process 4 Maintenance A) Replace at Contractor's sole expense any failed equipment within one business during the term of the contract Note that City will reimburse Contractor for costs to repair or replace equipment that has been damaged by City due to accident, or incident, or neglect, or has been lost or stolen B) All software must be upgraded for the term of the contract at no charge to the City as the software is enhanced Custom software will not be included as part of this no charge upgrade (CONTINUED ON NEXT PAGE) August 2014 City of Anaheim 26 Item 8. - 67 HB -1 70- City of Anaheim Parking Citation Processing Services RFP# 8300 Exhibit B: Compensation 1.00 Quantities & Term A. Quantities 1 City makes no commitment of any specific quantities during the term of the agreement, actual quantities will vary 2 Quantities shown in the Price Sheet Line Items are annual estimates, hypothetical, and used to evaluate bid results, actual quantities will vary significantly based on actual usage B. Term 1 The term of the agreement will be for a one-year base period with up to six one- year optional renewals 2 Price changes after the base period must be negotiated, but must not exceed the most recent available month for the Los Angeles-Riverside-Orange County, CA Consumer Price Index (CPI) for All Urban Consumers for non-labor, and Urban Wage Earners and Clerical Workers for labor 1.01 Compensation 1 Payment Structure: City will compensate Contractor for each citation processed, based upon services provided and proposals submitted for each of the services provided 2 Processing Assessments — Billable Services: City reserves the right to assess the Contractor one-hundred percent (100%) of the processing fee for each citation that is not processed within the required timelines 3 Processing Assessments — Non-Billable Services: City reserves the right to assess the Contractor, based upon the number of complaints per calendar month received by City, which are determined to be legitimate by City's departmental representatives or the number of handheld unit failures as outlined herein 4 Out-of-State Citations: Contractor must be responsible for all fees payable to other states that must enable the processing of out-of-state citations City will compensate Contractor for the collection of out-of-state citations collected 30 days or more after date of issuance 5 Billing: Invoice each department separately for the processing of parking citations on a monthly basis 6 Other Costs: Contractor is responsible to list all costs for this project within the services listed on Exhibit B If there are other costs, they must be listed as a separate item (CONTINUED ON NEXT PAGE) August 2014 City of Anaheim 27 HB -171- Item- 8. - 68 City of Anaheim Parking Citation Processing Services RFP# 8300 1.02 Bid Results Price Sheet The award bidder's Price Sheet, as accepted by the City, will be incorporated as part of Exhibit B Turbo Data Systems, Inc. (Bidder's Company Name) LN CITY UNIT • COSTS 1 1 LOT INTERNET FEE(One-Time,Set-Up Charge) $0 00 $0.00 2 1 LOT DATA CONVERSION(One-Time,Set-Up Charge) $0.00 $0.00 3 24 EA SOFTWARE LICENSES FOR LAPTOPS $100.00 $2400.00 4 1 LOT Other costs $ $ A 1 LOT ADD ABOVE LINES for One-time Costs $ LN QTY UNIT ONGOING COSTS 5 12 MO HANDHELD CITATION WRITING UNITS(22 units) $600 00 $ 6 12 MO HANDHELD CITATION PRINTING UNITS(22 units) $780 00 $ 7 80,000 EA CITATION ISSUED AUTOMATED $ 0.28 $22400 8 25,000 EA CITATION ISSUED-MANUAL(HANDWRITTEN) $0.40 $10000 9 105,000 EA PAYMENT PROCESSING-PARKING CITATION $0.05 $5250 10 65,000 EA DELINQUENT NOTICE MAILED regular $0.68 $44200 11 33,000 EA DELINQUENT NOTICE MAILED final $0.68 $22440 12 21,000 EA DMV HOLDS $0.00 $0.00 13 24,000 EA DMV RELEASES $0.00 $0.00 14 OUT-OF-STATE PROCESSING FEES'enter the%amount $60,000 $14400 ofo in the QTY,mu/tiplyitby the set UNIT PRICE(est annual amount for 1000 citations)and enter the tota/anticipated fee in the EXT PRICE 15 ONLINE PAYMENT PROCESSING FEES (over standard $715,000 $8580 1_2 % card interchange rates) enter the%amount in the QTY, multiply itby the set UNIT PRICE(est annual revenue for 15,000 citations)and enter the total anticipated fee in the EXT PRICE 16 10,000 EA FTB Processing and Collections $ $ 17 25,000 EA Citations Printed Handwritten $ $ 18 2,000 RL Citations Electronic rolls $ $ 19 80 HR Labor Customization for Printed Material changes $0.00 $0 00 20 100 HR Labor Customization for Website changes $0.00 $0.00 21 Other costs required costs (list on separate sheet) $ $ B 1 LOT ADD ABOVE LINES for Ongoing Costs $ C 1 LOT TOTAL PROPOSED COSTS(ADD ABOVE LINES A&B) $ List any recommended optional services or items on separate sheets August 2014 City of Anaheim 28 Item 8. - 69 xB -172- City of Anaheim Parking Citation Processing Services RFP# 8300 Exhibit C: Required Submittals Response Template Turbo Data Systems, Inc. (Bidder's Company Name) Instructions: Prospective proposers must provide the information requested below and include it in their proposal under Section 3 Response Template The City has provided the form as a separate Word document for bidder's use Provide your responses under each of the numbered points Do not omit or renumber Refer to attached documents sparingly and only as necessary, and ensure that any documents referred to are numbered according to the outline below A. General Company Information Please provide the following information about your company 1 Full legal name and physical address of your headquarters Turbo Data Systems, Inc., 18302 Irvine Blvd. Suite 200, Tustin CA 92780 2 Number of years in business under your current company name 29 years 3 Prior company names (if any) and numbers of years the prior companies were in business N/A 4 Structure of your organization (i a Corp , LLC, sole proprietorship, etc ), and the names of the principal owner(s) California S-Corporation; Roberta J. Rosen-President/CEO 5 The complete scope of services offered by your company Citation processing; Automated Handhelds; DMV, FTB and Collection Services; Notice mailings; Call center; Adjudication Services 6 Annual company revenues for the last three fiscal years 7 Total number of full-time and part-time employees 36 FT; 0 PT 8 Names and titles of key management personnel Roberta J. Rosen-President/CEO Elie M. Sleiman-Vice President/CIO Doug R. Amos-Client Services Manager Sergio Martinez-Customer Service Manager August 2014 City of Anaheim 29 HB -1 73- Item 8. - 70 City of Anaheim Parking Citation Processing Services RFP# 8300 9 Tax ID number 33-0105525 10 Names of any subcontractor's you propose to use for our contract Provide only the names here, fill in the details on the City-Provided Subcontractors List Infosend B. Product Information 1 Provide the product name and version number of the software applications you are proposing to provide to the City If there is more than one product in the suite of applications you are offering, please list all that make up the complete package necessary to fulfill our requirements 2 How long has this software product(s) been sold commercially? Please indicate the date of first release, and the date the most current version was released and first implemented by your clients 3 Does your proposed system meet each of the functional system requirements and product qualifications outlined on Exhibit A? Please acknowledge conformance, and/or list any requirements or qualifications that your system does not currently meet 4 Indicate the name of your clients currently using the proposed system and the length of time they have been using it (Note In this section, only the agency name and length of use need to be listed The complete name and contact information for at least 3 agencies must be listed on the enclosed Client Reference form ) Product Name Version # Release Date Client Agency Install Date 5 List any additional, third party software/licenses that the City will need to have in order to operate your system(s) 6 List any hardware the City will need to provide in order to operate your system(s ) August 2014 City of Anaheim 30 Item 8. - 71 HB -174- City of Anaheim Parking Citation Processing Services RFP# 8300 7 What is your delivery time to provide and implement the system after receipt of a contract? 30 days 8 Describe the method by which your system creates files for exporting Citations 9 Describe how your systems will interface with the License Plate Recognition Software (LPR) 10 List any/all agencies in which your product is currently interfacing with LPR 11 Describe your product's capabilities and functionality regarding advanced analytics, queries and reports 12 Provide examples and samples of the types of queries, reports, citations and forms used by your clients of similar size and requirements to those of the City of Anaheim (Samples should be scanned and uploaded with your proposal where indicated in the vendor portal system ) 13 Do you have a successfully deployed Parking Citation system? Yes 14 Does your system meet all State and Federal legal requirements? Yes C. Professional Services and Technical Support and Maintenance Please describe 1 How you will deliver user training to the City's employees 2 What type of product documentation will be provided— online, CD, etc 3 How you provide ongoing maintenance and support, A) What days and hours is your help line staffed? Mon-Fri 8am-5pm, excluding holidays B) Where is staff located (i a North America or off-shore, what time zone, etc)? Tustin, CA 4 What is your guaranteed response time for technical assistance? Remotely Under 30 minutes Onsite (if/when requested) 24 hour August 2014 City of Anaheim 31 HB -175- Item 8. - 72 City of Anaheim Parking Citation Processing Services RFP# 8300 5 How will updates to software versions be deployed? Remotely 6 Is your company an authorized distributor for the requested hardware? Yes 7 How will warranty be provided for hardware products purchased from you? 8 What is the length of warranty? 5 years 9 What types of ongoing service and maintenance contracts are available from your company? Please describe the various levels and costs of each program offered (Samples of your maintenance contracts should be uploaded in the vendor portal where indicated ) Submitted by: Company Name T nrbn Data Svc ms Inc Contact Name Rnhp-rta 1 oncPn Title PrP-gadP- t1CF0 Signature Email a dinninatitrhnr ata rnm Phone 171 A1571_5757 Date August 2014 City of Anaheim 32 Item 8. - 73 xB -176- City of Anaheim Parking Citation Processing Services RFP# 8300 Non-Collusion Affidavit Note To be executed by Proposer and submitted with proposal State of California (the State of the place of business) County of Orange (the County of the place of business) `Roberta J. Rosen being first duly swom, deposes and (name of the person signing this form) says that he/she is President/CEO of (title of the person signing this form) Turbo Data Systems, Inc. the party making the foregoing bid (name of bidding company) that such bid is not made in the interest of or on the behalf of any undisclosed person, partnership, company, association, organization or corporation, that such bid is genuine and not collusive or sham, that said bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone must refrain from bidding, that said bidder has not in any manner directly or indirectly sought by agreement, communication, or conference with anyone to fix the bid price of said bidder or of any other bidder or to fix any overhead profit, or cost element of such bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract, that all statements contained in such bid are true, and further, that said bidder has not directly or indirectly submitted his bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid and will not pay any fee in connection therewith, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, or to any other individual except to any person or persons as have a partnership or other financial interest with said bidder in the general business By (signature) Printed Name Roberta J Rosen (name of the person signing this form) Title President/CEO (title of the person signing this form) Notary is not required for this proposal August 2014 City of Anaheim 33 xB -177- Item 8. - 74 City of Anaheim Parking Citation Processing Services RFP# 8300 Client References Turbo Data Systems, Inc. (Bidder's Company Name) 1 Client's Company Name Client Address Contact's Name Contact's Title Contact's Telephone & FAX Contact's Email Scope of Services / Products Provided Project Completion Date &Value 2 Client's Company Name Client Address Contact's Name Contact's Title Contact's Telephone & FAX Contact's Email Scope of Services/ Products Provided Project Completion Date &Value 3 Client's Company Name Client Address Contact's Name Contact's Title Contact's Telephone & FAX Contact's Email Scope of Services/ Products Provided Project Completion Date &Value Duplicate this form as necessary to complete list August 2014 City of Anaheim 34 Item 8. - 75 xB -178- City of Anaheim Parking Citation Processing Services RFP# 8300 Subcontractors List Turbo Data Systems, Inc. (Bidder's Company Name) List all proposed subcontractors for this work ❑ Check this box, if no subcontractors are to be used for any of the proposed work A Company Address City, ST, zip Contact Name Phone Number Fax Number Email Proposed type of work & est'd dollars B Company Address City, ST, zip Contact Name Phone Number Fax Number Email Proposed type of work & est'd dollars C Company Address City, ST, zip Contact Name Phone Number Fax Number Email Proposed type of work & est'd dollars D Company Address City, ST, zip Contact Name Phone Number Fax Number Email Proposed type of work & est'd dollars Duplicate this form as necessary to complete list August 2014 City of Anaheim 35 xB -179- Item 8. - 76 City of Anaheim Parking Citation Processing Services RFP# 8300 (SAMPLE) Bid Bond Premium Included KNOW ALL MEN BY THESE PRESENTS, that we, as Principal, and a corporation organized and existing under the laws of the State of and whose principal office is located in the City of as surety, are jointly and severally bound unto the CITY OF ANAHEIM of Orange County California in the sum of DOLLARS lawful money of the United States of America to be paid to the said CITY OF ANAHEIM, for which payment well and truly to be made, we bind ourselves, our heirs, successors, executors, administrators and assigns,jointly and severally, by these presents THE CONDITION OF THIS OBLIGATION is such that whereas the Principal has submitted the accompanying bid dated 20 or the CITY OF ANAHEIM Orange County NOW, THEREFORE, if the Principal must not withdraw said bid within ninety(90)days after the opening of same, and must within fifteen (15)days after the agreement has been presented to him for execution enter into a written contract with the City in accordance with the bid as accepted, and if the Principal must give the required bond with good and sufficient sureties, or sureties for the faithful performance and proper fulfillment of such contract and for the protection of laborers and material providers, or in the event of the withdrawal of said bid within the periods specified, or the failure to enter into said contract and give said bond within the time specified if the Principal must within sixty (60) days after request by the City, pay the City the difference between the amount specified in said bid and the amount for which the City may procure the required work and/or supplies if the latter amount be in excess of the former, then the above obligation must be void and of no effect, otherwise to remain in full force and virtue IN WITNESS WHEREOF the above-bounded parties have executed this instrument under their several seals this day of , 20 , the name and corporate seal of each corporate party being affixed hereto and these presents duly signed by its undersigned representative pursuant to authority of its governing body PRINCIPAL Two Witnesses (if individual) By Title ATTEST (if corporation) SURETY Title Corporate Seal By ATTEST Title Title August 2014 City of Anaheim 36 Item 8. - 77 HB -180 City of Anaheim Parking Citation Processing Services RFP# 8300 Corporate Seal (SAMPLE) Faithful Performance Bond Premium Included KNOW ALL MEN BY THESE PRESENTS That WHEREAS the City of Anaheim, a municipal corporation of Orange County, California, has awarded , License No hereinafter designated as 'Principal', a contract for Pool Repair Services: Pearson Park, and WHEREAS, said Principal is required under the terms of said contract to furnish a bond for the faithful performance of said contract NOW THEREFORE, we, as Principal, and as surety, are held and firmly bound unto the City of Anaheim, a municipal corporation, in the penal sum of ($ ) Dollars, lawful money of the United States of America, for payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors,jointly and severally firmly by these presents THE CONDITION OF THIS OBLIGATION is such that, if the hereby bounden Principal, his or its heirs, executors, administrators, successors and assigns, must in all things stand to and abide by and well and truly keep and perform all the undertakings, terms, covenants, conditions, and agreements in the said contract and any alteration thereof, made as therein provided, all within the time and manner therein designated and in all respects according to their true intent and meaning, then this obligation must become null and void, otherwise it must be and remain in full force and virtue FURTHER, the said surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or modification of the contract documents or this bond, or of the work to be performed thereunder must in any way affect its obligations on this bond and it does hereby waive notice of any such change, extension of time, alteration or modification of the contract documents or of work to be performed thereunder IN WITNESS WHEREOF three (3) identical counterparts of this instrument, each of which must for all purposes be deemed an original thereof, have been duly executed by the Principal and surety herein named, on the day of , 20 The name and corporate seal of each corporate party being affixed hereto and these presents duly signed by its undersigned representative pursuant to authority of its governing body PRINCIPAL By By SURETY By August 2014 City of Anaheim 37 xB -181- Item 8. - 78 City of Anaheim Parking Citation Processing Services RFP# 8300 Special Provisions All items below apply to this bid proposal Hold Harmless and Indemnification The successful bidder hereby agrees to indemnify, defend, and hold harmless the City (including its officials, officers, agents, employees, and representatives) from and against any and all clams of any kind or nature presented against the City arising out of vendor's (including vendor's employees, representatives, and subcontractors) performance under this agreement, excepting only such clams, costs or liability which may arse out of the sole negligence or willful misconduct of the City Insurance Provisions Unless otherwise stated in the RFP specifications, the following insurance requirements apply 1 Comprehensive General Liability Insurance (include products liability) $1,000,000 per occurrence 2 Auto Liability Insurance $1,000,000 per occurrence, combined single limit(CSL) 3 Workers' Compensation Insurance as required by State statutes 4 Employer's Liability Insurance $1,000,000 per accident, $1,000,000 policy limit for disease 5 All policies of insurance must provide for a minimum of thirty (30) days written notice of any change or cancellation of the policy 6 Insurance policies to be in a form ad written through companies acceptable to the City, and must include those endorsements which are necessary to extend coverage which is appropriate to the nature of the agreement Affirmative Acton In support of Affirmative Acton, the City of Anaheim requires all suppliers to comply with Title VII of the Civil Right Act of 1964, as amended, the Civil Rights Act of 1992, and all federal, state, and municipal laws and regulations pertaining thereto In addition, successful bidders must certify prior to award of contracts in excess of$50,000 that they have a written affirmative action plan in compliance with the above laws and regulations, and such plan may be reviewed by the City of Anaheim Said Certification may be made by signing below Certified to above-FIRM SIGNATURE PRINT NAME TITLE Exceptions If your company is taking exception to any of the specifications, terms or conditions (including insurance, indemnification and/or proposed contract language) stated in this Request for Proposal, please indicate below and describe details (check any that apply) No exceptions taken Exception taken to the scope of work or specifications Exception taken to indemnification and insurance requirements Exception to proposed contract language Other Please explain any of the checked items Note Taking exception to the C►ty's requirements without approval of the City prior to submission of your proposal may be cause for rejection of the proposal August 2014 City of Anaheim 38 Item 8. - 79 HB -182— City of Anaheim Parking Citation Processing Services RFP# 8300 General Terms & Conditions for Proposals ACCEPTANCE PERIOD Unless otherwise specified herein, proposals are firm for a period of ninety (90) days ADDENDA ACKNOWLEDGMENT Each proposal shall include specific acknowledgment of receipt of all addenda issued during the solicitation period Failure to so acknowledge may result in the proposal being rejected as not responsive In electronic proposals, such acknowledgement is done online, in paper proposals, there is a space on the signature page for such acknowledgement AFFIRMATIVE ACTION AND NON-DISCRIMINATION If the total price exceeds$50,000, the successful bidder must certify prior to award that they have a written affirmative action program and that they comply with all federal, state, and municipal laws and regulations pertaining to affirmative action and non- discrimination This certification may be made on the Special Provisions form provided ASSIGNMENT OF RIGHTS OR OBLIGATIONS Except as noted hereunder, the successful Proposer may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the City AUTHORIZED SIGNATURES Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work Upon request of the City of Anaheim, any agent submitting a proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent's authority to bind the Proposer AWARD OF PROPOSAL An evaluation committee will be established by the City The committee will evaluate all proposals received in accordance with the selection criteria The criteria are not listed in any order of preference Award will be made to the Proposer offering the most advantageous proposal after consideration of all selection criteria set forth herein The evaluation committee reserves the right to contact and evaluate the Proposer's and (if applicable) subcontractor's references, contact any Proposer to clarify any response, contact any current users of a Proposer's services, solicit information from any available source concerning any aspect of a proposal, and seek and review any other information deemed pertinent to the evaluation process The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City after all factors have been evaluated Oral interviews may, at the City's sole option, be conducted with responsible Proposers who submit proposals determined to be most likely to best meet the needs of the City Discussions may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals Unless otherwise indicated, revisions may be permitted after submissions and before award for obtaining best and final proposals In conducting discussions, the City will not disclose information derived from proposals submitted by competing Proposers A notification of intent to award may be sent to any Proposer selected Award is contingent upon the successful negotiation of final contract terms and the approval of the Anaheim City Council Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached If contract negotiations cannot be concluded successfully, the City may negotiate a contract with another Proposer or withdraw the RFP In the event the City Council does not approve the recommendation to award, the RFP may be cancelled without any cost or obligation of the City ADDITION/DELETION OF SERVICES The City of Anaheim reserves the right to add and/or delete services to be provided for in the contract Should a service requirement be deleted, payment to the Successful Proposer will be reduced proportionally, to the amount of service reduced in accordance with the bid price Should additional services be required from this contract, prices for such additions shall be in accordance with this Request for Proposal and Proposer's response thereto AWARD SELECTION PROCESS Selection of qualified Proposers will generally be based on the quality and completeness of submitted proposal, understanding of project objectives, project approach, product offering, experience and expertise, references, costs, and any other criteria identified in the specific RFP August 2014 City of Anaheim 39 Hs -1 s3- Item 8. - 80 City of Anaheim Parking Citation Processing Services RFP#8300 Additional questions may be asked of Proposers and interviews may be conducted Proposers will be notified of any additional required information or interviews after the written proposals have been evaluated Interviews will be held only with the most qualified respondents The recommended proposals and resulting Agreement may require approval by the City Council for award The Proposer selected will enter into a written contract with the City BUSINESS LICENSES Any person, including but not limited to, an individual, corporation, or sole proprietor who wishes to conduct any business within the City of Anaheim, must secure a business license City law states that no person shall engage in business or transact and carry on a business, trade, profession, calling or occupation without first having procured a license from the City to do so, or without complying with any and all applicable provisions of Title 3 of the City Ordinance relating to business license A City of Anaheim business license is not required for submitting a proposal, but must be obtained when awarded a contract, prior to commencing services or selling merchandise to the City CANCELLATION OF SOLICITATION The City may cancel this solicitation at any time, without obligation COMPLIANCE WITH LAWS The Contractor shall adhere to all applicable federal, state, and local laws, codes and ordinances, including, but not limited to, those promulgated by CAL-OSHA, FED-OSHA, EPA, the California State Department of Health Services, and City of Anaheim regulations Contractor shall conform to the Immigration Reform and Control Act of 1986, as amended, including, but not limited to, the verification of the employment eligibility of Contractor's employees working in the City, and the Workers Compensation laws of the State of California CONTRACT DOCUMENTS, EXAMINATION OF It is the responsibility of the Proposer to thoroughly examine and be familiar with legal and procedural documents, general conditions, all forms, specifications, scope of work, drawings, plans, and addenda (if any), hereinafter referred to as Contract Documents Proposer shall satisfy himself as to the nature, quantity, and quality of work to be performed and materials, labor, supervision, equipment and permits necessary to perform the work as specified by the Contract Documents The failure or neglect of the Proposer to examine the Contract Documents shall in noway relieve him from any obligations with respect to the solicitation or contract The submission of a proposal shall constitute an acknowledgment upon which the City of Anaheim may rely that the Proposer has thoroughly examined and is familiar with the contract documents No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document DEFINITION OF TERMS For the purposes of this RFP, the following definitions will be used Contractor-Same as Proposer, may be used interchangeably with"Supplier," "Bidder," or"Vendor" Evaluation Committee - A committee established by the City to review, evaluate, and score the proposals, and to recommend award to the Proposer that submitted the proposal determined by the committee to be in the best interest of the City May- Indicates something that is not mandatory but permissible Must/Shall - Indicates a mandatory requirement A proposal that fails to meet a mandatory requirement will be deemed non-responsive and may not be considered for award Proposer-The person or firm making the offer May be used interchangeably with the word "Bidder" Proposal - The offer presented by the Proposer RFP- Acronym for Request for Proposals Should - Indicates something that is recommended but not mandatory Failure to do what "should" be done will not result in rejection of your proposal Submission Deadline-The date and time on or before which all proposals must be submitted Successful Proposer-The person, contractor, or firm to whom the award is made DISQUALIFICATION OF PROPOSER If there is reason to believe that collusion exists among the Proposers, the City may refuse to consider proposals from participants in such collusion No person, firm, or corporation under the same or different name, shall make;file, or be interested in more than one proposal for the same work unless alternate proposals are called for Reasonable ground for believing that any August 2014 City of Anaheim 40 Item 8. - 81 xB -184- City of Anaheim Parking Citation Processing Services RFP# 8300 Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested A person, firm, or corporation who has submitted a sub- Proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-Proposal or quoting prices to other Proposers Proposers shall submit as part of their Proposal documents the completed Non-Collusion Affidavit provided herein DOCUMENTS TO BE RETURNED WITH PROPOSAL Failure to completely execute and submit the required documents before the Submission Deadline may render a proposal non-responsive The documents that must be returned by the Submission Deadline are indicated on the specific Request for Proposal Documents EXECUTION OF CONTRACT Time is of the essence for this contract The Successful Proposer will be expected to execute the contract, including but not limited to signing all necessary documents and submitting all required bonds and evidences of insurance, within ten (10) days after notification of award One copy of the contract will be returned to the Contractor after the City of Anaheim executes the contract In case of failure of the Contractor to execute and return the contract and all required documents within the time allowed, the City of Anaheim may, at its option, consider that the Proposer has abandoned the contract After the contract has been executed, including the insurance documents, certificates, and any applicable bonds, notice to proceed will be issued Unless otherwise specified, Proposer agrees to commence work within ten (10) working days after the date of the notice to proceed and fully complete the project within the time specified in the contract FIRM PRICE PERIOD Unless specified otherwise herein, Proposers' offer shall remain valid and firm for a period of not less than ninety(90)calendar days from the Submission Deadline HOLD HARMLESS AND INDEMNIFICATION The successful bidder herby agrees to indemnify, defend, and hold harmless the City (including its officials, officers, agents, employees, and representatives) from and against any and all claims of any kind or nature presented against the City arising out of vendor's (including vendor's employees, representatives, and subcontractors) performance under this agreement, excepting only such claims, costs or liability which may arise out of the sole negligence or willful misconduct of the City INDEPENDENT CONTRACTOR Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder Contractor further covenants that, in the performance of this contract, no subcontractor or person having such an interest shall be employed Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of City of Anaheim It is expressly agreed by Contractor that in the performance of the services required under this contract, Contractor, and any of its subcontractors or employees, shall at times be considered independent contractors and not agents of City of Anaheim INFORMED PROPOSER Proposers are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals Failure to do so will be at Proposers' own risk and they cannot secure relief on the plea of error INK OR TYPEWRITTEN For proposals submitted in hard copy (paper) format, all information, prices, notations, signatures, and corrections must be in ink or typewritten Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the proposal INSURANCE REQUIREMENTS Within ten (10) consecutive calendar days of award of contract, Successful Proposer must furnish the City with the Certificates of Insurance proving coverage as specified in the specifications and naming the City of Anaheim, its officers and agents, Additional Insured by endorsement Failure to furnish the required certificates within the time allowed may result breach of the contract Unless different requirements are called out elsewhere in the RFP, the City's general insurance requirements are 1 Comprehensive General Liability Insurance (include products liability coverage,_ when applicable), $1,000,000 per occurrence 2 Auto Liability Insurance $1,000,000 per occurrence, combined single limit(CSL) August 2014 City of Anaheim 41 HB -185- Item 8. - 82 City of Anaheim Parking Citation Processing Services RFP# 8300 3 Workers'Compensation Insurance as required by State statutes 4 City of Anaheim to be named as an Additional Insured on the above-captioned insurance coverages as respects the City's interests under this agreement This is to be complied with by presenting an appropriate insurance certificate to the City prior to commencement of work under this agreement, and by presenting to the City an endorsement to the policy signed by an officer of the insurance company within ten (10) days of the inception date of this agreement 5 All policies of insurance shall provide for a minimum of thirty (30) days written notice of any change or cancellation of the policy 6 Insurance policies are to be in a form and written through companies acceptable to the City, and shall include those endorsements which are necessary to extend coverage which is appropriate to the nature of the agreement INTERPRETATION OF CONTRACT DOCUMENTS, ADDENDA If any person is in doubt as to the true meaning of any part of the specifications or other contract documents, or finds discrepancies or omissions in the specifications, he may submit to the City of Anaheim a written request for an interpretation or correction Requests for interpretations shall be made in writing and delivered to the City of Anaheim by email, or facsimile to the person identified herein at least ten (10) days before the Submission Deadline, unless a different date is stated in the specific RFP The requesting party is responsible for prompt delivery of any requests When the City of Anaheim considers interpretations necessary, interpretations will be in the form of a written addendum to the contract documents, which will be e-mailed to all parties recorded by the City of Anaheim as having received contract documents, or posted on the City's website at http//www anaheim net/vendorportal for all Proposers to reference All such addenda shall become a part of the contract Oral and other interpretations or clarifications shall be without legal or contractual effect It is the responsibility of each Proposer to ensure the City of Anaheim has their correct business name, address, phone number, and e-mail on file Any prospective Proposer who obtained a set of contract documents from anyone other than the City of Anaheim is responsible for verifying the accuracy and completeness of the documents, and for registering as a Prospective Bidder with the City of Anaheim, in order to receive subsequent Addenda MINORITY OWNED BUSINESSES The City of Anaheim encourages minority-owned business firms to submit proposals Opportunity to identify your firm is contained within the Special Provisions forms NOMENCLATURES The terms Successful Proposer, Successful Contractor, Contractor, Supplier and/or Vendor may be used interchangeably in these specifications and documents and shall refer exclusively to the firm with whom the City enters into a contract because of this solicitation NONDISCLOSURE Until such time that the City Council awards the contract, the Proposer agrees that its proposal shall not be made available to any individual or organization without the prior written approval of the City of Anaheim The master copy of each proposal shall be retained for official files and will become public record after the award of a contract, unless the City of Anaheim determines, in its sole discretion, that the proposal or specific parts of the proposal are exempt from disclosure under California law NON-COLLUSION AFFIDAVIT Proposers are required to submit a Non-Collusion Affidavit with their Proposals See enclosed Affidavit OFFERS OF MORE THAN ONE PRICE Unless otherwise specified within these RFP documents, Proposers are not allowed to submit more than one proposal OPENING OF PROPOSALS The City of Anaheim reserves the right to postpone the Submission Deadline and opening of proposals any time before the date and time announced in the Request for Proposals or subsequentaddenda PRE-PROPOSAL CONFERENCE When applicable, a pre-proposal conference may be scheduled to allow Proposer's to view the jobsite and/or ask questions concerning the specifications or proposal content If a pre-proposal conference is to be held, the date, time, and location will be indicated on the RFP documents, and the conference will be designated to be either optional or mandatory Proposals will not be considered from suppliers who failed to attend a mandatory pre-proposal conference August 2014 City of Anaheim 42 Item 8. - 83 HB -1 86- City of Anaheim Parking Citation Processing Services RFP# 8300 PRICE DISCREPANCIES In the event that there are unit price items in a proposal schedule and the "amount" indicated for the extended price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the extended price amount will be corrected accordingly If there is more than one item in a proposal schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly The Proposer will be bound by said corrections PRICES All Proposals shall give the prices proposed, and all other information requested herein, and shall be signed by the Proposer's authorized representative Proposal prices shall include everything necessary for the completion and fulfillment of the contract in accordance with the contract documents, except as may be provided otherwise in the contract documents Any items shown on the plans or details or described in the specifications that are not specifically listed in the proposal item are to be considered included in the proposal item and no additional or special compensation will be allowed In the event that there is more than one proposal item in the proposal schedule, the Proposer shall fumish a price for all proposal items in the schedule, and failure to do so may render the proposal as non-responsive and may cause its rejection The total amount of the proposal will be the sum of the total prices of all items in the proposal schedule The total price of unit price items will be the product of the unit price and estimated quantity of the item In case of discrepancy between the unit price and total price of an item, the unit price shall prevail If the unit price is ambiguous, unintelligible, or uncertain for any cause, or is omitted, it shall be the amount obtained by dividing the amount set forth as the total price by the estimated quantity of the item PROPOSAL FORMS Proposals must be submitted on the forms supplied, or in the format requested, by the Purchasing Division If the proposal is submitted in paper format, one original and the requested number of copies must be submitted on or before the Submission Deadline Proposers shall submit one (1) original proposal marked "MASTER" and the requested number of identical copies, clearly marked "COPY" Envelopes containing the original and the copies should be marked in accordance with the directions found elsewhere in these instructions If discrepancies are found between the copies, or between the original and any copies, the original "MASTER" will provide the basis for resolving such discrepancies If one document is not clearly marked "MASTER", the City reserves the right to use the original as the Master if no document can be identified as an original, bearing original signatures, Proposer's proposal may be rejected at the discretion of the City PROPOSAL CONTENT Proposer must describe in detail how he will meet the requirements of this RFP, and may provide additional related information with his proposal The proposal must be presented in a format that corresponds to, and references, the sections outlined in the Specification or Scope of Work, and must be presented in the same order Responses to each section and subsection should be labeled to indicate which item is being addressed Proposals should be straightforward and concise and provide "layman" explanations of technical terms that are used Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found Proposals must include all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements (if applicable), and the Proposer's standard contract language PROPOSAL COSTS The City is not liable for any costs incurred by Proposers before entering into a formal contract Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City PROPOSAL DEADLINE Proposals may be submitted any time before the Submission Deadline Proposals that do not arrive by the Submission Deadline will be late and will not be considered Proposals delivered before the Submission Deadline but to the wrong City office will be considered non- responsive unless re-delivery is made to the office specified before the Submission Deadline It is the responsibility of Proposers to allow sufficient time for their proposals to be received by the Purchasing Office before the Submission Deadline The City will not be held responsible for paper proposals mishandled as a result of the envelope not being properly labeled and delivered, or for failure of a August 2014 City of Anaheim 43 xB -18 7- Item 8. - 84 City of Anaheim Parking Citation Processing Services RFP# 8300 Proposer to allow adequate time to fully upload their electronic submission before the Submission Deadline PROPOSAL MODIFICATIONS Any Proposer who wishes to make modifications to a proposal already received by the City of Anaheim must withdraw his proposal in order to make the modifications Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Withdrawal of Proposal) For proposals submitted in paper form, all modifications must be made in ink, properly initialed by Proposer's authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation It is the responsibility of the Proposer to ensure that modified or withdrawn proposals are resubmitted before the Submission Deadline PROPOSAL OPENING AND RESULTS A public opening will be held at the Submission Deadline Only the names of the Proposers submitting proposals will be announced at the public opening A list of the names of Proposers who submitted proposals may be obtained within a reasonable time after the public opening After an award is made, proposals received will become public record and made available upon request to the City Clerk PROPOSAL SUBMISSION Proposals submitted in paper form should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Proposer, RFP number, and Submission Deadline Proposer's authorized representative must properly initial any erasures or alterations of any kind Proposals that contain omissions or improper erasures or irregularities may be rejected No oral, fax, or telephone proposals or modifications will be considered PROPOSER IS SOLE POINT OF CONTACT The Successful Proposer will be the sole point of contact for any resulting contract The City will look solely to the Successful Proposer for the performance of all contractual obligations that may result from an award based on this RFP, and the awarded Proposer shall not be relieved for the non-performance of any or all subcontractors PROPOSER'S BACKGROUND Proposer must provide a company profile Information required is shown on the enclosed Request for Proposal If so requested, Proposer must include in his proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable Failure to comply with the terms of this provision will disqualify any proposal The City reserves the right to reject any proposal based upon the Proposer's prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures PROPOSER'S REFERENCES Proposers may be required to provide references from similar projects performed for any other clients Information required is shown on the enclosed Request for Proposal QUALIFICATION OF PROPOSERS Each Proposer shall be skilled and regularly engaged in the general class or type of work called for under the contract The Proposer's experience shall be set forth and submitted in the Proposal It is the intention of the City to award a contract to a Proposer who furnishes satisfactory evidence that the Proposer has the requisite experience, ability, sufficient capital, facilities, and resources to enable the Proposer to perform the work successfully and properly, and to complete it within the time specified in the contract To determine the qualifications of the Proposer, the City will weigh any evidence that the Proposer has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress In selecting the Successful Proposer, consideration will be given not only to the financial standing but also to the general competency of the Proposer for the performance of the work covered and/or specified in the contract documents QUESTIONS AND COMMENTS Questions and comments regarding this solicitation must be submitted in writing, either by email, mail or facsimile to the person named in the RFP documents, ten (10) days before the Submission Deadline, unless a different date is stated in the specific RFP The questioner's company name, street address, phone, email address, and contact person must be included with the questions or comments Answers, if any, made by the City will be in writing to all known RFP holders REJECTION OF PROPOSALS WAIVER OF INFORMALI_TfES The City reserves the right to reject any or all proposals, or any part of a proposal The City reserves the right to reject the proposal of any Proposer who previously failed to perform adequately for the City or any other client The City expressly reserves August 2014 City of Anaheim 44 Item 8. - 85 xB -188- City of Anaheim Parking Citation Processing Services RFP# 8300 the right to reject the proposal of any Proposer who is in default on the payment of taxes, licenses, or other monies due the City of Anaheim SIGNATURES An individual who is authorized to bind the Proposer must sign the proposal SPECIAL PROVISIONS ATTACHMENT The special provisions attachment contains requirements that are hereby incorporated into this request for proposal and will become binding contract documents Please enclose the signed special provisions form and any affidavits, bonds or other required documents with your proposal SPECIFICATIONS, DEFINITION The term "specification" as used in this solicitation shall be interpreted to mean all the pages that make up this solicitation, including but not limited to, the Request For Proposals, Instructions To Proposers, Terms and Conditions, Detailed Specifications or Scope of Work, Proposal form(s), Special Provisions, , Subcontractor's List, and Insurance Certificates SUBCONTRACTOR'S COMPETENCY In the event subcontractors are allowed, the Successful Proposer will be required to establish to the satisfaction of the City of Anaheim the competency, reliability and responsibility of the subcontractors proposed to furnish or perform 10 % or more of the work described in the contract documents Before the award of the contract, the City of Anaheim will notify the Proposer in writing if, after due investigation, the City of Anaheim has reasonable objection to any proposed subcontractor If the City of Anaheim has reasonable objection to any subcontractor the Proposer shall submit an acceptable substitute to the City Persons and entities proposed by the Proposer to be used as subcontractors, and to whom the City of Anaheim has made no reasonable objection, must be used on the work for which they were proposed and shall not be changed except with the written consent of the City of Anaheim SUBMISSION METHOD The City issues and receives most solicitations electronically through the Bid Management Vendor Portal However, in the event paper proposals are requested, such proposals must be submitted in sealed envelopes and should be properly identified with the Proposal number and the Submission Deadline Telephone, facsimile, or late Proposals will not be accepted or considered TAXES Successful Proposer shall pay all federal, state and taxes, levies, duties and assessments of every nature due in connection with any work under the contract and shall indemnify and hold harmless the City of Anaheim from any liability on account of any and all such taxes, levies, duties, assessments and deductions Proposal prices shall include allowance for said taxes TERMS OF THE OFFER The City reserves the right to negotiate final contract terms with any Proposer selected The contract between the parties will consist of the RFP together with any modifications thereto, the awarded Proposer's proposal, and all modifications and clarifications that are submitted at the request of the City during the evaluation and negotiation process In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence the final executed contract, the RFP, any modifications and clarifications to the awarded Proposer's proposal, and the awarded Proposer's proposal Specific exceptions to this general rule may be noted in the final executed contract Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal Proposer misrepresentation shall be treated as fraudulent concealment from the City of the facts relating to the proposal WITHDRAWAL OF PROPOSAL Proposers' authorized representative may withdraw Proposals only before the Proposal Submission Deadline After that time, Proposers may not withdraw their Proposals for a period of ninety (90) days from the date of opening, unless a different time limit is identified in the specifications of this solicitation At no time may the successful Proposer withdraw his Proposal --End of General Terms and Conditions— August 2014 City of Anaheim 45 HB 89- Item 8. - 86 City of Anaheim Parking Citation Processing Services RFP# 8300 EXHIBITS Exhibit 1: Notice of Parking Violation (Citation-handwritten) $PAdC[ ' +Y+�ffUWfAt<AU$Y .DL� ''w` P$31 S51 P 871tilplu[pC't �, -� 739tlttf7K.= � », ?IIf ` rvnma�ioaweacrnss�ft5, 3$1 sm�� mat w,ywy M4 RIIFItAYf9 ' $31 ' At 1alM11['M@iSMSTIf dL3 3 ��rfaq �u8rA�MdStlBO1T ` $31 iLfY4 �» k Nsusucrva $71 + , tti ¢ waur 1 fiLfm.Y� ae n Ip(igKtC3INNtlE 9$51 $1.�t�W ,tom arnwasc $61 sr wrr�r�31I ` tfxwusave.+ remK "slog` fs7o-asuC - lwoom®fA1G ,�� +eRatsewsm� "�`S?f'i=°" wku. ewsv��sre+v;ta��a$St frrs9�c 6 � ' aa;� S� tEvav€a � $46 v ^ srsu�s,ewsF z (" �� tlQ7H�fbu��armd9nt�afSlP�ttgor'atagKd�Coda � dr�fiks� d.YQu3Et9+e�soad�EcxaY�oePl �7 �PH50�LY DfN1�di1,CRU@1k,�1$�A �d.Rv�ffA9�S� fA9H�9i��,QTSEI�L�.SH" 6Y P 9 �i5Jl`ti(��Y�dfl Pe,'�dEnG� ta� �d;t�txi(ca'�x s�usoe nnhgxldl� tfet5l 7hFr�m��t � �-� t�clatmtrasF�ocnra�fd}n�rii� dattt , }~^L mqel«Oaa�rr��fibsW 4 rtd kem1hd Ail Y-s "L4 4 August 2014 City of Anaheim 46 Item 8. - 87 xB -190- City of Anaheim Parking Citation Processing Services RFP# 8300 Exhibit 2: Citation Envelope FfiOM .PLAC 4 M V c y STAMP a ao 5:' RM oi trwz ,»AtyU =CITY,OF ANAHEIM.qx � � � J� III_ a� � 7° a� COL EcTiO� DEP.ART ENT, � Npo aoz�e7oss �� E �� �a�a�lm cA$sssa3 else� ,��'rrr Ilhlil II II II� II Ilill ` a Ilrlrrx r rr r nnr a nnr r r ~ I cr rrr « ;0gp ? H tnt Exhibit 3: Notice of Parking Violation (Citation-electronic) ., � amp ti�9a OC! GiC11 %wo cop i 7C m O �T c+.s ��� r^— 'a Zii 4 +a?IN—..t7 EN L'd"3 m '�'" S C? to �r Xmc aedm o-- j"RJR ce macaw s..a w t,aa.xoc w>.In �� x.Wacao.. cc IMPORTANT NOTICE You have been d mrpd vift a vkdadon of the City otANAHEIM Murddpal Code amt/or Caftnga Vehicle Code regutaft the parkin of motorvehildw as indicated on the reverse aide of ttds c]taSionl. You must pay this flre or contact the depaitrnoot that Issued the tdtaWn IF YOU DO NOT RESPOND WITHIN 21 DAYS OF THE DATE OF THIS TICKET,OR 14 DAYS OF THE MAILING OF THE NOTICE OF OEUNQlUENT PARKING VIOLATION,YOU WILL PM BE ABLE TO CONTESTTHIS CITATION(CVCQ215je3. WARNG Failure to maMnd win muft In a delinquent penattx and a r onnh may be pteted on the vehicle by the Department of Motor Failure to respond to rnulhpho chatios may nsul bt imnmbHi"I bang tmved,kwu nded,or CITY OF ANAHEIM COLLECTIONS DIVISION Please include the citation number aW vehicle PO BOX 61039 license plate manbw on your check or money ANAMEIM CA 92803-6139 order,made payable to the City of Anshelm ENCLOSE CHECK OR MONEY ORDER FOR lirlr,rrl�ILdrIIrH1rtlrrtlrrxr.ilrrl[d11L1l1lr#lilr Ito 11IR AMOUNT OF FINE IN ENVELOPE WITH THIS CITAngL%.OO NOT MAIL CASH. m August 2014 City of Anaheim 47 xB -191- Item 8. - 88 ATTACH UL INMIENT #3 City ofAnaheim Proposal for Parking Citation Processing services RFP # 8300 Submitted to: City of Anaheim Attn: Neil Groom Purchasing 200 S. Anaheim Blvd., Suite 620 Anaheim, CA 92805 Submitted on: October 9, 2014 Submitted by. r I V 1 u� N ♦t,.'__ tee rra,-s �tr �1953 .t'ti� 3, arasticex„t NlSTR�' 'w;rhv n✓z n Certified Small Business CONFIDENTIAL INFORMATION DISCLAIMER This proposal contains certain confidential and valuable information in the form of ideas, know-how, concepts, processes, plans and trade secrets that belong to Turbo Data Systems, Inc In accordance with the California Public Records Act,this confidential information shall not be disclosed outside the agency and shall not be duplicated, used, or disclosed in whole or in part for any purpose except in the procurement process Confidential information contained in this document is noted on each applicable page or image Serious and irreparable competitive disadvantage in future procurements could result from the release of any confidential information contained in this proposal Please notify us immediately, in writing, if there is a request for disclosure of any confidential information,so that we will have an opportunity to participate in any disclosure discussions Item 8. - 89 xB -192- AIN tv n owl-%o-%r--% A -7—A 7D3"' %Wes Awor%wo L--.Pl I I / October 9, 2014 S Y S T E M S Mr. Neil Groom Purchasing City of Anaheim 200 S. Anaheim Blvd, Suite 620 Anaheim, CA 92805 Re: RFP #8300 Parking Citation Processing Services Turbo Data Systems, Inc. (TDS) is pleased to present our comprehensive parking citation processing solution to the City of Anaheim. TDS provided services to the City from 2006 to 2010. As the prior incumbent vendor, we successfully performed our dunes with a high level of service. Some of the services we provided were new to Anaheim at the time: • Online payments - using the City's new web look with processing through the City's merchant provider, Elavon. • Online appeals - each appeal directed to the specific issuing department for online review. • Custom reporting and analytics - used in monthly meetings between City, TDS and a contracted third party to review and improve performance activities as well as monitor and ensure contract compliance. Turbo Data Systems, Inc. ;a . TDS has since continued to improve our service offerings to better benefit our 5 g' _ : ,xP customers. We have introduced ticketPRO Magic, the most advanced and 18302 Irvine Blvd proven automated citation issuance system in the industry. Benefits include: SulS��r to 2f3C� „ California • Real-time information sharing among all officers or departments including 92780 3464 Ticket History, Prior Warnings and Habitual Offender. T 714 573 5757 • Real-time marking/chalking alerts and data exchange between users. 714 573 010; • Real-time data transfer allows the City and our Call Center immediate access to citation information to handle payments and respond to callers. 210 N 4tn Street • Quick-Pay allows Violator's to pay their tickets using their smartphone. Suite 150 Real-time interface data exchange with other services, such as LPR San Jose,California 95112.5569 systems, Pay-by-Phone, electronic meters and pay-by-space vendor T 408 971 1238 systems. r 40 918 0973 • GEO tagging tickets provides location data for report mapping illustrations and visual analysis. turbodata • Mobile-support allows us to provide rapid response to issues in the field to minimize down-time and provide assistance/training when needed, • Dispatch System gives desktop access to real-time location monitoring of mobile units with two-,gay and group communication capability. Always know the whereabouts of your enforcement team for safety and compliance. HB -193- Item 8. - 90 Page 2 October 9, 2014 Mr. Neil Groom Re. RFP #8300 Parking Citation Processing Services No other mobile ticketwriter can provide as many features and capabilities for your enforcement operation. The system has a proven 100% reliability rating while in use by over 25 municipalities and colleges across California, from Calexico to Chico. Our highly-tuned collection process, to , will generate more consistent revenue at a lower cost than our competitors. This proposal contains our solutions for delinquent account management. Services include collection notices, credit reporting, and the FTB Intercept Program. Anaheim is a convention and visitor City, and our affiliation with NLETS has accelerated out of state revenues by over 100% in many cases. We are very confident about our collection program results and would welcome the opportunity to work with the City to realize these benefits in the coming contract years. System integration has become very common in our industry. TDS can interface with the various systems used by the City such as iNovah payment collection and the Vigilant LPR system. Interfacing with iNovah will simplify and guarantee a speedy and accurate exchange of data between systems. TDS will team up with the respective vendors to develop the necessary interface based on their system features and capabilities. Our most important contribution to the City may be our highly-regarded customer service. TDS is committed to rapid and accurate responses to the public and City staff. We consider ourselves an extension of the City and will courteously and professionally represent the City of Anaheim. Incorporated in 1985, Turbo Data Systems is a woman-owned California small business. We have two offices that exclusively process for California agencies. Our average length of service among our employees is over 11 years. Our core staff averages 20 years of service. Our staff is stable and reliable. TDS encourages Anaheim to contact our references about our services and revenue generation for their agencies. In this proposal we have made our best effort to be competitive while providing the consistently high level of service that we are known for. TDS is proposing a solution that meets all of the City of Anaheim`s current requirements for parking citation processing, as well as prepares them with hardware and technology solutions that support future needs. All prices quoted in this proposal are valid for 90 days from the date submitted. I can be reached directly at (714) 368-4808 or roberta@@turbodata.com. Sincerely, Roberta 1. Rosen President -item 8. - 91 HB -194- The following data, furnished in connection with this solicitation, shall not be disclosed except to those who are directly involved with the evaluation within the Agency and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the proposal; provided that if a contract is awarded to this offer or as a result of, or in connection with, the submission of this data,the Agency shall have the right to duplicate, use or disclose the data to the extent provided in the contract. This restriction does not limit the Agency's right to use information contained in the data, if it is obtained under proper authorization from another source without restriction. xB -1 95- Item 8. - 92 City ofAnaheim Parking Citation Processing Services RFP #8300 TABLE OF CONTENTS SECTION 1 -EXECUTIVE SUMMARY Paa e 1.1 Introduction and Company Background....... . ...... .. .. ... . .......... . . ........ ... ...... ..1 1.2 Brief History. ...... ........... ... .......... .......... ....... .. .......... ....... .......... 2 SECTION 2-PARKING CITATION PROCESSING 2.1 Data Entry from Manual Citations .. ............ .. .......... ....... . ........... ........... ........ . ...3 2.2 Automated Input of Handheld Computer Citations ....... ....... . ........ . .....I. ...... .4 2.3 ticketPRO Mobile Ticketwriters . .. ....... ...... . ...... . ......I ...... . .. ...... .......4 2.4 Client Online Access - tickefPRO Database .. .. ...... ...... . ........ ...... . ........ .....10 2.5 Registered Owner Name Retrieval.......... ... ...... . ...... ....... .. .. ....... . ...... .. ...... 11 2.6 Out of State Registered Owner Name Retrieval........ ....... . ...... . ... ....... . . ...... .. ......12 2.7 DMV Registration Holds/Releases....... . .......... ...... . ....... . ....... . ....... .. ...... .12 2.8 Payment Processing......... . . ............ ........... ......I ...... ...... 13 2.9 Online Credit Card Payments.......... . ........ I ...... ... .......... .......I. ....... ....13 2.10 Internet Capability for the Public(pticket,com)...... ...... ........ . ....... . ..... ....... .14 2.11 Toll-Free Telephone Service for the Public....... ......... ........ . ...... . . ...... ..... ...... ......15 2.12 Custom Notices . .. ... ........... . .... ...... ....... . ....... ...... .. ........ .....1. 15 2.13 Correspondence Processing................ . .......... ....... . ....... ........... . ....... ........ .....16 2.14 Reporting-Client Parking Information Portal...... .. ...... .....I. .. ...... ....... . . ...... .....16 2.15 Systems Interfacing and Integration ......... ......... ...... ........ ...... 17 2.16 Processing of Administrative Review Requests. ....... ....... ....... .. .......... . ...... ..... 18 2.17 eAppea/sPRO-Paperless Appeals....... ... ....... .. ....... ...... .. ...... .. ........ . ..... .19 2.18 Administrative Hearing Scheduling Services..... ...... ....... ........I.. . ....... ...... ...... 19 2.19 Hearing Officer Coordination .... . ... ...... . ....... ......... ....... ....... ........ ...... 19 2.20 Innovative Collection Services &FTB Collections... .. ..... ....... . ..... . ..... ..... ....20 SECTION 3-CONTRACT REQUIREMENTS 3.1 Internet, Security and Data Backup ....... . ......... ..... ...... . ...... .. ..... ..... ....21 3.2 File Storage ................ ........... .. ...... ... ..... ...I... .....I.. .. ........ ....... 22 3.3 Audit.... .. .............I. . ..............I. .....I.... ...... . ...... ....... . . ....... ...... ... ... .22 3.4 Subcontracting ... .. ........... .. ..... . ...... ...... ....... . ...... ....22 3.5 Support . .......... .. .......... ...... .... ...I.... ..... ...... 23 3.6 TDS Organizational Chart.... ....... ... ...... . ... ... ....... ..... .... 24 3.7 Corporate Officers ....... . . ....... .. ... ..... ...... .......... ....... ..... .... 25 3.8 Key Associates.... .. ..... . .... ...... ..... ..... .... ..... ....26 3.9 Implementation Plan........ . ............ .. ......... ...... ..... . ....... ...... ..... ...... 27 3.10 Exhibit C: Response Template . ... ...... ... ...... .. ....... ....30 SECTION 4-COST PROPOSAL 4.1 Bid Result Price Sheet (revised 10-02-14) . ......... ..... ...... .. .... . ...... ..... 35 4.2 Basic Citation Services ...... .. ,.... ........ . ...... . ... . .....37 4.3 Additional Processing Services..... .... . ...... ..... . ....... ...... ...... . .... 37 4.4 Automated Handheld Pricing .... ......... . . ...... . . ....... ...... . . .....I ..... .... 38 is -r s y M S 1 Item 8. - 93 xB -1 96- City of Anaheim Parking Citation Processing Services RFP #3300 TABLE OF CONTENTS SECTION 5—SAMPLE NOTICES&FORMS Page • Reminder Notice (Notice of Delinquent Parking). ........ .. . ....... ... ... ........ ... ......... 42 • Reminder Notice (Reverse Side)....... ... .. ... ........ .......... . ....... .. . ...... . ....43 • Drive Away Notice.................. ... ........... ... ......... .. .......... .. ........ .. ....... 44 • NSF Letter.................. . .. . .... ............ . .. ....... . .......... . ....... ... .......... 45 • Correspondence Letter........... . . ... .. ........... . ........ ... .............. ............ ....... 46 • Initial Review Letter.................... .. . .. ........... ......... .. ........... .. ...... ...... 47 • Back of Initial Review Letter .. ............... . ... ....... ......... ....... . ....... . ...48 • Denial of Initial Review ... ........... ... . .. ........ .. ... ...... ........... . ....... . . . ..... 49 • Hearing Schedule Letter............. . ........... ....... .. .......... . ...... .. ....... . 50 • Hearing Result Letter... .... ... . . .. ........... ...... . ......... .......... . ....... .. ...51 • Hearing Refund Letter . ... ................ .. . . .......... ....... ... ... ........ . ....... ...... 52 • Refund Report ........................ . .......... . ......... .......... .......... . .. ........ ...52 • Delinquent Collection Letter(ICS) .. ............ .. . ........ ...... .. .......... . ....... ........53 • Franchise Tax Board Pre-Intercept...... . . ............. . ....... ............ ... .......... ...... . ...54 • Revenue Analysis Report ... ............. .. . .. ........... .......... .......... . ....... . ....... ..55 • Daily Shift Summary................... . ........... .. ....... . ........ ....... ... .......... ...55 • Multiple Citation Detail (Scofflaw) ... .. .......... . ........ . ........... .......... ...... ... ...56 • Allocation of Parking Penalties. . .. ........... .. ...... . ..... . ....... . ...... ... ...... 56 • Administrative Adjudication Summary .......... .. ........ . ......... ........ .. .......... .......... .57 • Report Charting .. ................. . . ........ .. ......... . ....... . . .. ....... ...... . .......58 s ao�s >ii S -1; _ F M S xB -197- Item 8. - 94 ANAHEIM RFP#8300 EXHIBITS] 1.1 zIntroduction and Company Back�round Turbo Data Systems (TDS) proposes to provide the City of Anaheim with a comprehensive, flexible processing and management solution for parking citations. It is important to us that Anaheim is able to enjoy the benefits of having a citation processing company that will handle all of its needs efficiently and effectively while increasing collections. Our approach has a proven record of some of the highest collection rates in our industry at the lowest total net cost to our customers. With TDS, Anaheim will keep a higher percentage of its citation revenue. Over the years, TDS has proven time and time again that we are able to provide all of our clients not only with the services originally requested, but additional services that have become an integral part of their processing solution. Our reputation for excellent customer service and technologically advanced services are benefits our customers and the public have come to appreciate and expect. TDS prides itself on partnering with our customers and responding to their requests and concerns. Customer input is welcomed, and we continue to make improvements and enhancements as technology advances and our clients' needs change. Our full line of services include Internet�Services W � t Daily Courier Service 11 Web Inquiry vi Data Entry Q E-Commerce Credit Card Payments Payment Processing m Real Time Public Inquiry via Internet Interactive Voice Response System ii REPORTNet- Reporting Online Internet Credit Card Payments &Info wi Citation Information Portal Customer Service— Call Center _ , Electronic Data Transfer - handheld units 4 41.' DMV Interface (Parking Citations) AutorriateCkIlL Lion Issuance Reminder Notification Reports a il Cashiering Systems Our comprehensive electronic citation issuing Special Delinquent Collections system Fully integrated Mobile solution Franchise Tax Board Collections offering ease of use, speed and technology mi Administrative Adjudication features such as wireless communication, Online Appeals— Paperless Appeals barcode scanning, color photo capture, color screen, GPS and GPRS. The difference between processing agencies will become apparent with our customer service, which is not always easy to quantify Is there always someone available to take citizen calls during business hours? Are citizens treated with respect when contacting the call center? Is information provided by the system accurate and up-to-date? Are client requests completed timely? Are phone calls and emails addressed quickly and efficiently? All of these functions are considered priorities at TDS. As the processing company, we know that we are representing the client and we don't take that responsibility lightly. Continued Dedication To Provide Technologkg&Advanced Services TDS has proven our commitment to remain on the cutting edge. Our public Internet information and- payment system, pticket com, allows citizens to pay, inquire or contest a citation online. The client Parking Information Portal provides a dedicated web site for an agency's parking information, reporting s ram€-° AT.s Item 8. - 95 xB -1 98- ANAHEIM RFP#8300 EXHIBITS and resources. For ticket issuance, our ticketPRO Mobile Automated Citation Issuance system is the preferred solution for our customers. In 2007 TDS released the eAppeais online adjudication system, which allows City staff to review the appeals online, which creates a totally paperless adjudication system. T:2*,Brief Turbo Data Systems, Inc. has been a leading service provider for the processing of in-state and out- of-state parking citations on the West Coast since 1985. We are a privately held company, with two offices and thirty-two employees to effectively serve our California clients. Our Corporate headquarters is in Tustin, California. Our northern California office, located in San Jose, offers full- service walk-in payment capabilities. TDS is a woman-owned small business, and we currently serve over 100 issuing clients in California for citation processing. All of our clients have experienced the reliable, flexible and innovative solutions that TDS offers. TDS parking customers issue from 3,000 to 250,000 citations annually. Parking citations are processed per California Vehicle Code and local municipal code. Our clients benefit from our knowledgeable staff with extensive experience in the parking citation industry. Utilizing our time proven services and collection options, we added administrative citation processing as a service in 2008. We offer Anaheim stability, and a quality of service that will be hard to find in the marketplace, no matter the price. Customer references are included in this proposal. TURBO DATA HISTORY TIMELINE. • 1985 —Turbo Data Systems, Inc. is founded. • 1985 — Roberta J. Rosen is CEO/President of TDS and still is today. • 1993 —TDS offers adjudication services with notices integrated into citation system. • 1996 —TDS adds delinquent collections for parking citations through Innovative Collection Services. Collections tracked on citation system. • 1998 —TDS opens second office in San Jose to service Northern California customers. • 2001 — Online credit card payments for the public through pticket.com. • 2003 —Agency Reporting made available online through the TDS Parking Portal. • 2005 —ticketPRO Mobile is introduced. Handhelds fully serviced and supported by TDS • 2006 — Franchise Tax Board Collections added as a TDS service • 2007 — eAppeals Online appeals for the public. Reviews/decisions entered online by Agency. • 2008 —TDS adds Administrative Citation Processing Services and Collections. • 2010 — eAppealsPRO: Mailed-in appeals are scanned into the online eAppeal system for a paperless review and decision process for the agency. • 2012 — Nlets approves TDS to become a strategic partner • 2013 —ticketPRO Magic- Always connected, real-time citation issuance using an Android 4G system. -r A turbo - S 7 f M1 ®i� �; v xB99--� Ltem 8. - 96 • • - ANAHEIM RFP#8300 EXHIBIT B 2.1, Data�Entry,from Manual Citations ,K � AA Manual citations are forwarded to TDS with via mail or scan. All manual citations are entered into the database within two working days of receipt. All citation transactions are entered online with tight controls to prevent errors. Each batch of citations is entered into a log for tracking through the process. The date of receipt and who received it, the data entry operators' ID and the date it was keyed, the count of citations in the batch, the filing person's ID and the date it was filed are all tracked on the log. This citation batch log is updated as the batch goes through the process. The log is a tool for supervisors to verify that all work is completed in a timely manner. Edit capability allows corrections for all citation information fields. The citation database includes the following information: 'CITATIOlV��>I✓QRMATI eft 4 � %* Citation Number Date Citation Entered System Issue Date&Time 0 Operator Initials Issue Day = Citation Batch Number Meter Number W Citation Comment Lines(64 characters) Permit Number = Vehicle License State&Type Issuing Officer Badge Number W Registration Expiration Date on citation Violation Code W Citation Vehicle Make Vehicle License Number = DMV Vehicle Make Reminder Notice Date = Vehicle Color Additional Notice Dates = Vehicle Identification Number DMV Hold Date w Violation Location mi DMV Hold Status(Placed, Released, Etc.) Citation Fine Amount to Associated Penalties Delinquent Date RfGISTERED.OWNER IN t)IRMA7ION T a Registered Owner Name and Address Registration Expiration Date from DMV ij Date Name Entered System ft Operator Initials Old Name Retention from Changes due to Sold/Rented/Leased Vehicles PAYME T P©STI IG INFd ,!MATIO � F Citation Number 6 Date Entered Disposition Code to Amount Received Payment or Dismissal Date Operator Initials Citations not processed due to incorrect or missing information are returned to the City for clarification. Entry of disposition and other non-citation information is also a critical step in the processing cycle. Citations that have been dismissed by City staff are updated to reflect the reduction or cancellation action that has been taken. Also, suspensions and extensions are recorded when requested in writing by the City. Dismissals, suspensions and extensions are processes that can be performed either by City staff or by TDS. 0"%r'%r -r—ray s a Item 8. - 97 xB -200- • - ANAHEIM RFP#8300 EXHIBIT B TDS scans all Manual citations and they are viewable by the City online from our Citation Inquiry and Online Apueals systems at the touch of a button. TDS files all hard copy citations and can provide these documents upon request by the Agency. r A x 2:2 Automated In ut©f Handheld'-tom utee� Citations '� , As electronic tickets are transferred to our servers via the internet, they are immediately loaded into the citation database. This allows timely access to citation information for Anaheim, the public and TDS. A file containing the most current habitual offender (scofflaw) list is generated daily for downloading into the handheld ticketwriters The criteria making a vehicle eligible can be changed as some agencies are more lenient, allowing vehicles to obtain more than five delinquent citations before booting/towing as stated in the California Vehicle Code. 2 3' ticketPRO Mobile Ticketwiters ticketPRO is a custom software solution that was designed and developed by TDS in 2005 as a major initiative to provide a more comprehensive parking service solution to our customers. We've enhanced our current service offering which complements our philosophy of providing the best service to our customers. With that in mind, we have planned and designed a system that will provide a one-of-a-kind ticket issuance solution, with provisions to support unique requirements for each customer. Our mobile solution supports multiple hardware manufacturers and the latest technologies such as wireless, Bluetooth, GPS, scanning, color photos and License Plate Recognition. We are pleased to offer Anaheim our latest advancement in ticket issuance technology, ticketPRO Magic This is an Android app that that runs on a rugged, water-submersible (MIL-STD-810G rated on select models) Smartphone with 4G technology. Citations are printed on a small, rugged, wireless Bluetooth printer. ticketPRO Magic has capabilities never offered before in citation issuance products. The concept is revolutionary and incomparable to other solutions in the parking industry. The new ticketPRO Magic smartphones offers many features. Below is a short list: a Live, Always Connected Device-Citation data is transferred to and from all handheld units into our server in real-time. Agency and public will have immediate access for information and payment. No workstation computer is needed. Real-Time Scofflaw and VIP Alerts-Scofflaw and VIP alerts notify the issuing officer of 5 or more previous violations or other important information, even if updated same-day. Real-Time Meter and Permit Lookup-Meter and permit information from the City can be integrated into the system and used during issuance for lookups and validation Real-Time data sharing to all units-All units can share citation data information, even if issued within minutes by another handheld. HB -201- Item 8. - 98 «1911 Ta I IFIEWE= ANAHEIM RFP#8300 EXHIBIT B ti License Plate Recognition-LPR technology retrieves plate number from photo, ensuring quality and accuracy. Ticket History, Retention and Lookup-The system allows for automatic notification if a ticket is about to be issued to a plate that has previously been cited or warned. The information from the previous ticket is used to populate the current ticket information. a' Marking/Chalking -The software allows tracking of vehicles by time, zone, location or photo. Chalk alerts and Maps show expired vehicles and locations. mi Shared Chalks-Enforcement staff can retrieve chalk records from other Magic units on the same day to allow for continual chalking enforcement, even after shift changes. Tow Agency Notifications-Email notifications with map, photos, issued citations and amounts due can be sent directly to a designated tow company or police department. Live Software Support to Each Device-Our infrastructure is set up to allow us to interact remotely with each individual device. This is used for training and troubleshooting, even while in the field. 16 Software Upgrade with no User Intervention-Software upgrades are done remotely to each individual unit by our support staff. mi GPS-Citations are geo-tagged and mapped on ticketPRO Viewer for Agency access. Geo-Fencing tracks devices as they travel outside a perimeter and generate email alerts and take appropriate actions on device. Improves safety, compliance and device theft alert: } .tLa Mir4da WALK N. Y`4 '13 ilf Al o .. Buena Geo-Fence to track devi ce outside EIA r, E € N C PROPRIETARY&CONFIDENTIAL H 0'%r t Af—rAa Item 8. - 99 xa -202- • - ANAHEIM RFP#8300 EXHIBIT B Issuance Mapping- Parking tickets around Mile Square Park, Fountain Valley: P P p�. Baker P 4 R P P P µ s� y R P P D E yy P P P a Raseea¢ ° n / P y P € '�� LT P P " ' hilt 5;�m,eflauad YSuk P zDia-ns-oa IO s�.00.l 45D; � R R P - PARKING BY PERMIT ONLY am U0,P P P R u ar P P D p P P p P P D 2014-09-I2 os zs on 1945 1 NO % E P u P ValleV9 " p ARK/STAND.STREET SWEEPING,P P p P P p P R P R -- o .-Is-'fl? ia,NJ !' R p P P .Y AN,rT--,=&=E=NC, P d '. Uw ..�.. P f+ll� I�III� a albed A- P v P {� P P P D P p'3 ..3 np 4i F" P 1" V _ � k s� PPs +dA fi' y, c+ s `+€ o �- E e P P .0 `r�` P p YP7 - ,�`�.�f s, .vV P R D P fi j Yip, CadreM Ave�� Gafiieid Aver as PROPRIETARY&CONFIDENTIAL " Heat Mapping- Showing concentration of tickets in Culver City over a specified period: h . 3 _ w `� �i � � P ¢omonc �4 4,0 m e 641a g 4) �. M^ �P M n Yd$Sf+ib nn -� sY � � �.ln va dcl8at ��°4a i ° ��ra�uau5.emror+ee- a PRO IE�TARY&CONFIDENTIAL, HB -203- Item 8. - 100 11112111111,1211211M ® - ANAHEIM RFP#8300 EXHIBIT B Enhanced Push-to-Talk (ePPTI - With data plan, the smartphones double as a full communication device with two-way push-to-talk group radio, text messaging or as a cellphone. This can eliminate additional devices and costs. A Desktop Dispatch is available with ePPT to allow an office to locate/communicate with devices in the field. Desktop Dispatch improves safety and compliance. Listen mode allows you monitor calls between devices. Ln w iue'ra L3'i ,�µ .,,, .� ,{ _E Qran v Ave wood a�ve -x„E r ng ae��� _ o 3}� - ��/� w,A 3 tame W UCC�6 ar 0 a 4t [ Phone# 714 fi73 9226 W Simtnae)s Aver _ Presence- online a _ 01ei Ave, dearest Location Get Location .W&rws Ave" O Location Update 10-08-14 01 49 02 Phl ry s ey n u. hapman Ave alp an ve Tracking and Calling field units from �� � Desktop Dispatch �771 ' ju$tme center Way . � �. ear G ZO ` X \ PROPRIETARY&CONFIDENTIAL California Agencies using ticketPR® Magic: �- Burlingame East Palo Alto 6 Lancaster Calexico Fountain Valley m La Verne Chico Fresno `km Riverside 6 Culver City Fullerton w San Mateo PD Daly City Hanford = San Carlos Hawaiian Gardens Santa Rosa CSU Northridge West Valley/Mission Community Colleges Napa Valley College &£ San Jose/Evergreen Community Colleges UC Irvine Medical Center San Mateo Community College District m Santa Clara University x e%rN A-T-A ®w� I .JX-01 1Tt bEm Item 8. - 101 HB -204- ANIAHEIM RFP#s300 EXHIBIT B ticketPRO Magic is available with 3 smartphone options- Our ticketPRO software has been time tested and 100% reliable All phones get an additional protective case. Two of them are military grade to give you a system that will always be working when and where you need them ticketPRO Ma is issuance Device Samsung Galaxy �SamsungsGalaxy Samsung Galaxy Rugby ugby Pro S4 Active,� S5 Active Comparison 4G Smartphone 4G°Smarthone 4G Smartphone Item&Description __(Quoted Option) O tion 2 (Option 3�_ ' Screen Size 4.0" ;` .0"' 5.0" High Contrast Display Yes y Yes r Yes MIL-STD-81OG Rating Military Standard Approved-1 5 meter drop, Heat Yes No Yes, &Dust Resistant, Waterproof to 15 meters for 30 � Shock Resistant Yes Yes,\ Shock Reinforced inner-case design Added Protective Case Yes Yves Yes Clip Holster or Shoulder Strap Yes,. '/� Ifes Yes Battery 1850 mAh x ,2600,mA1i * 2800 mAh- Use Time 9 Hours 8 Houu6rs' x 12 HoursSF Enhance Push-to-Talk Radio Single or Group talk// Desktop Dispatch Optional' p 0pt➢onal Optional communication software available Two rugged printer options are available- Both printer options communicate with the smartphone via Bluetooth and hold 100 citations per roll. They are tough, rugged and reliable: TicketPRO Magic Printer Comparison 2.25"Printer a 3Printer v Datamax MF2Te Item &Description (Quoted option) (Opti n 4) s `" 5.5"x 4.3"x 2.5" x4. 2?S" �Dimensions f 6.SI9x Weight w/ Battery&Ticket Roll 19.2 oz. u y' 47.7 oz Drop Specification 6 ft.(1.8m) 4ft�{12m} Shock Resistant Yes -jYes Clip Holster Yes Yes Battery 1800 mAh *-,POO mAh," 'ti Use Time 390 ft.or 780-6"receipts 'ow 430 ft.or 860- 6"receipts - xB -205- Item 8. - 102 • - ANAHEIM KFP#8300 EXHIBIT B Extended Printer Coverage Listed are available manufacturer warranties and protection for proposed Datamax printers. Optional submitted pricing includes a 3-year Extended and Comprehensive coverage for each printer proposed. TDS will also provide loaner printers while units are under repair at no charge: .g 3J Free phone support W r Covered parts and labor Required repairs to restore to original performance specifications Required cleaning and adjustment Adds Cyoveracfe Ground freight return shipping "o seieuted plogranis 5-day turnaround time for repairs 2-day turnaround time for repairs Sarre-day shipment Managed exchange pool of customer-owned goods Preventive maintenance 2-day freight return shipping IS Annual or monthly activity reports provided Coverage of all parts, including print heads(excludes batteries and 12 accessories) II Physical damage or abuse ! iz Item 8. - 103 xB -206- lm�M� - A NA HEIM RFP#8300 EXHIBIT B Detailed Datamax printer coverage description: nommmomommosm MEN= Technical Phone Support Extended Warranty customers benefft from tree technical support from Monday through Friday (except holidays) In North America,phone +1407 523 5fA0(8 00 am-6 00 pm U S Eastern Time) In Europe phone +33 4 75 75 63 16(8 30 am-18 00 pm Central European Trine) Covered parts�and jlabor Extended V n'4ptyand Service OptoI guarantee ara-n,tee that uner no ot I I use and service,Datamax- UNeilpitntersare tee tr6m defects in material and woiicrninship.The duration afthis Coverage is kbased(in the custo mei-Purchaser!option 1 4 Expendable andtor consumatik items or parts such as lamps,fuses,lat�ls and ribbons are not _,,,covered under this warranty The warranty dogs not cover equipmerit or parts which have been misused,altered,neglected, handled carelessly,or used t4 Olurposes ciiiierbian those'5r which they were rri&hiiiaciured -This warranty does not cove�jlos—,damages resumn iccoem,or damages resulting from --unauthorized serwcelfs, Required repair to meet original Printers covered under any Warranty program will be repaired to meet original performance performance specifications specrilications This does not include cosmetic damage Requtredj,cteardng and adjustment Printers covered by theExtended Warranty program andior,,value aoded.,sqlyice options,will have-4 mW parts cleaned ardor Ousted as�neces wary before berrigrieturned to the end-u AM& Ground freight return shipping Printers covered by the Extended Warranty program will be returned to the customer via ground freight �A Warranty turnaround time for repairs Pnr&cov ered vered by the Extended Warranty program will be regain clays t6m i roof the pnrder,at 4 Datamax-ONeill repair center 2-day turnaround time for repairs Printers covered by the Priority value added program roll be repaired in 2 business days from receipt of the printer at a Datamax-©'Neil repair center V, "X 4, Preventive maintenance 41,11 Datarriaik-U"will perform arry necessary preventive maintenance,on printeriient in for,service*' that are covipy any value added ce o skiviption This trickid6s the cio-eaning of print h6di , Managed exchange pool of Under the Printer Express program,Datamax-O'Neil will manage an inventory of customer-ovilned customer-owned goods printers used to replace any defective units sent in for repair Upon notification of a failed printer,an exchange printer will be shipped out on the same day The defective printer will be returned from the customer repaired and placed into the managed inventory pool N, Same-day shipment Printers which are covered by the Printer Express plan will have a custamer-owned writer shipped, the same day as Datarrak-O-Neil Is noWed X ,r �_ a,V - _W 2-day freight service Printers covered under the Priority plan will be returned via 2-day freight Monthly and annual activity reports Datamax-O'Ned�vifl provide monthly portssummarng service onthly re activity on printers covered by the -I k providedif "Printer Expressnd ,'a annual reportsreportsfor any&Eoinprehensrve'coverage plan I , Coverage of all parts,including Comprehensive service option covers all printer parts except batteries and accessories Prin1head print heads(excludes batteries and replacement is hrruted to a maximum of(2)per printer per year(tracked by SN) Any replacements accessories) required will be genuine Datamax-O Neil parts Includes coverage,involving ,,Coverage that includes the Comprehensive plan upgrade is unconditional--A physical damage or atiuse, 2.4 Client Online Aixess—4icketPRO Database Online access is available to the City using a PC and a secure Internet Connection 24/7. Real-time access offers our clients the most current database information. All transactions such as citation records, payments, dismissals, administrative adjudication information, notes, registered owner information and all other citation data are immediately displayed and can be printed if desired. Our system allows retrieval of information by citation, license plate, name and VIN. The search results can be sorted or used to select individual citation details, plates or registered owner names. You can filter by citation status types of All, Open, Delinquent and Closed. Searches can also be done by predefined date periods. f7.j,4NO-% A-T-A HB -207- Item 8. - 1-04 IM=« « « 1 «SIMEM ANAHEIM RFP#8300 EXHIBITS] Our citation details screen contain all pertinent information on each citation: % Citation Date/Time im DMV Registration Expiration ai Violations and Fines DMV Registered Owner Name/Address Location of Violation Responsible Party Name/Address Current Status Payment Status and Due Dates ai Vehicle Information Contesting Dates and Results om DMV Vehicle Make 6 Notices Mailed and Dates DMV Vehicle VIN = Payment and Collections History Additional information is easily available through toolbar buttons: Scan of Original Manual Citation Listing and Amount Due for Habitual Offender (Bootable/Towable) Vehicles View PDFs of Notices Marled " View Photos/Map taken by ticketPRO Mobile mi View Submitted Contesting Documents for appealed citations View all Prior Names/Addresses associated with citation Review or Add Notes added to the Citation by City Staff or TDS Call Center City personnel can easily inquire on and update citation information using a single interface. Dismissals, administrative holds, payments, extensions and fine reductions can be completed by authorized staff. All access is granted by a specific logon and password profile for each user. For audit tracking, each transaction is stored with the ID of the person entering the transaction. Dismissals, administrative holds and payments can be entered with a prior received date. Partial payments and write-offs can be entered through this system as well. v Al 2:S Re isteredm©6Wher Name,*Retrieval ' V1 P TDS has a direct online interface with the California Department of Motor Vehicles (DMV) for the retrieval of registered owners' names and addresses for California vehicles. DMV requests for registered owners are submitted each business day. Multiple citations issued under one plate or VIN may have different registered owners depending on the issue date of the citation. Most registered owner information is retrieved within 48 hours of a citation being entered. During the name retrieval process, the vehicle make on file with DMV is obtained and compared with the make from the original citation. Discrepancies are reported and investigated to ensure the license has been entered correctly. Upon correction the citation is once again eligible for DMV name retrieval through our automated system. During the name retrieval process, the full vehicle identification number (VIN) and the registration expiration date is retrieved and placed on the system. This allows a comparison of the last 4 of the VIN on the citation with the VIN from the DMV and also the registration expiration date on the r--r A 7-- 4" S 7 f Item 8. - 105 xB -208- • - ANAHEIM RFP#8300 EXHIBIT B citation with the registration expiration date at the DMV. These are important tools to verify that the license plate on the citation was recorded properly and that the correct violator is pursued When a name and address is not available from the DMV on the first inquiry, multiple attempts are made until we successfully obtain an R/O or at a minimum nine (9) attempts. Corrections are made when necessary and the DMV name retrieval process continues. This process has been successful in ensuring accuracy and increasing both our DMV Hit Rate and collection rate Updates are conducted on citations when a change of ownership or notification of a rental with bona fide proof is received. All prior name information is kept on the system for historical reference Once these updates are made, another notice is mailed to the responsible parry. 2:6 0ut-of-State R bistered,0v'n+�r Name Retrieval -' ' � I a A Registered Owner inquiry is generated for citations issued to vehicles registered outside California. TDS currently has agreements to retrieve registered owner information from all DMVs in the United States, Washington DC, and Canadian Provinces that allow retrieval of registered owner information. TDS is a member of Nlets (National Law Enforcement Telecommunications System), which is similar to Clets, only on a national basis. Nlets allows electronic access for fi all 50 states for vehicle registered owner information. Non-California registered owner names are retrieved daily and on-demand. Partnering with Nlets bring many benefits to our customers including access to Privacy States such as Arizona and Nevada. These states are not available through other commercial out-of-state service providers. All specific out-of-state activities (generation of inquiries, sending inquiries, update of citation records with name and address information), are functions of the out-of-state process and happen automatically. 2.7 DMV We4jistration Holds[Releases F DMV registration holds are placed each business day for delinquent citations in accordance with standards set by the City, the California Vehicle Code and any other applicable laws. Releases of registration holds are sent to the DMV each business day for every paid or dismissed citation that was on DMV hold. TDS has the ability to inquire/update DMV records and Disabled Placards on demand based on a request by the City. This eliminates the need for issuing abstracts on closed citations. The DMV is notified each business day to modify the amount due on citations already on DMV hold that receive a partial payment. DMV Status Reports are published monthly for citations placed/released from DMV hold. A report of payments made at the DMV is provided to the City for reconciliation. HB -209- Item S. - 106 -NM MM in ANAHEIM RFP#8300 EXHIBIT B 2.8 Payment Processint � *' � 3� '4 -.f` TDS will provide a daily courier service from 10 am to 1 pm to and from the City. Payment documents sent by the City will be posted within 24 hours and then returned via the next courier delivery. Payment processing will include: Posting payment amount using date specified by City Reduce or waive any citation fees based on date or City direction Balance and reconcile posted payments to City provided documents Contact specified city staff when necessary to resolve discrepancies iNovah Payment Interface: TDS will work with the City to develop an interface for the iNovah payment system. The interface will update citation payment information as provided by iNovah. Updates can take place in real-time, depending on the available capabilities of the iNovah system. Unmatched Payments: Our system has the ability to accept payments for citations that are not yet in the system. Basic information about the citation is entered into the database with the payment. Upon receipt of the original citation, the basic information entered with the payment is compared for accuracy and all other data fields are updated. Partial Payments and Returned Checks: A second notice is mailed for bounced checks (adding a returned check charge to the system that is established by the City), and for the balance due on partial payments or payment plans. If no payment is received on these second notices, the system continues processing the citation through the penalty phase and additional notification. Due Date Extensions: The system has the capability to accept suspensions or due date extensions when requested by the City. These entries can be entered by the City or by TDS upon request. Payment Plans: TDS can set a payment plan expiration date with or without late penalties. After each payment, a notice will mail showing the total amount paid and amount due. If full payment is not received, the system automatically resumes the citation process (DMV, Collections, etc.). Refunds: TDS will record and report refunds to the City. The City issues the refund check. f.9'.6nline Credit Canl,Pa"merits Online Payments by Credit Card: Payments by Credit Card are accepted 24/7. The system secures immediate authorization from the processor, with immediate updates to the citation status in real time. Pticket.com website is PCI compliant. Integration with the Elavon merchant services has already been successfully completed. This process is transparent to the public works seamlessly through www pticket.com/anaheim. For online payments, an email is generated to the payee on the web with their unique confirmation number/payment information. Credit Card Chargebacks: When a chargeback is received, we reopen the citation, and send a delinquent notice to the violator. MEMEMMESSIM m..�a r,rvr ors Item 8. - 107 xB -210- 10� - ANAHEIM RFP#8300 EXHIBIT B 2.10 Intemet Capabilityjor`the Public$(pticketcom) v , 4 Tit . A 0&1 is a fully interactive web-based system which provides the public with online inquiry, payment capability, and online appeal access for their parking citations. Information provided to the public includes: Detailed citation information Contesting information Adjudication information Pay single or multiple citations Citizens accessing the www.pticket.com/anaheim website will find only specific information related to Anaheim parking citations. Having provided this service to the City in the past, the website has already been developed to inherit/display the City website look and feel. Also included are several web pages with content unique to the City. These pages can be customized to reflect the desired information about your parking program; contesting, payment options, parking forms, etc. 44 .emu z C- 1 � \ g L Find or Pay Your Cftbon for ANAHEIM cktsser tdethatls mt Raymsm b 41tanon number ��sampv a do-menta HaK Ali oilers oesAarv.mih 9xe wru I3wrsa wei be wpiayetl ars tYe meM aa¢ee ���CATkfiSt SOW Vehide aA�iL )ttdt0 Dal =� 'g " "—" CflMffoEa4/YE viu126nnS F PEI'It3LV£t07m$ k PROPRIETARY&CONFIDENTIAL ' 'R 3ru5 vaave MCUt , 7nst+w ,x,r SECURE �f *• a 1 TESTEe ds Neu h 1Vc cAaztl Stav+oes �_..,,_._ Data security is provided using the highest industry SSL encryption. pticketcom is fully PCI compliant. More information is provided in the security section "M Internet, Security and Data Backup". Online Appeals: Through the pticketecom website, we provide an integrated online appeals process that is completely paperless. The system is dynamic in that it will prevent late appeals from being submitted, saving the City time, money and resources. Once they have submitted their electronic appeal, and uploaded any desired documents, the appeals are then reviewed online. A confirmation of each submitted appeal is emailed to the citizen. ea J T B.G.11 V f HB -211- Item 8. - 108 FM=• - • AINAHEIM RFP#8300 EXHIBIT 8 The citation process is suspended pending review of the appeal, saving considerable processing effort and time. All processed appeals and decisions can be reviewed at any time by City personnel. All results and key dates for initial reviews and hearings are viewable on pticketcoin, including the written reasons if the citation is upheld. Result and notification letters are automatically mailed as per requirement of CVC 40215. 2.11 461111=Free�Tele hone�Service for the11126blic :t TDS will provide a toll-free telephone number for the public to inquire on parking citations 24/7. The phone switch in our Tustin office currently receives over 12,000 calls per week. Interactive Voice Response System: TDS' Interactive Voice Response system (IVR) provides real-time, detailed citation information directly linked to the City's database. Each caller has the option of hearing the information in English or Spanish. The IVR allows parking citation recipients 24/7 access (with maintenance occurring between 12:00 midnight and 1:00 a.m.). The public can inquire by citation number or license plate number and obtain the issue date, citation number, delinquent date and amount due on all open citations. The system has the unique ability to relay contesting status on citations in the adjudication process. Pre-recorded, Anaheim specific information includes a greeting, the address for mailing a payment, making a payment over the Internet, instructions for contesting a citation and instructions for correcting equipment violations. Options for reaching a Customer Service Representative are also available through this system. All calls can be recorded and provided to the agency. Customer Service Representatives: TDS Customer Service Representatives are available during our normal business hours (8:00 am — 5:00 pm). TDS employs and trains staff with the ability to respond to calls received in English and Spanish. We provide in-house training to all of our Customer Service staff allowing them to provide general information on each City's policies and procedures with the ability to research information and respond accordingly. In addition the staff is also trained to handle complaints professionally and provide information on all levels of the administrative adjudication process. TDS has the ability to enter "Notes" on a particular citation or license plate as calls are taken in instances where specific information will be helpful for future reference. All "Notes" entered can be viewed and/or printed by the City and TDS staff. 2:12 Custom-Notices T _ ��. Our professionally printed notices are printed in color and were designed for ease of reading and providing important information to the public, as well as containing all information required by the California Vehicle Code. Our notices meet all current requirements for size, proportion and weight as defined by the USPS. All notices, letters, and postage are provided by TDS and mailed using first-class mail. Parking violation notices are mailed based on a City-determined schedule. All mailings are imprinted with the post net barcode and FIM markings as requested by the USPS. ate° dA-r-A ®s� Item 8. - 109 xB -212- - ANAHEIM RFP#8300 EXHIBIT B *? UOncE F i! INEOkMATi01T, Issuing Agency & Description Amount Due Before Due Date Phone Number for Inquiries/Questions Amount Due After Due Date mi Registered Owner Name &Address mi Consequences of Late Payment Vehicle State& License Plate Number Consequences of No Payment (DMV Hold) Vehicle Registration Expiration Date Scofflaw/Repeat Offender Repercussions Vehicle Make/Color/Full VIN Payment Mailing Address Citation Number, Issue Date &Time Return Envelope mh Violation Location 2 Payee Name Notice Mailing Date i& Inquiry/Payment Website Address Violation Description 6 Instructions to Clear/Contest Citation Due Date Using the Postal Service National Change of Address (NCOA) database allows TDS to ensure the most rapid and accurate delivery of notices. This feature allows the new address of respondents that have moved (and filed a notice with the USPS) to be directly printed on the notice form as it is mailed, to eliminate the time delay normally encountered by the mail piece going to the old address, getting a forwarding sticker, and then going to the new address. Mail returned as undeliverable is tracked and identified as returned mail on the inquiry screen. Notices contain all information required by the California Vehicle Code. A unique feature of our system is the ability to modify the agency-specific text that is printed on the notice. This allows the City the flexibility of changing the text should policies or procedures change (i.e. hours of operation, etc.). [2.13"Correspondence Processing- u All correspondence mailed to citizens on behalf of the City is automatically laser printed by the system and documented in the system for future reference. All correspondence to the public provides complete citation information, amount due and instructions regarding how to make a payment. A bar-coded, pre-addressed stub is included for payment and documentation return. Vehicle Change of Ownership/Rented Vehicles: Daily updates are performed on citations when a change of ownership or notification of a rental with bona fide proof is received. All prior name information is kept on the system for historical reference. Once these updates are made, another notice is mailed to the new responsible party. 2.14-Re ortin -Client Pitkina InformationVortal J TDS provides its customers with a dedicated web site accessible to authorized personnel. This site provides access to parking related information and resources available 24/7. Some of the information includes: w Online reporting through REPORTNet = Agency bail schedule and officer roster Statistical information Dashboard = Links to California Vehicle Code, DMV and Turbo Data contact information M Industry related news and updates L HB -2 l;- Item 8. - 110 - 11 MEEK ANAHEIM RFP#8300 EXHIBIT B TDS will provide the City with a wide variety of electronic reports. Over 40 standard reports are generated. Custom reports can be created on an as needed basis upon request at no additional cost to the City. Frequency of reports generated can be on a one time only basis, monthly, weekly or as the City desires. Report categories currently provided include: Officer Activity Reports w Financials Administrative Adjudication Reports A Innovative Collection Services mi Billing Reports = Management Reports Citation Reports State/County Allocation of Parking Penalties Q DMV Transactions Using the Internet, authorized City staff is provided with a unique logon and password. These reports are provided in PDF format and can be viewed and printed. Reports can be viewed online 24/7 and will remain online for a minimum of three (3) years City of ,fie, Mere Qualit Counts ~ A o 0a1a sYWV=s InC RM,R711et 1K*etRRA w -c„,iw.t Sate Hap Parking services Reports J Ema,l .,E Refresh r LJ AdmRwt.try Adwdica++ vz i M 'r �2�tlnxcxeted-d cr�t1�r'�v_ttava� � s�21?�12a1mi�oTav�t 2012 07 cre"rd9osnas_ tadsa� s( za1211PV07 Pry 0d6a g , i6'An J tksnv Trans.ecY.ons T#F3207 f'avmrnis 6v Ymiatear«.pSli -rep '. 815120126 42:2t ANt .7,073 . atansaosJ�r oat� 4 2l s# �aao 24 xis azaq vocr y t s vk "' 91412912 4*4 PH s sss G 2012-69 Crefit_Caral.Postbp�BN AaY-PdF w ' frar�9rase Yas Opard Eat 1�rctt�a Fov raecapt etaPzo ��uazaia ;;��s3ss Eaouatwe coalectwn s 2012 09 fiY Revesvte_0stnhntmn_ffaaipi',d� ,$y '•v�` as 9j39j2@12 449 PN " #: 17,742 ��htanagenxeat tom& P.Wat t..[).tNene, at av i� v y, "�> sllslxulza3s��ra ?? 2013 2014 :A.-M Y0S�_fkep-ftd_bv_64�1- 8131120121192M PM s,1ss �Actmav P.ports r, s T " w REP0J#ftk 2012 zo1 a1�, t a D,�pft 2 I itnijsrer P.Q= PROPRIETARY & CONFIDENTIAL 2.15 S steins'-InterFach and=In iation - TDS Systems are designed to perform flexible data interfacing to send and/or retrieve required information with City systems and third-party vendor applications. We have successfully integrated with: Ji City payment systems such as CashNet and Elavon Specialty hot lists, LPR systems such Vigilant Solutions, Genetec Parking Permit systems such as Credential Solutions Pay-by-space/Pay-by-Phone systems such as MobileNowl, PassportParking. i Additional vendor system integrations are in the works such as Digital Pay Technologies, Parkeon and ParkMobile. > *-%r1 h-r- ENEMENERSEEM Item 8. - 111 HB -214- ANAHEIM RFP#8300 EXHIBIT B Data Exchange - TDS exports citation data to for several of our agencies as requested. For example, TDS currently exports citation data to the Coplink system for the San Mateo County Cities (30 Cities). TDS also provides data export to many of our customers using RIMS records management. TDS has also partnered with License Plate Recognition systems to provide scofflaw information to flag 5 or more delinquent citation vehicles to send an alert to the agency's tow service. Parking Permits/Data Import-TDS'ticketPRO Magic can import parking permit data from the City for residential/lot permit status (expired, stolen, invalid, etc.). 7t16 P-rocessifig of Administrative Review" ,R ue'sts TDS has provided Administrative Appeal/Review & Hearing Tracking Services to our clients since 1993 and the inception of California Vehicle Code 40215, which governs the processes for appealing parking citations. Our Administrative Appeals process was designed to save our clients a significant amount of time, relieving the staff of the day-to-day clerical tasks associated with the process, and to provide an organized, efficient and professional way to process their appeals. We provide the scheduling of hearings and mail all required hearing notifications. Benefits of Using TDS'Adjudication Service Q Automatically tracks each citation through the adjudication process Dispositions (liable, not liable, liable for a reduced amount, etc.) are entered and updated Dispositions can be entered by the City or TDS Automatically posts refunds to the citation database on dismissed citations that are already paid, and generates a request for refund Automatically tracks due dates for contesting as described in CVC 40215 Interacts with other automated systems - IVR and citizen Website - pticketcom Public can appeal online, with the ability to upload photos and files City can perform paperless online reviews and decisions through eAppea/sPRO Provides specific status on IVR and pticketcom on contested citations Automated hearing scheduling TDS staff works directly with-the City and the hearing officer when scheduling in-person hearings Automated letter mailings which include decision codes at 1' and 2"d level and also hearing notification letters which provide specific date, time, location and directions to the hearing Using this service has proven successful by having appeal information easily accessible in the parking citation database. All adjudication activities are tracked real-time by the system and therefore are available to the public 24/7 online and by telephone. The process starts with TDS entering all Initial Review requests into the system. Citations are stopped from progressing further in the citation process (no notices, etc.) The City determines the disposition of each contested citation. A decision code corresponding to a brief description of the reason that will appear on the result letter is selected. The system automatically activates the citation and sends a result letter with information relating to the decision and amount due. Administrative fines for disabled parking violations (CVC 40226): These reductions are handled through the adjudication system. When the appellant shows proof that they had been ME as i ..�- xB -215- Item 8. - 112 lammfflymm= - ANAHEIM RFP#8300 EXHIBITS] issued a valid placard at the time the citation was received, the fine can be reduced to the City determined administrative fee and the result letter's decision code will explain and request the reduced fine. Fines reduced to an administrative fee are not included in the monthly surcharge calculations. Reporting: Reporting for the Adjudication system includes a monthly report of Outstanding Administrative Reviews and the Administrative Adjudication Services report which provides a summary of the adjudication activities for the month. 2.17 eA a/sPRO,—Pa riess Appeals '4 "--,, *0' ft °. -1 Through our online review system, the City can review the submitted online appeals, including uploaded files and photos. Mailed in appeals are scanned and added for a fully paperless appeal review process. Prior citations, phone notes and City notes for all citations issued for the same license can also be viewed. For our clients that use ticketPRO Mobile ticketwriters, citation photos taken are added to each online appeal. Notices are automatically stopped at appeal submission and activated when the online decision is made. All appeal and decision documents are stored electronically on eAppealsPRO for immediate access and viewing by the City. Results can be filtered by violation, decision reason, etc. Additional documents may be added for appeals continuing to the hearing level. 2.18 Adrninistrat;v4e,�Hearin Schedulin -Sdri'Vices r Payment of the citation fine is required at the time of hearing entry. In the case of indigence, the system allows an override to accept the hearing request without payment of the fine. TDS schedules in-person hearings based on City specific dates and times within the 90 day CVC requirement. In-person hearing requests receive a hearing date notification letter with detailed instructions for the scheduled hearing. If requested, one reschedule is allowed for the appellant. A new hearing date notification letter is mailed with the new date and time once the hearing is rescheduled. The hearing examiner receives a packet containing a cover sheet and all documentation required for each hearing. The hearing examiner records the decision for each hearing. TDS then sends the hearing result letter out to the appellant. The TDS Hearing Result letter includes the reason that the violator was found liable, the requirement based on AB 602 from January 2009. Hearing schedules are available online for City viewing. Reporting for the Administrative Hearing portion of the system includes a monthly report of Hearing Results by Violation and a report of Outstanding Hearing Requests. 2.19 Hearing Officer Coordination TDS staff will coordinate with Anaheim regarding the dates and times for hearings to be scheduled. TDS staff ensures that both the Hearing Officer and a room are available three (3) weeks in advance of scheduling hearings and prior to mailing Hearing Notification Letters to the citizens. TDS will notify the agency and Hearing Officer of any-hearing reschedules. Y 7 t k MEMINEEMISOM Item 8. - 113 HB -216- • - ANAHEIM RFP#8300 EXHIBIT B Hearing information and documentation is prepared in advance of the hearings. The Hearing Officer will select from a custom hearing disposition code list and enter the results electronically. TDS will mail result letters and file any required documentation. When a liable decision is appealed further through the court system, TDS will provide the City with all related documents for the City to appear at court. Information regarding court appeals is also tracked in the system for each citation. 2:20 Innovative Collection'Services S'FT8 Collections ' Innovative Collection Services: Innovative Collection Services (ICS) has been providing supplemental collection services since 1996. The ICS system is fully integrated with our citation system allowing for easy retrieval of parking citation and collection agency data. ICS provides a complete solution, adding penalties for administrative costs, generating two demand letters, providing reports, interfacing with credit reporting agencies, and providing a unique toll-free number and a call center with staff trained in handling collection matters. Incoming new accounts as well as payment and "stop" information transmitted from the citation system are monitored and validated to ensure accuracy. ICS collects many citations considered otherwise uncollectible. ICS is initiated after the DMV option has completed. Violators become responsive when a collection agency becomes involved and their credit rating becomes an issue, resulting in payments that normally would remain uncollected. Franchise Tax Board Collections: Our Franchise Tax Board Interagency Offset Program complies with all requirements set forth by the FTB for the Interagency Offset Program. TDS provides all of the resources necessary so that you don't have to. For all FTB-qualified citations, TDS: Combines all amounts together by registered owner into single accounts Retrieves Social Security numbers Mails the pre-intercept notice to each registered owner. No multiple notices required. Process the mailed payments and enter FTB intercept payments Handle all calls from the public. The public may also make credit card payments online at pticket.com. All FTB-qualified accounts that remain unpaid are sent to the FTB to be ready for the submission of State tax returns. The FTB will send all intercepted funds and detailed reports directly to the City. The City must provide a copy of the check and a copy of the detailed reports to TDS immediately so that we can update the system to show the accounts/citations as closed, and to perform an ongoing reconciliation for the City. TDS notifies the FTB of any interim payments received on our end, so they will close the account on their system. r%8 �A-rA NB -21 7- Item 8. - 114 ° ANAHEIM RFP#83oo EXHIBIT B 3.1 Internet;Securilf Snd Data Backup i*-* Network Infrastructure: TDS' network and security infrastructure provides secure access to all of our systems including City access to the TDS systems and public access to pticketcom. Redundant Internet availability is based on a two-way scheme which includes Fiber connection to an MPLS network and dedicated wireless links. Dual firewalls provide redundancy and automatic failover in case of hardware failure and Internet link failover in case of circuit failure. Internet circuits are installed in our Anaheim facility, Tustin corporate and our satellite office in San Jose to provide a triangular redundancy. TDS takes every measure and every precaution to ensure that the data is managed and properly protected. We incorporate high-industry standard security with a Symantec 128-bit SSL data encryption for all our web server and online systems. Our managed firewalls employ Intrusion Detection Service (IDS) and Intrusion Prevention Service (IPS) with hourly updates of new signatures and threats. TDS staff connect via an SSL-Virtual Private Network (VPN) for remote access control and support. TDS has taken the leap into virtualization. We have reduced our physical server footprint and implemented the latest in the area of optimization. Virtualization provides us with benefits including high-availability and replication. We have also invested into a cutting-edge multi-site SAN technology that provides us with scalable storage; high-performance and site-to-site replication to protect our critical servers and data and ensure a backup that can be as real-time as possible. PCI Compliance: Our pticketcom eCommerce web site goes through a quarterly 'DS5 intrusion detection test to make sure that our firewall and web servers adhere to 'Tor— the Payment Card Industry Data Security Standard (PCI DSS). The site is recertified at least quarterly to guarantee continued PCI compliance. Certification and encryption seals are visible to visitors to ensure their trust and confidence when conducting a payment transaction. As part of the PCI compliance, we also complete an annual questionnaire in order to maintain a valid certification. An active certificate can be made available if requested. Security Policy: TDS has a strict internal policy regarding the security of information. Access to information is confined to a select few individuals strictly on a need-to-know basis. Our technology department staff is provided access to systems on an as needed basis to service the hardware and software and to support our on-going operations. All access to our systems requires, at a minimum, a unique username and password combination. This access is governed by rules associated with each user's access level within the applications. By policy, usernames and passwords cannot be written down, nor stored in a computer anywhere, and as an added measure all passwords are regularlySYrr�arrtec updated. Email Security & Virus Protection: Since email has become one of the primary methods of communication and collaboration with our clients, TDS feels that email security and protection is as important and as critical as any web or online system. TDS employs a third party solution/service that not only filters out SPAM, Spyware and viruses, but also stores and forwards email in case of failure or network outages. This ensures that emails sent to our clients are SPAM and Virus free. All systems including PCs, Laptops and servers within our network have managed anti-virus software tools to protect against file, system and email viruses and Spyware. Virus signature and protection Item 8. - 115 xB -218- - . 11MMEMEEM ANAHEIM RFP#8300 EXHIBIT B policies are managed and updated by a centralized management console with reporting and alerting capabilities Data Backup: System backups occur daily. Backups are directed to disk as well as tape media. Our backup media are sent from our corporate headquarters to an off-site facility in southern California and a duplicate is sent to our northern California facility in San Jose. Backups are scheduled to run automatically. Backup logs are created and reviewed by our operations staff for exceptions and errors. Systems and Network Services: Our core network services are located in an SSAE16 datacenter facility. This is a highly-secure off-site facility designed to withstand major disasters. Our equipment is housed in a controlled environment providing a complete al access lock-down. Furthermore, having redundant power generators, Air Conditioning and Internet backup, guarantees a continuous systems operation, data safety and integrity. Access policy requires credentials and bio-scan to enter facility, along with another bio-scan to enter the server space. TDS's systems are locked in an unshared space with no external access possible. Video surveillance cameras are available throughout the facility. Office Security (Tustin & San Jose): Our office space facilities are secured at the building level by access cards allowing entrance to only certain individuals outside of normal business hours. Our suites are secured by access cards for all staff allowing entrance to the suite only at permissible hours. An intercom system is used to grant access to vendors and visitors after identification by company staff. Our data center is secured by access cards allowing only certain individuals access. All entries are logged and reviewed on a regular basis. Our suite is also secured by a monitoring service that detects entry and motion within our suite during off hours. Surveillance cameras are throughout the facility with 24 hour recording and monitoring capability so any activity may be reviewed. 3.2 VFile Stora e Hard copy citations and documents will be stored for a minimum two (2) years and then shredded. Closed citation records will be stored electronically for a minimum three (3) years. Open citation records will be stored electronically for a minimum five (5) years. 3.3 Audit k , Upon request, TDS will hire an auditor to comply with California Vehicle Code Section 40200.3(b). TDS has provided these audit services for clients in the past and our processes and procedures have met the test of the auditors each and every time. TDS will obtain a quote for the audit and submit it for approval in advance of the start of any work. 3:4 Subcontractin , 41 X_ TDS has contracted with InfoSend, Inc. to print and mail our notices since 2004. infosend We electronically transmit our notice files to them and they duplex and color print, fold, stuff and mail our notices out of their facility with their modern and very rapid equipment multiple times each week. Infosend helps us mail out over 35,000 letters and notices each week. They have production facilities in Fullerton and Redlands, California and serve many clients including municipalities. They provide a backup facility for printing and mailing. Working with InfoSend allows HB -219- Item 8. - 116 Fl�=- RENEEMEM ANAHEIM RFP#8300 EXHIBIT B us to take advantage of their ability to pre-certify addresses using the USPS NCOA database. Utilizing a vendor that specializes in mailing services increases our compliance with ever-changing postal regulations and ensures our notices get into the mail stream faster and with the most accurate postal bar-coding. F 3.5 Support „ , � � 3 � ` N w 1 IS- Staff Support: TDS provides in-house staff for all aspects of processing parking citations during normal business hours. All key contacts direct phone numbers and emails will be provided to the City's contract administrator and all designated City staff. User manuals for the citation system are provided during training sessions and clearly identify all steps required to access and use system information. Initial onsite training at the City is provided for all systems to be used. Additional training is provided to the City as requested throughout the term of the contract. Technical Support: TDS provides City staff with telephone support between 8:00 a.m. and 5:00 p.m. Pacific Standard Time (PST), Monday through Friday, except TDS' holidays. Our staff follows up on client requests to ensure an effective solution is provided in a timely manner. With permission, we can conduct remote support sessions to assist or train users when necessary. Support via email is also available during normal hours and monitored before and after hours and weekends. TDS provides special customer service and technical support emails which are viewed by primary staff and operations to insure requests are responded to quickly, usually in minutes. Item 8. - 117 xB -220- - e ANAHEIN RFP#8300 EXHIBIT B �3.6 aTMOr anizationafthart e n �A r 4o Turbo Data Systems, Inc. Corporate Officers and Key Personnel are fully proficient in our services and systems as well as parking processing requirements in the State of California The total combined years of parking processing experience of our key staff exceeds 125 years. ° spa i a orftc�E°t"#val& ioDnc-td7ry Y S `J" E t t�`I S r ,---------------- —— —._....... ..._.--- — - --- corpoate office Northern Office Tusttn,CA San lose,CA � I Ila AV —AV "ell --- —------------ �------------ [tvao4%e%r-A—A A I I I I � I I I � I I I � HB -221- Item 8. - 118 ° - • - ANAHEIM RFP#8300 EXHIBIT B 3.74,corporate Officers Roberta J. Rosen Ms. Roberta Rosen is the President and owner of Turbo Data Systems, Inc. She serves as the Chief Executive Officer for TDS and acts as a liaison with clientele management. Ms. Rosen has been the President of Turbo Data Systems, Inc. since its incorporation in 1985. Under her direction, the company has grown and expanded its list of services and technology offerings, including payment processing services, out-of-state collections, Interactive Voice Response System developments and installations, various computer system platform migrations and the development and implementation of a web-based parking citation information and payment processing system. In addition to the administrative responsibilities of the corporation, she has been responsible for overseeing parking citation processing projects during many system conversions and implementations. Major accounts and management experience include the Tri-Cities/Westside Cities Joint Database Project, the addition of the Administrative Adjudication Process to the Parking Citation Collection System, and the addition of a fully-staffed processing center in San Jose with a full-service walk-up payment center. Prior to her work with Turbo Data Systems, Ms. Rosen was in the Information Technology field working with an international oil drilling and exploration company on their material requisition systems. Ms. Rosen is a graduate of Cal State Long Beach with a Bachelor's Degree in Business Administration. She has over 25 years of experience dedicated to providing service and innovative solutions to the corporate environment as well as municipalities and universities. Elie M. Sleiman Mr. Elie Sleiman is the Vice President and Chief Information Officer of Turbo Data Systems, Inc. In November 2002, he rejoined Turbo Data Systems to assist with its ongoing growth and development and since that time has been involved in every aspect of the company, particularly systems and operations. Mr. Sleiman previously worked for Turbo Data Systems from 1986 through 1991, developing some of the systems that are still in place today. The development of our most recent technology solutions has been under the direct supervision of Mr. Sleiman. REPORTNet, our Internet Reporting Tool, the Parking Information Portal, which brings management information to our customers in a dashboard format, and ticketPRO handheld ticketwriters, the newest handheld software on the market, are all directly attributable to Mr. Sleiman. Mr. Sleiman has an extensive information technology and customer service background spanning over 20 years. Prior to rejoining Turbo Data Systems in 2002, Mr. Sleiman worked in various technical and management capacities with Prudential Real Estate Affiliates. Task and projects include MIS management, Security and controls, Disaster recovery/Business Continuation Planning, customer service and help-desk management supporting in-house and field personnel for over 11 years. PROPRIETARY & CONFIDENTIAL Item 8. - 119 HB -222- - • ANAHEIM RFP#8300 EXHIBITS] E 3:8� Ke Associates t .; ,# Doug R. Amos Mr. Doug Amos is the Client Services Manager. He serves as the primary liaison for our existing clients as well as managing the daily service functions of the Tustin office. Mr. Amos' duties include project management, client acquisition and retention, company marketing and systems research and development. Mr. Amos has been a significant contributor to our eAppealSPRO and ticketPRO Magic applications. Mr. Amos has over 20 years of experience in management, sales and personnel. He has had extensive sales and marketing experience. His educational background is in Electrical Engineering from Cal State University of Fullerton. He has been with TDS since 2008. Sharon M. Hayes Ms. Sharon Hayes is the Operations and Systems Administrator and a member of the customer support team. She works out of our corporate headquarters in Tustin and has been with TDS since its inception in 1985. Ms. Hayes has worked in every aspect of our parking citation processing service operation. Her technical and operations experience includes work on all of our production systems. Her responsibilities include: DMV Interface Coordination = Report Generation Computer Operations Support w Customer Support Database Administration and Maintenance Sharon A. Watroba Ms. Sharon Watroba serves as the Project Manager for the development group as well as technical and installation support. Since 1990, she has worked out of our corporate office in Tustin and has maintained and developed technical solutions for the company. She is the primary customer support and vendor liaison for all Hand Held integrations. Ms. Watroba has put extensive analysis and development effort into keeping the citation system current with the many new features and enhancements that have been implemented over the years. Her responsibilities include: Program Maintenance/Development == Telecommunications Support Technical Training & Support = In-House Technical Support Equipment Installation Joseph C. Mendez Mr. Joseph Mendez serves as our Telecommunications and Network Administrator. He has worked out of the corporate headquarters supporting TDS since 1988. His primary responsibilities include: Customer Technical Support Telecommunications Support System Administration In-House Technical Support Equipment Installation PROPRIETARY 8c CONFIDENTIAL y ENNIMMIM xB -223- Item 8. - 120 • - , - .- ANAHEIM RFP#8300 EXHIBITS] 3.9 Implementation Plan ��;I We have installed/converted many new customers and all of the steps are documented to ensure that each one is completed in a timely manner. Upon acceptance of a signed agreement, TDS will: Conduct site surveys and prepare site as necessary for system installation and operation Provide all on-site user training, manuals for implementation Additional training will be available in person and online as needed at no cost to the City Prepare and maintain system documentation Implement a fully tested, functional system TDS will attend all meetings requested by the City of Anaheim, at its own expense. An Implementation Timeline Chart is on the following pages: ,• r Item 8. - 121 HB -224- ANAHEIM RFP#8300 EXHIBITS ID ask tame Durabon Start Wenber December Janua 3E= 23 7 1 21 28 4 11 1E 1 , ESTING AND IMPLEMENTATION PLAN 30 hays Wed 11119114 2 Sign Contract a days Thu 112Qfi14 3 Planning Meeting 0 days Thu 11120114 _ 4 IV20 4 -Determine possible start date ti days Thu l lrM14 ♦ 11t20 5 -Venfy processing requirements W ti-€tags -Thu 192D114 ♦ 1'I't 6 -Approval of milestones tl days Thu 11t20114 ♦ 11t20 7 -Approval of implementation plan tl days Thu 11=A4 0 1112G i 8 Site Preparation 23 days Thu 11rAM4 40 9 Determine new citation prefix 1 day Thu 11t20114 11,TI)S,Amheirn 10 Review eitatisrrts to be ordered 2 days Fn 1121114Almll=l em � 11 Crier citations eenvelopes(manual) _ ___-_ 1-5 days Tue I lt25114 _ Anaheim12 1 Dete ine equipment being used 1dayTtru 12111114 aDS.Aniheim 13 Install f setup_communication Software 2 days Fn 12112M4 NT©S,Anahetm 14 Set up User access 1 day 'd1 d 12117114 TDS,Anshetm 16 Provide documentation l 1 day Thu 12118114 TDS i 16 Provide User training 2 days Fn 12119114 TDS.Anaheim 17 Ready for access to Turbo _ g days Mai 121"212114 12t22 18 Parking Management information System 30(lays Wed IIt19M4 19 M Database Setup 1 day Thu 1127114 TDS 20 Obtain and load table information 6 days Fn i4128M4 21 Officer names/badge numbers _ 2 days Fn 1128114 TDS,Anaheim 22 Fine schedule#delinquent fees _ __ 1 day Tue 122114 - CAnaheim,TDS 23 Bounce fee 1 day Wed 1213114 0 TDS,Anaheirn 24 Database ready for citations 0 days lAm 12014 �r 12F8 25 Processing _28 days Wed 11d19f14 qF 26 Customer Service _I 13 days Fri lV21M4 _ 27 _ obtain PO Box _ -. 1 day Fn 91t21114 mm_ I T[1 28 Obtain 800 number 1 day Fn 11/21114 29 Customize processing procedures 1 day. Mon 12014 TDS :i CSR I DE Staff training 1 day Tue 121W14.0 M TDS 31 Customer Service Deady l3 days Tue 12,W- 14 12t9 ! 322 Handheld ticket installation 23 bays Wed 11/19114 � 33 Orderchandheid software 1 hacidware 5 days tint 111t241i4 ro y umn,TDS , 34 Order crtatians rolls/envelopes 15 days Tied 1111S114 TDS.Artaheim 35 install database 2 days Fn 12112114 TL1S _ 36 Set up handheld software 2days Tue 12116//4 TQs 37 lnstafl handheld i6fturare 1 day Thu 12118114 �t-TD§Xahheim 38 handheld software training 1 day Fn 12119114 t�TDS,A,naheirn 39 HHLD ticket processing ready - p dayrs- Fn 12119114 _ 12119 40 DMifV processing 25 days Wed 11,19114 41 Court Code access 22 days Wed 11119114 TI)S A# aheim 42 Service center tape 22 days 'reed 1 f11W14 _ iro i TDS,Anaheim 43 Cats V control Setup 1 day Tue 12123114 ,TDS T 44 Ready for DiAt processing _ 0 days Tue 1123114 � �12123 45 Operations processing 19 days Wed 11126114 atria+ 46 Customize notice text 3 days V'ed 11.26114 TDS,Anaheim 47 :et lip standardlcustomized reports 4 days Mon 1211114 TDS Anaheirn 48 Set tap Jobs 4 days Fn 1215114 WTDS ? 49 Set up ReportNet 8 days Thu 1211IM4 Submitted to Qty of Anaheun Thursday !Ch1D912D14 Propect P-CS Testing and implementation Plan Presented by Turbo Data Systems Inc INIMMEEM xB -225- Item 8. - 122 • - . - ANAHEIM RFP#8300 EXHIBIT B ID ask Name Duration Start vember Decwernt�r Manua fi 23 30 aT 1§ 21 2$ 4 11 1 50 Set up customer access 1 day Thu 12111114 Ds Anaheim $57 Train customer _ _ __ - days iM1° 1 1211Ii4 �� TDS,�nahei[n_ Operations ready for pire�essing 0 days Mon 1212�1l4 ' � 12122 Adfudication processing 13 days Wed 1211OM4 FSet up controls 2 days Wed 12110114 TDS Set up jobs 2 days Fn 12112114 TDS Cttarri Appeal Codes 5 days Tula 12116114 TDSAnaheim Tram Agency Staff_ ro 4 days:- Tine 12,11 14 TDS.Anaher 58 Adjudication ready for processing 0 days Fri 1212'6114 � �► 12126 59 IVR setup _ 3 nays Mon 11Q4,114 60 Create recordings 2 days (ai 19l24114 CTDSm 61 Add agency information _1 day 'A+ed 11e26114 F TDS 62 WR ready to go 0 days A=ed 11126114 11126 W 63 Pticket setup 5 days Mon 11124114 µ�tl� 64 informabon pages 3 days Mon 11124114 TDS,Anahe1M 65 Agency setup 1 day Thu 11,+27A4 TDS Test Pticket 1 day __Fn 11128K4 TDS 67 Pticket ready to go 0 days Mon 1211114 1211 68 W Credit card setup 9 days Thu 12f4d14 69 Pticket credit card setup 9 days Thu 1214t14 70 Elavori implementation meeting 1 day Thu 1214114 i TDS,Anahetm 71 �_ _OiFEket Setup Elavon payment Interface 5 days Fn 1215114 TDS 72Test PtickettElavon payments 2 days Fn 12112114 _ V TDS , 73 credrC cards ready to Ito 1day Tue 12116114 _t TDS [82 Special collections f FTB_setup 15 days Man 1211t14 �ferrnim special collections catena 1-'day12117Y4 her ,TDs Setup specialcollections process days Tue 12014 W V TDS W Set up special collections letters 5 Hays Fn 1215114Beportng of special collections 5 days Fn 12T12114TL1S Collections processes ready 0 days Mon 12f2?}14 12t22 Conversion of data 3(0 days Wed 11M9114 Conversion planning meehng 1 dayrvued11119F14 �TDSAnaherm lJeterrnine dandling of old data 1 clay Thu i I1126i4 TDS,Anati�im E83 Create test data 3 days Fn 111`1114 Anaheim,TDS 84 Obtain code information I file formats 2 Hays ed 1 ic6il4 _ t„ ,Anaherm,T©S 85 � euelofr conversion program 6-days Tue 12014 TDS 86 � Conversion testing 6 Days 12/1CV14 _______ _ TDS 87 DB conversion prop complete 0 days Wed 12117114 12111' 88 Create data media 3 days Thu 1:318�4 nahetrn,TDS 89 Cutoff of old processing 1 day Fn 12i26,14 TDS 90 Load converted data 2 days Mon 12129114 91 Conversion complete _ 0 days Mon 12/29,'14 W 412=29 92 Ready for Processing 0 days Tue 1J1-0,°14 ? 12130 Submitted to Caty of Anaheim Thursda}° I Q@9t_014 Project PCCS Testing and implementation Plan Presented by-Turbo Data System Inc aea a,rc.rr �=r a Item 8. - 123 xs -226- ANAHEIM RFP#8300 EXHIBIT B Exhibit C: Required Submittals Response Template Turbo Data Systems, Inc (Bidder's Company Name) Instructions: Prospective proposers must provide the information requested below and include it in their proposal under Section 3 Response Template The City has provided the form as a separate Word document for bidder's use Provide your responses under each of the numbered points Do not omit or renumber Refer to attached documents sparingly and only as necessary, and ensure that any documents referred to are numbered according to the outline below A. General Company Information Please provide the following information about your company Full legal name and physical address of your headquarters Turbo Data Systems, Inc., 18302 Irvine Blvd. Suite 200, Tustin CA 92780 Number of years in business under your current company name 29 years Prior company names (if any) and numbers of years the prior companies were in business N/A Structure of your organization (i a corp , LLC, sole proprietorship, etc ), and the names of the principal owner(s) California S-Corporation; Roberta J. Rosen-President/CEO The complete scope of services offered by your company Citation processing; Mobile Issuance Devices; DMV, FTB and Collection Services; Notice mailings; Call center; Adjudication Services Annual company revenues for the last three fiscal years Private —submitted upon request Total number of full-time and part-time employees 36 FT; 0 PT Names and titles of key management personnel Roberta J. Rosen-President/CEO Elie M. Sleiman-Vice President/CIO Doug R. Amos-Client Services Manager Sergio Martinez-Customer Service Manager ti xB -227- Item 8. - 124 - e - ANAHEIN RFP#8300 EXHIBIT B Tax ID number 33-0105525 Names of any subcontractor's you propose to use for our contract Provide only the names here, fill in the details on the City-Provided Subcontractors List Infosend, Inc. - Anaheim, CA B. Product Information Provide the product name and version number of the software applications you are proposing to provide to the City If there is more than one product in the suite of applications you are offering, please list all that make up the complete package necessary to fulfill our requirements ticketPRO Server (City access) ticketPRO Mobile (City access) eAppeals PRO (City access) pticket.com (Public) How long has this software product(s) been sold commercially? Please indicate the date of first release, and the date the most current version was released and first implemented by your clients Software accessed by City is based on Software As a Service (SaaS) ticketPRO Mobile— Released in 2005 — Most current version released 9/2014 Does your proposed system meet each of the functional system requirements and product qualifications outlined on Exhibit A? Please acknowledge conformance, and/or list any requirements or qualifications that your system does not currently meet Yes Indicate the name of your clients currently using the proposed system and the length of time they have been using it (Note In this section, only the agency name and length of use need to be listed The complete name and contact information for at least 3 agencies must be listed on the enclosed Client Reference form ) See Client References. Product Name Version # Release Date Client Agency Install Date Item 8. - 125 xB -228- • - . ANA HUM RFP#8300 EXHIBIT,6 List any additional, third party software/licenses that the City will need to have in order to operate your system(s) None List any hardware the City will need to provide in order to operate your system(s ) PC or laptop with Internet access What is your delivery time to provide and implement the system after receipt of a contract? 30 days Describe the method by which your system creates files for exporting Citations Citations can be exported in various methods, depending on City requirements. Exported files can be delimited or fixed CSV format. Other options are available. We currently export citation data to interface with various records management systems (RIMS, Coplink, etc.), and other City applications. Describe how your systems will interface with the License Plate Recognition Software (LPR) Vigilant is the current system in use by Anaheim, and we interface with this system at other agencies. We also interface with other LPR systems in use by other agencies. Scofflaw/habitual offender data can be generated and pushed/pulled, to/from our system and the LPR vendor's network or the City's network depending on the security requirements. The ticketPRO Mobile solution can receive real-time alerts from the LPR system if the system is capable of doing so. TDS can provide the interface specifications and work with the vendor on implementation. Designated users in the field will receive alerts, including GPS and photos of the vehicle, while in the field to take action. List any/all agencies in which your product is currently interfacing with LPR Riverside, Culver City, Fullerton Describe your product's capabilities and functionality regarding advanced analytics, queries and reports We have extensive reporting that covers Citation and Officer Activities along with Revenue and Adjudication Analysis. These reports can be automatically generated and published based on customer's preference. We also provide daily, weekly and monthly charts and graphs. Provide examples and samples of the types of queries, reports, citations and forms used by your clients of similar size and requirements to those of the City of Anaheim (Samples should be scanned and uploaded with your proposal where indicated in the vendor portal system ) Samples provided Yes Do you have a successfully deployed Parking Citation system? Yes M MEMEMEM HB -229- Item 8. - 126 • - .. Im ANAHEIM RFP#8300 EXHIBITS] Does your system meet all State and Federal legal requirements? Yes C. Professional Services and Technical Support and Maintenance Please describe How you will deliver user training to the City's employees Hands-on training will be conducted on-site. Additional convenient online training or on-site training as needed. What type of product documentation will be provided — online, CD, etc Online How you provide ongoing maintenance and support, What days and hours is your help line staffed? Mon-Fri 8am-5pm, excluding holidays Where is staff located (i a North America or off-shore, what time zone, etc )? Tustin, CA What is your guaranteed response time for technical assistance? Remotely within 4 hours Onsite (if/when requested) Same or next business day. How will updates to software versions be deployed? All software updates are managed and administered via remote (cloud) access by TDS staff. Is your company an authorized distributor for the requested hardware? Yes How will warranty be provided for hardware products purchased from you? Mobile Device: As part of our comprehensive support plan, we offer a 48 hour replacement/loaner for lost, stolen, accidently damaged mobile device. Printers: covered under a manufacturer comprehensive extended warranty for defects and printer malfunction. Estimated turnaround time is within 5 days. TDS will provide a loaner program to minimize down time. What is the length of warranty? 5 years What types of ongoing service and maintenance contracts are available from your company? Please describe the various levels and costs of each program offered (Samples of your maintenance contracts should be uploaded in the vendor portal where indicated ) Service and Maintenance is included for the term of the contract. We provide the highest level of support to all of our customers. , ♦ 7 r Item 8. - 127 xB -230- • - • ANAHEIM RFP#8300 EXHIBIT B Submitted by; Company Name Turbo Data Systems, Inc. Contact blame Roberta J. Rosen Title PresidentlCEO Signature Email admin turbodata. m Phone (714)673-5757 Efate - rp HB -23 i- Item 8. - 128 j = IN ANAHEIM RFP#8300 EXHIBIT B 4.1 Bid Results Price Sheet (revised 10-02-14) Awarded proposer's Price Sheet, as accepted by City, will be Incorporated as part of Exhibit B Turbo Data Systems, Inc (Bidder's Company Name) LN QTY UNIT ONE-TIME COSTS UNIT PRICE EXT.PRICE 1 1 LOT INTERNET FEE(One-Time,Set-Up Charge) $0 00 $0 00 2 1 LOT DATA CONVERSION(One-Time,Set-Up Charge) $0 00 $0 00 3 24 EA SOFTWARE LICENSES FOR LAPTOPS $25 00 $600 00 4 1 LOT Other costs $0 00 $0 00 LA- 1 LOT ADD ABOVE LINES for One-time Costs $600 00 LN QTY UNIT ONGOING COSTS UNIT PRICE EXT.PRICE 5 12 MO HANDHELD CITATION WRITING UNITS 32 units $2000 00 $24,000 6 12 MO HANDHELD CITATION PRINTING UNITS(32 units)(MF2Te 2 25"printer) $2000 00 $24,000 7 80,000 EA CITATION ISSUED-AUTOMATED $0 40 $32,000 8 25,000 EA CITATION ISSUED-MANUAL(HANDWRITTEN) $0 40 $10,000 9 105,000 EA PAYMENT PROCESSING-PARKING CITATION $0 00 $0 00 10 65,000 EA DELINQUENT NOTICE MAILED:regular $0.85 $55,250 11 33,000 EA DELINQUENT NOTICE MAILED final $0.85 $28,050 12 21,000 EA DMV HOLDS $0 00 $0.00 13 24,000 EA DMV RELEASES $0 00 $0 00 14 OUT-OF-STATE PROCESSING FEES enter the%amount in the $60,000 $18,000 30 % Qom' multiply it by the set UNIT PRICE(est annual amount for 1000 citations)and enter the total anticipated fee in the EXT PRICE 15 ONLINE PAYMENT PROCESSING FEES (over standard card $715,000 $10,725 15 % interchange rates)enter the%amount in the QTY,multiply it by the set UNIT PRICE(est annual revenue for 15,000 citations)and enter the total anticipated fee in the EXT PRICE 16 DELINQUENT COLLECTIONS enter the%amount in the QTY, $100,000 $30,000 30 % multiply it by the set UNIT PRICE(est annual collection revenue is unknown)and enter the total anticipated fee in the EXT PRICE 17 10,000 EA FTB Processing and Collections $2 50 $25,000 18 25,000 EA Citations Printed Handwritten per Sec Q 1,provided by City NIA NIA 4.9 2999 Pk see Added Costs Line 24 See Cost Line 24 See Cost Line 24 20 80 HR Labor Customization for Printed Material changes $0 00 1 $0 00 21 100 HR Labor Customization for Website changes $0 00 $0.00 22 As-needed EA Letters Misc, Review Or Hearing Dispositions $0 85 As-needed 23 1 D Other costs required costs. (list on separate sheet) $12,100 $12,100 B 1 LOT ADD ABOVE LINES for Ongoing Costs $269,125 C 1 LOT TOTAL PROPOSED COSTS(ADD ABOVE LINES A&B) $269,725 List any recommended optional services or items on separate sheets f r1 A -rA ENINESINEEM Item 8. - 129 HB -232- • . , . ANAHEIM RFP#8300 EXHIBIT,6 Turbo Data Systems, Inc. (Bidder's Company Name) ADDITIONAL e - 24 TBD EA Paperless Appeals wleAppealsPRO $1.50 TBD 25 15 % FTB Payment Collection Fee(Percentage is charged only to the Not Available TBD dollar amounts collected 26 1000 RL Citations Electronic(100 p�erol4= 00;000 citat<iflns) $2 50 $2,500 27 12 MO HANDHELD SOFTWARE Support&Maintenance $800 00 $9,600 D 1 LOT ADD ABOVE LINES for Additional Required Costs $12,100 Optional Services UNIT PRICE EXT.PRICE M 28 12 MO Managed 4GData Plan(32 units) $960 00 $11,520 29 12 MO HANDHELD WRITING UNITS OPTION 2 Samsung Galaxy S4 $480 $5,760 Active Additional monthly fee added to Line 5 32 units 30 12 MO HANDHELD WRITING UNITS OPTION 3 Samsung Galaxy S5 $960 $11,520 Active(Additional monthly fee added to Line 5)(32 units) 31 12 MO HANDHELD PRINTING UNITS OPTION 4 Datamax OC3— $960 00 $11,520 3"Printer(Additional monthly fee added to Line 6)(32 units) 32 12 MO Enhanced Push-to-talk Radio wloptional Desktop Dispatch—(32 units) $320 $3,840 33 12 MO Lost/Stolen/Damaged smartphone replacement coverage (32 units) $320 $3,840 34 12 MO Extended&Comprehensive P&L Repair or Replace Printer $480 $5,760 coverage MF2te 32 units 35 12 MO Extended&Comprehensive P&L Repair or Replace Printer $752 $9,024 coverage OC3 32 units 36 1 100,000 EA Envelopes 6 75"x3 625"White—Other styles available 1 $0 0325 $3250 37 1 1000 RL Poly-thermal all weather citation roll(f00 per46ll=1,00,0WOtattions) $4 50 $4,500 Annual Required Handheld Hardware and Maintenance Field Equipment Hardware $48,000 00 $ 000 $ 000 HANDHELD SOFTWARE Support&Maintenance $ 9,60000 $ 9,60000 $ 9,60000 Total Annual Cost $57,600 00 $ 9,60000 $ 9,600.00 r A-T-,' HB -233- Item 8. - 130 • • • • ANAHEIM RFP#8300 EXHIBITS] 4.2 BASIC CITATION SERVICES Basic Processing Fees Annual issuance of 100,000 to 50,000 Fee per Citation Issued(Electronic and Manual) $0.40 per citation Fee per Manual Parking Citation Data Entry Included Included The price includes the following services: ✓ Transfer and entry of electronic 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) ✓ Customer Service Representatives (8:00 am - 5:00 pm, Mon - Fri, excluding holidays) ✓ Daily pick up of payments and other documents from a designated City location ✓ www.aticket.com/anaheim Web pages customized for the City ✓ Database maintenance ✓ Secure, online access for City Staff to citation database; City provides PC with internet access ✓ Daily system backups ✓ Documentation and training for use of TDS provided online system ✓ Ongoing Client support and Training Minimum fee charged for Basic Citation Services $500 minimum per month In any month, if the Basic Citation Service's fees are less than $500, a fee will be added to bring the minimum monthly charge to $500. 4.3 ADDITIONAL PROCESSING SERVICES Reminder Notices(Notice of Violation) $0.85 per notice mailed (Includes Postage) Includes. all forms, envelopes, return envelopes, printing and postage Reminder notices are mailed 21 days after issuance or per agency timeline Other Correspondence $0.85 per notice mailed (Includes Postage) Includes all forms, envelopes, printing and postage NSF letters, Partial payments, Name and address changes, etc Out-of-State Processing 30016 of amt collected No charge for payments off the windshield Nlets electronic access for all 50 states. Item 8. - 131 HB -234- • • d • ANAHEIM RFP#8300 EXHIBITS Review&Hearing Notices/Leiters $0.85 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 with eAppealsPRO $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 City staff using the eAyuea&PRO 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 City. Innovative Collection Services-ICS 30010 ofamt. collected Further collection efforts from a collection agency. Additional penalties applied, and up to two letters mailed from Innovative at no cost to the City, then placement at credit reporting agency for outstanding amounts Includes taking toll-free phone calls from ICS customers and other follow-up efforts. Franchise Tax Board Collections $2.50 per account/letter plus 15010 of amount collected TDS pursues otherwise uncollectible accounts by retrieving social security numbers from a third party, mailing required pre-intercept letters, and then sending the accounts to the FTB to intercept any state tax refunds or lottery winnings. Accounts combine all citations owed by each individual party, not by each citation. Online Credit Card Payments 1.5% of amount collected This fee covers the cost of ongoing maintenance, support and enhancements of the web payment system 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 ✓A-7-A '.• HB -235_ Item 8. - 132 • . . . ANAHEIM RFP#8300 EXHIBITS] 4.4 AUTOMATED HANDHELD PRICING ticketPRO Magic Smartphone Options&Pricing Samsung Galaxy ,Samsung Galaxy Samsung Galaxy Rugby Pro S4 Active S5 Active M 4G Smartphone, �A 4113- mark��hone 4G Smartphone Item&Description noted Option) O 'on 2 O tion 3 Screen Size 4.0" >a 5:31" 5.0" Rated Use Time 9 Hours = Hours 12 Hours MIL-STD-810G Rating Military Standard Approved-1 5 meter drop tested, Heat&Dust Resistant, Yes, o n,°Yes Waterproof to 15 meters for 30 minutes ; Smartphone w/ticketPRO Magic Software H Color touch-screen//GPS mapping//Color Photos riy ` Multiple Chalking Options//Meter Mapping//Permit& $62:50/ino./unit $T7.50Jmo•/unilf� "-$92.50/mo:/unit E Scofflaw Alerts//Data shared to all units//Car Charger '' //Includes heavy-duty case y = ticketPRO Magic Software Maintenance and ; Support:TicketPRO Magic software and ticketPRO Server 25/$ mo./unit $25/mo ,unite, $25/mo./unit software//Remote servicing and updates H Fast phone and email support for Agency requests TFA 64 Managed 4G Data Plan Recommended r Features made available with 4G access: _ Live citation transfer//License Plate Recognition(LPR) Real-time Data Share across all units//Real Time alerts r$30/mo./unit $30/mo:/"unit s,$30/mo./unit Plate&Permit Lookups//Live Chalk Xchange and alerts Violator Quick Pay//Custom Live Integration //Unlimited Voice&Txt//RemoteConnect servicing&training directly A. ^ to the user while in the field Enhanced Push-to-Talk Radio(ePPT)-Optional Y Phone-to-Phone or Group communication A Desktop 4 Dispatch interface is included with every 8 phones $10/mo./unit $1i1fmunit "$10/md./unit activated with ePPT City may choose how many phones to „_ — I r '� activate with ePPT Lost/Stolen/Damaged Replacement-Optional A fully configured smartphone with ticketPRO Magic $10/mo./unit $1U/mo./unit $10/mo./unit software will be replaced within 3 full business days of ' ($100 ($250 ($250 deductible) <°° reported incident with a deductible fee Each covered deductible) �_ duCte'ble)_ hone can have two replacements in a 12 month period ticketPRO Magic Printer Options and Pricing * Datamax MF2Te D amaxOC3 Bluetooth Printer =Bluetoothranter Item&Description (Quoted option) O"iaon 4 Citation Width 2.25", 1 4 � 3 O0' Printer and Accessories:Includes Lithium-Ion $62.50/mo./unit, $9ZS0/mo./unit ' Battery//Belt Clip or Shoulder Strap//AC Charger Extended and Comprehensive Warranty. (Opt.) $62.50/mo./unit ' $23.50/mo./urt&k 3-year coverage//Parts&Labor,including abuse// � � TDS will provide a loaner unit while unit is in repair Smartphone w/ticketPRO Magic Software 1, '" Smartphone ticketwnter//Color touch-screen//GPS mapping//Color Photos H Multiple Chalking Options// $15/mo./unit -$23 50/mm unit Meter Mapping//Permit&Scofflaw Alerts//Data shared to all units//Car Charger// Heavy-duty case All Prices are Valid for 90 Days from Date Submitted ISIMEMINSEEM g Item 8. - 133 xB -236- • • • • ANAHEIM RFP#8300 EXHIBIT B THIS PAGE INTENTIONALL Y LEFT BLANK *' ` HB -237- Item 8. - 134 . - : ANAHEIM RFP#8300 EXHIBIT B THE LISTED SAMPLE NOTICES AND FORMS ARE ON THE FOLLOWING PAGES: Page Reminder Notice (Notice of Delinquent Parking) ............................................................... 42 Reminder Notice (Reverse Side)...... ............................................................................... 43 DriveAway Notice ............................ ................ ........................................................... 44 NSFLetter........ ............................................................................................................ 45 Correspondence Letter.......... .................... ....... ........................................................... 46 InitialReview Letter.. .................................................................................................... 47 Back of Initial Review Letter........................................................................................... 48 12 Denial of Initial Review .................................................................................................. 49 HearingSchedule Letter................................................................................................. 50 HearingResult Letter................................. .................................... ................... .......... 51 HearingRefund Letter................................................ ............................. ..................... 52 RefundReport............................................................................................................... 52 Delinquent Collection Letter (ICS) ................................................................................... 53 Franchise Tax Board Pre-Intercept.................................................................................. 54 RevenueAnalysis Report................................................................................................ 55 DailyShift Summary ................................................................................... Multiple Citation Detail (Scofflaw).................... ............................................................... 56 Allocation of Parking Penalties ... .................................................................................... 56 Administrative Adjudication Summary........................................... .................................. 57 ReportCharting............................................................................................................. 58 Item 8. - 135 xB -238- . - : ANAHEIM RFP#8300 EXHIBIT B Reminder Notice (Notice of Delinquent Parking): Reminder Notices are two-color laser printed and come with a return envelope for payment. A QR-Code can be scanned on the notice and take the violator directly to the pay screen for their specific citation(s). CITY OF RIVERSIDE P£} 467 PARKING VIOLATION TI TIlSTIN T1N CA���� � REMINDER O IC AMD INTENTION TO NOTIFY DEPARTMENT OF MOTOR VEHICLES Notice Date: 1M612012 111"111'IiII*1€IIII#Ilq/�llllll'rlll l'I*11111'I�111*[I[I,lin� Total Amount true Now. $41.00 VtAC1{ERMAN PATRICIA MARIE As mnt due d paid AFTER 2220MI2 MOD CQ48 ELMWOOD RD Citation Number: 20016228 SAN BERNARDINO CA 92404-e366 License State I Em I Val make I Color 6naga CA I OW31 4133AW674E860671 DOD I WHT * . 0 TO PAY BY CREDIT CARD TO PAY BY MAIL Pay s ,ne wwwplicket aon*wersRde 1 Send or nxxwy ruder NO CASH (US finis oW Pay by phone (8001418.4110 enter T483 2 Prot eaaton number(s)on your payment Tr*reisa33DDVocessingfeeperatbm 3 To assure proper rxedit return the titan proton of th s nobm with Yew payment 4 Make payable to CITY OF RIVERSIDE PLEASE SEE REVERSE SIDE FOR ADDITIONAL OPTIONS, Rhii"liftis i. 2D016228 FAIRAIOUNT PARK 1lJtgI ISZ 2PY^�1 g 0811d7 Rh1C PARKa CLOSED 41 OD PHOTOS;ON FILE Total Amount Due Now, $41.00 R a� Arruourrt due if pas! AFTER 12P211PfD72 $9&00 RErAM MEA PO RTM FOR YOMt Rye PLEASEREn M THS PCRTM wnM YOUR PAYMWT tMETMEEM:L BIVELOE RN # , .. License l5tate I E-v I VIN I Make Color 2 16 E litnSM12=2r I aMr1ORKCPAF&ZCLOSED >41 1;T7dL9d$ CA I{fit 3 A83AG4 DOD wiir Notice Date 12104112412 Total Amount Due Now $41.00 AmoFunt dose Rf paad AFTER 12t21 rIO12 $96_90 wACKERMAN PATRICIA MARIE CITY OF RIVERSIDE 6248 ELMWOOD RD P 0 BOX 3808 SAN BERNARDINO CA 924D4-6368 TUSTIIN CA 92781-3808 IIiIEIE/Itllt/ill//I3EE#11{/IIEIEEI#II*#IItf1#II/EtIE#1f/ll#EI PROPRIETARY&CONFIDENTIAL Hs -239- Item 8. - 136 ® : ANAHEIM RI P#8300 EXHIBIT B Reminder Notice (Reverse Side): The majority of our notices are printed on both sides to provide more Information, Including change of ownership and correctable violation slgnoff. The top half Is for custom text specific for your agency Aekfitumal Options Our records show that a parking citation was issued to the vehicle listed One of the following must be done within 21 calendar days of issuance to avoid the wtthhotdmg of your vehicle registration and increased penalties You may 1)Pay the amount due(NO CASH,please include citation number on check),or 2)Request an Initial Review by sending a Netter including the reason you believe the citation was issued in error,a copy of the citation,and copies of all appitcable documentation(these will not be returned) Initial review procedures and requirements are defined by California Vehicle Code Section 40215(a) Failure'to respond will result in the toss of your right to appeal If you have paid the cttation(s)listed on the notice form,call the number provided to verify that the payment has been reeved Customer service hours are 8-00 am to 5 fly pm Monday through Friday For mre information about your citation www.pticket.comtriverside (800)418-4116,enter 7483 when prompted for the city or agency If you have sold this vehicle or do not own this vehicle please fill out and return the Affidavit of Nonfiabikty shown below If you have 5 or more outstanding citations your vehicle may be booted or toured and Impounded Affidavit of llonitability(For Sold,Leased of Rented Vehicles) You are charged wfth the violation(s)on the front of this notice If you did not own time vehicle on the date indicated please comptere this Affidavit and return it in the enclosed envelope CVC 40209 If all the mforrnation in the Affidavit of Nonkability is completed and returned,verification will be obtained from the DMV,Icu California vehicles to ensure that the registered owner has complied with CVC Secton 5502(h a submitted a valid Release of Liability to the DW If subsequent verification is received from the DMV the registered owner listed on this notice will be relieved of liability The Release of Liability form to comply with Section 5602 can be found at. http.i www dmv ca govffoi nsheghegt38 Pdt` or a#ternatwely the Release of Liability information may be subrntited aniline ac_ httpJJwww dmv_oa.govfonfine twitwek offe_htm THIS AFFIDAVIT wtlf_L BE DISREGARDED UNLESS ALL THE INFORMATION BELOW IS COMPLETED,DATED,AND SIGNED_ i hereby declare+fiat the vehicle beam ttie licesase nurntw on the Est ak ihts nob a was not o tied by me on the violation daWs) Theve# a was Lched only one) ❑ 1)Said to someone else You must p"mole evidence of a bona fide sale or transfer(a copy of the BM of Siaie or Ruse of L�fled with the DAISV which includes the narrie and adds of trw 1xirchaser and the date of sale) with this Affidavit.CVC 40210 ❑2)Not yet purchased by me 'Tau moist provaae eve of a bona fide sale or transfix fa copy of the Bill of Sale or Release of Liabilrty filed with the DMV which includes the name and adoiressof theselier and the date of sale} Mth this Afiidaark=4021D _u ❑a)Leased f Rented to someone else Proof of a mitten lease or rentai agreement,which mdudes the name a addrem and dirmees license nurriber of the person to whom the vaelia Ee was leased or rented must be submitted � whin 30 days of the date of this notice CVC 4D209 ❑4I Descri ed atcorrectly You rroxit enclose a oWy cif the ne&tra cwi tD prove this statement a �-r NAME AND ADDRESS OF RESPONSIBLE PARTY(PLEASE PRINTS � NAME STREET x w Cl7Y,1STATE 7JP � Date of sale purchase lease or rental Citation# 20t 16229 L,,n,e 6TUZ&48 x fc w I DECLARE UNDER PENALTY OF PERJURY THAT THE FOREGOING tS TRUE AND CORRECT_ €� 5; �T Signature Dam- �J PROPRIETARY&CONFIDENTIAL i..€vc17 i-Ifr i MEMENERSEEM V Item 8. - 137 xB -240- F!me e . • ANAHEIM RFP#8300 EXHIBIT B Drive Away Notice: When notified, TDS will mall this two-sided notice within 15 days of Issuance. Text on the back Includes details of CVC 40202D Officers using ticketPRO Mobile devices can mark a citation as a drive away to automatically notify TDS. CITY OF CULVER CITY USTIN 4B TusTiN NOTICEF PARKING VIOLATION CA�2�et-aa�z (DRIVE AWAY) TJRI=2: SZE 3-DiG= SD2 Notice Date 12103120/3 I'I'II"ltlll111l,IIId,E�E�'�Idirlllly��lllil�rilll�rl�lr��� Total Amount Due Now S$0 UO HWANG SIN HYUN Citation I�iUTTllser' 77003669 HONDA LEASE TRST LSR ! OR RHEE KUN DO LSE 6220 CANTERBURY DR 202 CULVER CITY CA 90230 7917 Lscense IState,I Exp I w1Pd Make ICesar 7CQT721 I CA 1077114 1 1HWMF75DA230_5%0 WM I VMT To PAY BY CREDIT CARD TO PAY BY MAIL Pay ordvte wwMw placket cnawsrikuhmi cyty 1 Send dOeck or mriey order NO CASH (US funds only) Pay by phone (SM)78$27'55 enter 29M 2-Fnrd p£aton ntanbeT(s)on your payment There ss a$3-00 processeV fee per atabon 3,To insure,proW credit return the bottom pormen of t m noboe with your payrnc_nt 4 Make payat>de to CRY OF CULVER CITY PLEASE SEE REVERSE SIDE FOR ADDITIONAL OPTIONS, w 7 ry� T7D0 WQ 15MI SAWTELLE BL 11r21f=13 03 38 7 01 240 A CCI.C RED CURB !� PHOTO(S)ON FILE Total Amount Due Now. $80 00 R£TAIR THIS PORTM FOR YOUR RECORDS PLEASE RETURN THM PORMN W rrR YOOR PAYMENT-USE-ME ERCLOSE0 E"E"WE DW E 3 isse 'SYate Exp 'AN �a#te Ct7klr 77' ?,GBp sxaszrsa Dean 1.raus�rearcErscURs $WDOF2QT721 CA OTt1d 1HC�R2 HDN YY1�T Notice Elate: 1210312013 Total Amount Due Now- $$84.00 HWANG SIN HYUN CITY OF CULVER CITY HONDA LEASE TRST LSR P C BOX 4098 OR RHEE KUN DO LSE � TlIST1IV CA 927€11 4�188 0220 CANTERBURY DR 20� CULVER CITY CA 9W30-7917 I1t6Irllr�rlixefssrsl1.1.116srl Ott.1u1.1tillird:1 Its 11 PROPRIETARY&CONFIDENTIAL x, r"I A-r to s HB -241- Item 8. - 138 nm-mmm-m IMEMEEM A NA HEIM RFP#8300 ExyzqrT B NSF Letter: When a citation is reopened for insufficient funds, a new notice is generated for the amount due plus NSF fees. CITY OF SAN CLEMENTE P 0 BOX 467 PARKING VIOLATION TUS71N CA 82781-04W '1101111111111011FRU111 REMINDER NOTICE AND INTENPON TO NO-nFY DEPARTMENT OF MOTOR VEHICLES MA tj I I�fig a I I I I I I I I I I= Notice Date 1010112013 Total Amount Due Now: S91.00 DALY MICHAEL C 120 CR1ST1ANrTOS RD UNIT 12214 Citation Number SC428858 SAN CLEMENTE CA 92673-6989 License IStake I E-w- YN Make odor I 6ZEN715 I CA I 04M31 JA3A-f2GE13U10M3j WS BLU E 777-rv, I I I ill P R ■ I rel TO PAY BY CREDIT CARD TO PAY BY U44- • Pay unbne-www phckeLconVsarxIknrxrde 1 Send dwmk or money order No CASH (US kinds only) Pay by phone(BM)553-"12 Enter 7262 2 Pnnt atom number(s)an your payment 3 To Insure proper credlit.rewm the bottom Porbon of fm notice with vow Payment There isa 33 00 prooessirg fee peratal 4 Make payable CIIYOFSANCLEMBITE PLEASE SEE REVERSE SIDE FOR ADDITIONAL OPTIONS. 1 cam"SC428&-581301 N CIL SEMLLE 10711VM13 030014MO(A)(I)CVCEXMRPEIDRE=GISTRZA-nCM�t4 �70UU RETURNED CHECK REMrT CASHIER--CHECK I MONEY ORDER 15 Do Total Amount Due Now RETAIN THIS PORTION FOR YMM RECORDS PLEASE RETURN TINE PORTION WTH YOUR PAYMBIFT.USE THE ENCLOSED ENVELOPE RN 11 License tam E Yet Make Wor S0428858 I- EXPIRED REC-JZMXnON i UEW15 I CA 1 0&13 I3A3AMt MITE BLU RETUW4ED QHC--K REM CADHIrRM W-ECKWONE-f ORMIR 1 $15- Notice Date: 10/01/2013 Total Amount Due Now $91.00 11MERHOUFNIN1111 DALY MICHAEL C CITY OF SAN CLEMENTE 120 CRISTIANITOS,RD UNIT 12214 P 0 BOX 2081 SAN CLEMENTE CA 92673-6989 TUSTIN CA 92781-2061 lllLllfJfllt k*t$lllkhl MIN ALI PROPRIETARY&CONFIDENTIAL v #7'7-0"':�"' MEMEMEMENEEM Item 8. - 139 HB -242- EM ANAHEIM RFP#8300 EXHIBIT B] Correspondence Letters: TDS has over 100 letters to communicate or request more information from the public The sample shown is for Notice of Correction. CITY OF LANCASTER PARKING SERVICES P 0 BOX 467 TUSTIN CA 92781-W7 CORRESPONDENCE I License State Eap AN Make Color 4MCBW CA I OW111 I JHAM23SOYS001355 ACU BLIK 7000C1122's 0: cot: 1121511 Mailmg Date- OV11212011 I'll.11-11 11111111110 Citation NumW 23003960 JIMENEZ HECTOR Total Amount Due Nw sum 454G3 17TH ST W Amount due if paid AFTER 042612041 $63.00 LANCASTER CA 93534-5317 Ldd-�—ww I 230103M 145403W 17TH ST WEST LMC P14G ST POSTED FOR ST SWEEPI1 Caliltirrita vehicle Code Section 40M states that if the issuing officer determines that there is incorrect data on the parking violation notice,the necessary correction shall be made and a copy OF the correction shall be mailed to the registered owner of the vehicle This notice OF correction does not affect the validfty of this cdabort or change any of the delmquent or adjudication due dates The Information indicated below has been changed,and this is your notification of the oDrrechon Original license plate*4MBC602 Corrected license plate:4MCB602 TO PAY BY CREDIT CARD TO PAY BY MAIL Pay one www plIcketcouWancaster 11-Send check or money order NO CASH (US funds ontyl Pay by phone (888)372-24413 enter 5262 2-Pnnt cdabon number(s)on your paynwnt 'There m a$3-00 processing fee per cdation, a To insure proper credit return the baftwin portion of fts notce iw11t your payment all4 Make payable to CITY OF LANCASTER ,Igoe License S � Wit.k M W trie E l I I 2 1 CA I 05'I'lp, VIN Make F 7BL9K Mailing Date OV1212011 Total Amount Due Now $34.00 Amount due if lowd AFTER 0412612011 $6300 AMENEZ HECTOR 4541213 17TH ST W CITY OF LANCASTER LANCASTER CA 93534-5317 P 0 BOX 3540 TUSTIN CA 92781-3540 11 JIM III'l IIIIIIIIIIIII11111till 1#111111 PROPRIETARY&CONFIDENTIAL HB -243- Item 8. - 140 ANAHEIM RAP#8300 EXHIBIT B Initial Review Result Letter: A specific reason code is selected by the agency from a liable code list. The codes are exclusive and customizable for your agency The citizen may select a hearing option and mail with their payment in the included return envelope. CSUN RESULT OF INITIAL REVIEW P®BOX 2081 AND NOTICE OF ILLEGAL PARKING TUSTIN CA 9278 1-208 1 Dense xate I Exp V1N Make Color 5t P59F7 Gh 1?dt3 4+Y8AET37453N.12 BMW I GRY Mailing Date 09e2412013 tt't��iil'1"ii1'i'll[li,tpr]t.il'1�•"�EtilSiFiiiiitiltE� Cltati€ln Number 04130344 MUNOZ DOMINIQUE C Total Amount Due Now $25.000 18411 PLUMMER ST APT 25 Amount clue if laid AFTER 11011520113 $59.00 B1.1 NORTHRIDGE CA 91 325-2 1 71 Heanmg Request Due By 10115t2013 0413€1344 ILOTB3 1 0711gaD13 1537 21113(A)CVC-300 DISRBLED ZONE 25-110 Result- we have received the information you submitted to contest the above cdation After careful review we have detennrrEed that the citation is valid A vabd disabled placard was not properly displixiect Proof of a valid disabled placard has been submitted-An adcnmistrabve fee is charged to process carrcellabon of the cdabort_ To Regtiest a Hearing Return ttas letter with deposit of the ORIGINAL FINE AMOUNT irucludng late fees if applicable within 21 calendar days of the imam of this let er Please vrvdcaibe whether you prefer a hearing by read(provide writer declaration on t1w back of ttus form)or in person IF you request a hemng in person a hearing date and time wilt be mailed is you Detemwnacon of an mabkty to pay is governed by Caldorrrva Vehrc1le Code SeMon 40215(b)and may allow a waives of the deposit of tune anxxrnt due provided the issuing agency is in possession of sufficient proof and has granted a va nanoe NO REARINIG WILL BE SCHEDULED VdRITTEN OR IN PERSON)IF THE CORRECT PENALTY AMOUNT DOES NOT ACCOMPANY THIS REQUEST_ .> 0 TO PAY BY CRED rF CARa TO PAY BY MAIL Pay orAne www.pbake#.axxrulcsun N 1 Send check or m ney order NO CASK_(US funds only) There m a$3 95 processing fee per Citation2 Prmt citation mmber(s)on your payrnant 3 To insure primer credit,return the bottom portion at this notice with your payment 4 Make payable to CSUN License Stye E p I V'tNi I Make Color 04130344 JMSMS 153; 2ilr3Ar_VC-3WDv3naLEDzoxa $25DE1 5FPS977 I CA 1 1W13 IV6SAEML BMW GRY Mailing Date 09f2412013 FOR MORE INFORMATION Total,Amount Dale Now $25.00 (800)553-4412 or www,pticketcornicsiin Amount iJue ai paid AFTER 1 ii t75t2013 $5940 Please provide a phone number where you can be reached of requesting a hearing Please select one ofthe following (D€1)Hearing in person ADJUDICATION PROCESSING,DEFT (99)Heanry in writing(see navcxse) CSUN t )No hearing requested P O i3Ox 2001 TUSTIN CA 92ii781-2081} g IlilA,tilYllrWillE,f YiiEII#,I,IIIYEwI„�riirli�,itE&,rllE,llEI Dz,_1 PROPRIETARY&CONFIDENTIAL ROd /",I"4 Item 8. - 141 xB -244- sMINIMUMANAHEIM RFP#8300 EXHIBIT B Back of Initial Review Result Letter: A hearing by written declaration form Is Included on the back The citation and license are also listed. HEARING BY WRITTEN DECLARATION I am requesting a hearing to contest the citation indicated on the reverse of this form I chose to contest by %,n ten declaration The reason I am contesting this citation is (For more space,use a separate farm) 1 DECLARE UNDER PENALTY OF PERJURY THAT THE FORGOING IS TRUE AND CORRECT. Signature Date NO HEARING WILL BE SCHEDULED IF THE CORRECT PENALTY AMOUNT DOES NOT ACCOMPANY THIS REQUEST Results of the hearing will be malted to you at the address shown on the reverse Affidavit of Nonliability(For Sold.Leased or Rented Vehicles) You are charged with the vtolabont s)on the front of this notice if you did not own the vehicle on the date indicated,Flue complete this Affidavit and return it in the enclosed envelope CVG 40206 If all the information in the Affidavit of Nor4l is completed and returned,venftcabon will be obtained from the DMV,for CaIrliiorria vehicles,to ensure that the registered owner has complied with GVG Section 5602(1 a submitted a valid Release of Lability to the DMV) If subsequent venftcation is received from the DMV,the registered owner listed an this mice tvdl be relieved of I€ability The Release of Liability foam to comfy watt Section 5642 can be found at htlp./+www drrtv.ca goviforrrtsiregiregf 38.p f or,alternatively,the Release of LL-61ity information may be submitted online aL httpsJATnv.dmV ca,goWnWwelcorne.do THIS AFFIDAVIT WILL BE DISREGARDED UNLESS ALL THE INFORMATION BELOW IS COMPLETED,DATED,AND SIGNED. F heretry declare that the vehicle bearing the license number on the front of this notice was not owned by rime on the vtoiafaori daWsl The vehicle was(check only one) ❑1)Sold to someone else You must provide evidence of a bona fide sale or transfer(a copy of the 641 of Sale or Release of UabtStry filed with bie DMV which includes the name and address of the purchaser and the date of sale) w with thus Affidavit CVC 40210 1 ❑2)Not yet purchased by me You must provide evidence of a bona fide sale or transfer(a copy of the Bmit of Sale or Release of Liabltty filed with the DMV which wncludes the name and address of the setter and the date of sale) i watt this Affidavit CVC 40210 _z ; ❑3)Leased 1 Rented to someone else Proof of a written tease or rental agreement,which includes the name address and drover's license number of the person to whom the vehicle was leased air rented must be submitted w o w dh;n 31l days of the date of units notice CVC 40209 6 a ❑4)Described mcor+ee tty You must enclose a copy of the registration to prove this staternenL b CLL5 NAME AND ADDRESS OF RESPONSIBLE PARTY(PLEASE PRINT) � NAME I rZ k STREET I CITYTATEfZiP `9 1 6 Date o f sale,purchase,lease or rental Cdabor# 75€319015 License NEEDU2 z cc 1 DECLARE UNDER PENALTY OF PERJURY THAT THE FOREGOING IS TRUE AND CORRECT g Signature Data PROPRIETARY&CONFIDENTIAL s s- r°--m A-7-A t M ii- xB -245- Item 8. - 142 11111111!1111MM, ANAHEW RFP#8300 EXHIBIT 8 Denial of Initial Review: Citizens who contest after the allotted time per CVC 40215 receive this letter. CITY OF LANCASTER DENIAL OF INITIAL REVIEW P 0 BOX 3540 TUSTIN CA 92781-3540 Lcerse State Exp VYNerg ILF213115 CA 1W11 4X4FSXP307C019626 7L7P110,_R AUTC 31-01 17 435 Mailing Date- 1110212010 79DO013034 01 0050 0�279 1330341� hh-11,11.11 I'll-$I-H I ititiliff,I ld IIJ111111111 Citation Number 2300MO679 DOCKER ROY DALE/ Total Amount Due Now- $120.50 MARTINDOCKER LISA ANN 445229 BUENA VISTA WAY LANCASTER CA 93536-8382 ix-6-saft- WIt Twbw_*n� Id I MWOC79 144UGW BUENA VISTA ST owDirmin 0649 1225M(Et CVr-PAWINaBLOCtUNGADRWF-WAY 1 120 6D Result You have requested an Initial Review of the above citation The California Vehicle Code defines the length of time allowed for requesting an Initial review Your request was received late and has therefore been denied You must now pay the affxyunt due indicated above to avoid the withholding of your vehicle regist-ation and increased penalties MENEIREMEMEM TO PAY BY CREIXT CANT TO PAY BY MAIL Pay onlave v~pficketconAancaster 1 Send dwck or rroney order NO CASH (US tinds only) Pay by ph— WS)372-2*40 enter 5262 2 Pant ctabon nurribeqs)an ymc paynneM TrRre ts a S3,00 prooessav fee per cftabw 3 To insure pmper cream,retrn ft bottom poquw of Chas rMoe v yaw payffent 4 Make payable to CITY OF LANCASTER a TmrE Abdikolinv—d"0127 Lxen-,,e State I Ev I VAN I Make for I 23DOW79 jmvwo $120 W ILFZM LAJIGM I 147i' SX I FINK I WHT I Mailing Date 1110212010 Total Amount Due Now $120.50 111111ioll"U11111 HEREON ADJUDICATION PROCESSING DEPT CITY OF LANCASTER P 0 BOX 3540 TUSTIN CA 92781-354{1 1111*1 a sit]144911**1141111 11113 tillf41441111111 014#11111111till PROPRIETARY&CONFIDENTIAL MINEMSEEMORM Item 8. - 143 HB -246- EM ANAHEIM RFP#8300 EXHIBIT 5 Hearing Schedule Letter: Includes custom text for location and directions Letters are mailed 3-5 weeks prior to the hearing date LAS VIRGENES PARKING ADMIN NOTICE OF P 0 BOX 2081 TUSTIN CA 92781-2081 ADMINISTRATIVE HEARING License I &S-MOW c 04114 8 1-16 I.HOND I GRY Mailing Date 11129/2013 BARNETTLARRYC Citation Number C131 11613 5736 LAS VIRGENES APT 211 CALABASAS CA 91302 CB111613 5736LASVIRGENES D8124M130700 22SD78{Al CVC PKG IN HANDICAPPED SPACE You are hereby notified of your hearing date to contest the parking citation described above. If you do not appear ON TIME to your scheduled hearing,your deposit will be forfeited and applied to your citation If you have not previously rescheduled,you may change the date of your hearing by calling(800)553-4412 no later than 1213012013 Requests to be rescheduled received after this date will not be accepted HEARING INFORMATION: MONDAY,JANUARY 6,2014 8 15 AM Calabasas City Hall 100 Civic Center Way Calabasas CA,91302 DIRECTIONS From Hwy 101 north,exit Parkway Calabasas exit,left onto Ventura Blvd first leftonto Parkway Calabasas,lell onto Park Sorrento,Civic Ctr is on the right From 101 south, exit Parkway Calabasas,lell onto Calabasas Rd right onto Parkway Calabasas left to Park Sorrento,Civic Ctr on right IMPORTANT: You may bring any witnesses,records,or dowments with you that are applicable to your case Any interpreters needed,Including sign language,must be provided by the contestant Any additional documents relating to the appeal of your citation must be submitted at the time of your hearing No extensions will be granted to submit further documentation Documentation wit not be returned Results of the hearing wit be mailed to you at the above address Please bring this letter with you to your hearing PROPRIETARY&CONFIDENTIAL f7aV+%0-%r--1 A-T-A HB -247- Item 8. - 144 : ANAHEIM RFP#83DD EXHIBIT B Hearing Result Letter: Per CVC 40215(b), a specific reason code is provided by the hearing examiner and the description is on the letter.The letter also includes steps for civil appeal, including presiding court location and phone CITY OF HUNTINGTON BEACH RESULT OF ADMINISTRATIVE P°BOX 3646 HEARING TUSTIN CA 92 78 1-3 646 Luse Sta3 Exp ti i!d Make C�or AXMY726 CA MIA 4T3ZFi3C22U473964 TOY I SIL TVR:CZ5F IMTO 3-^ZGTT RS- rcccc_e i c� cc� ra-i Madfng Date. 10129d2Q13 hltll�It �Ittltr*Ilih�ttith[IIIItItI Itl11lIIt1 ItIII IIII) Citation Number 593 CALDERON TERESA ti >` 6134 UTE CT Laelxzasiteatsnt $44 QQ StiN.lC7SE Chi 95123 4754 Hearing Cate IN WRITING y 'N li7W, Y r 3 ISM2FORELLEDR I EM17=13 1211 110 FO 05G(D)N8MC STREET :cEPING 00 Result. At the Administrative Hearing conducted on the date listed above,the Hearing Officer reviewed the inforniabon you submitted and has found the crtation to be valid for the reason listed below The deposit amount indicated above has been applied to your citation No further action Is required unless an amount clue now is indicated above Street sweeping signs were pasted correctly.The citation was issued per orcliinance. You may continue this matter by filing a civil.appeal at the court in the jurisdiction in which the citation was Issued- This appeal mist be filed within 30 days of the date of this notice. A filing fee will be required by the cat Central Justice Center,County of Orange,700 Civic Center Dr West,Santa Ana CA 92701,Tel(657)622-6878 LAST DATE TO FILE A CML APPEAL 1112812D13 PROPRIETARY&CONFIDENTIAL Item 8. - 145 xB -248- ANAHEIM RFP#8300 EXHIBIT B Hearing Result Letter with Refund: For dismissed citations requiring refund, the letter will be mailed to the agency to process and mall the refund. Letters will be accompanied with a Refund Report (shown below) CITY OF BREA RESULT OF ADMINISTRATIVE P O BOX 2081 HEARING TUSTIN CA 92781-2081 License State Exp VIN Make I Color 4ASR024 CA 03111 1G3WS52K1WF323415( OLD I BLK 00ssan 40 Mailing Date 08/12/2010 �oc�acoais;�e s/� Citation Number 11002086 ADHVARYU UDAY NANUBHAI 1027 ORANGEWOOD DR Refund Amount $15 00 ® BREA CAA 9282 1-251 7 mi— Hearing Date WEDNESDAY,AUGUST 4,2010 a _ 11002086 i 1027 ORANGEWOOD 1 0510312010 13 14 122507 6 CVC STREET SWEEPING 0 00 Result At the Administrative Hearing conducted on the date listed above,the Hearing Officer reviewed the information you submitted and has found you not liable PROPRIETARY&CONFIDENTIAL Hearing Refund Report: Sent to agency with letters to process refund checks. DATE: 06/28/201.0 PARKING CITATION COLLECTION SYSTEM PAGE- I. MANHATTAN REACH PROCESSING CTR HEARING REFUND REPORT 42201.6 (a) A deposit of bail received with respect Lo an infraction violation of this code, or any local ordinance adopted pursuant to this cane, includLng, but not limited to, a violation involving the standing or parking of a vehicle, shall be refunded by the agency which issued the notice of violation or the court within 30 days of a cancellation, dismissal, or finding of not guilty of the offense charged. CITATION ISSUE DATE RFND DATE Ei+tM DATE STATUS REP= FAST RCVD ------ - 40042515 01/22/2010 06/24/2010 06/24/2010 FIN $45.00 04/30/2010 40058750 03/05/2010 06/24/2010 06/24/201.0 HN $45.00 04/21/2010 40056385 03/0 /2010 06/24/2010 06/24/201.0 HN $45,00 04/16/201 GRAND TOTALz 3 $135,00 PROPRIETARY&CONFIDENTIAL r ,^. A-r A HB -249- Item 8. - 146 ANAHEIM RFP#8300 EXHIBIT B Delinquent Collection Letter(ICS): TDS will mail two letters and then, if not paid, report any unpaid fines to a credit bureau to attach to an individuals credit This provides an ongoing incentive for citizens to pay. P 0 BOX 4157 INNOVA77VE COLLEC77ON SERVICES Tus'nN CA 927131-0467 ACCOUW TYPE MWEDATE ACX0tWT UUMBER PARKING CITATION 03J25M12 83D10023 6TFZ240 NOT]IM DATE DEBTANOUNT COLIZCIMPEE TOTALM�m Client UC REGENTS C/O UCLA 08101 r2012 $110 OD $0-O0 $11000 IMPORTANT. 7j4o'3*-A A= KIEW AADC 92; ICS is a milecbon agency 7his is an awript to collect a debL Any informabort obtwned WE be used for that purpose Penaftes and colecton fees may have been added tar your debt arnowd as stated in Caldornia AKIRA AKIMOTO, VeNde Code Secbm 402D3 5 ODE)3 CLYDE MORRIS BLVD FOR MORE INFORMATtOW- ERAU MAIL 1455777 DAY-TONA BEACH FL a2114-3955 wwv.pbcket mugucla or(800)21 1-(M53 enter RM (enter the first 8 characiiers of the amount nuinber) Your past due account has been assigned to us for collection- We would appreaate a prompt response to this dernand to eliminate further collection action If you have sold this vehicle,see the reverse side Due to the delinquency of this Citation,you no longer have the right to claim the citation was issued in error Prior notification regarding this debt has been=I led to you with no response Payment must be made In 10 days to avoid further collection efforts When payment has been made in full,tics account will be used_ Pleasesend the amount due Inwriediately,making your check or money order payable directly to our client We have pre-addressed the lower portion of this Later for your convenience See Consumer Rights information an reverse side TO PAY BY CREDIT CARD TO PAY BY MAIL Pay online www-pticketcomfucla I Send check or money order NO CASH (US funds ally} Enter the first 8 characters of the account number 2 Print account number on your payment 3 To insure proper crecK return&te bott:im portion of this notice wrath yaw payment 4 Make payable-to. UC REGENTS CFO UCLA Please return this porton with yaw payment—Use the enclosed envelope Th*s wa ensure promM accurate hand kg upon receipt ICS1 A�CcMW HIMMER I NOTEE[DATE if you have already paid this deK send a coW of the front and back of 83010023 6=40 08101IM12 your cancelled che&or money order proving your payment. We will close this account only with verifiable proof of payment $1 1=0 00 lilt 111111 1 111, 1111 It F IN140VATIVE COLLECTION SERVICES AKIRA AKIM070 UC REGENTS CIO UCLA CDC S CLYDE MORRIS BLVD P 0 BOX 3500 ERAU MAIL 145577 TUS11N CA 92781-3500 DAYTONA BEACH FL 32114--3965 PROPRIETARY&CONFIDENTIAL A-7-A Item 8. - 147 HB -250- e - ANAHEIM RFP#8300 EXHIBIT B Franchise Tax Board Pre-Intercept:This notice is mailed a minimum 30 days prior to reporting the unpaid amounts to the FTB. All qualified citations for a single individual are grouped and mailed on a single notice The individual citations and amounts are listed on the back CITY OF CULVER CITY FRANCHISE TAX BOARD P 0 BM,457 TUSTINCA 62781- 7 PRE-INTERCEPT NOTICE Tt�EI I UE NUm- I ACCOUNTIPAJIMR P,kRKG CITE-SSN-7475 11101r2010 06104999 TUdiO04A AUTO 8 4 3-L`FGrm 9i3 NUTICEfDATE I --TCFrALUMl 7000002.SH2 02 COLD DOGA 259211 101t1512012 $494M t�I�Ilifi'I11II��1t11I�IYI�,iYIIIIIIIIY�aft�/��Y1'fl�l��1�tII FELTON MICHAEL RENTAL ENTERPRISE FOR MORE INFO PAAkFI N l .is28609 DE SOTO AVE APT 259 �a�t caguaxarvearaty CAfdC3GA PARK CA 91304 2676 (8 )788-22755 erfter 2m Our records show that you have a delinquent debt that is now due and payable You have 30 days to voluntarily pay this amount before we submit your account to the Franchise Tax Board(FTB)for interagency intercept coliections FTB operates an intercept program in conjunction with the State Controtker's Office,collecting delinquent liabilities individuals owe to state and:local agencieslcolieges FTB intercepts tax refunds,Unclaimed Property(UPD)claims,and lottery winnings awed to indvtduals FTB redirects these funds to pay the Individual's debts to the agencies/colleges(California Government Code Sections12419 2,12419 7, 12419 9, 12419 10, 12419 11,and 12419 12) If you Have questions or do not believe you owe this debt,contact us within 30 days from the date of this letter Please provide a copy of this letter,your current address,the last 4 digits of your social security number,a copy of your driver's license or Id card for identification purposes and any other information that will assist us in understanding your concern We will review your situation and reply back to you by mail If you do not contact Lis within 30 days we will proceed with intercept collections Details for this account are located on the back of this notice TO PAY BY CREDIT CARD- To PAY BY MAIL Pay axdine www_ptrckeLconVca#venxly t_Send check or ma ney order NO GASH_(US funds ordy) Pay by 4 3 783-2755 enter 2358 2_Pnnt account number an your palm There as a$3 00 processing fse per ortatm 3 To Ynswe proper aec t return the b otbxn pomon of itws noble with your payment 4 Make payable to CITY of CULVER CITY VM Piease return the prutum w9h your parnent—Use the enclosed envelope This wsli ensure paixpst accurate handlini;upon receWL FTBN AC00IMNUMM I WnCE[SATE if you have already paid this debt Ord a copy of the ftont and back of 06104999 1010512012 youi catice3led check or money order proving Yager payment We will dose this account only vAth vert%ble Iwod of payment $�4 9=4 0 0 U1111111011111E11111111 FELTON MICHAEL CITY OF CULVER CITY DENTAL ENTERPRISE P 0 BOX 4088 8609 DE SOTO AVE APT 259 TUSTIN CA 927814088 CANOGA PARK CA 913D4-2876 g( / (gg ti gg ®1pN �i i / t illlartt6.(ia/lllYsi/laallt�iii #YIIIYI3�11iY�#YI!iiYl�tlttlll PROPRIETARY&CONFIDENTIAL xB -251- Item 8. - 148 • 4 ANAHEIM RFP#8300 EXHIBIT B Revenue Analysis Report: Revenue sources monthly by fiscal year& shows two prior years. You can compare month-to-month or comp values. Dollar amounts and payment counts are presented. RIVERSIDE CITATION COLLECTION SYSTEM PAGE 3 AS OF 10/06/2013 REVENUE DISTRIBUTION ANALYSIS ID RVAN TWO YEARS PRIOR 07/2011 THRU 06/2012 REV SOURCE JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL ---'----- ----- ------ ---- ------ --- " ------- ----- ------ ----- -'----- -- REVEN1JE DOLLARS TDS DEPOSITS 118,026 134,239 104,374 106,828 101,885 84,213 81,484 125,362 108,013 89,537 94,126 91,581 1,239,668 DMV 72,312 61,400 79,899 67,610 62,936 60,322 65,658 74,819 75,753 74,077 61,722 64,255 820,763 IVR CC 31,698 32,138 30,343 29,706 29,098 24,943 22,134 45,809 29,807 30,444 28,830 23,810 $ 358,765 WEB CC 106,485 108,353 92,212 102,318 99,164 75,601 83,903 155,204 105,207 93,481 106,143 95,720 $ 1,223,791 OTHER 0 41 5 0 457 76 0 46 0 0 41 0 $ 666 CASHIER 13,623 15,981 13,420 11,718 10,784 12,765 9,899 30,338 26,734 14,313 9,826 9,773 $ 179,174 FTB 0 3,319 0 0 0 2,157 6,223 0 50,119 6,989 12,249 - --- 5,641 $ 86,696 --------- -------- ----- ------- ------ ----- ----- -'--- -"--- ------ ------- '---- ---- TOTAL 342,144 3S5,471 320,253 318,180 304,324 260,061 269,301 431,578 395,633 308,841 312,937 290,780 $ 3,909,S23 NSF CHECKS 578 S10 657 133 205 0 502 486 586 563 425 41 $ 4,688 REFUNDS 1,705 2,101 1,637 1,278 1,814 934 2,077 632 1,904 2,795 1,420 893 $ 19,190 ---------" ------- ------ ------ ------- ----- ------- -"---- ------- -----" -------- ------- ------ ------'- NET REVENUE 339,861 352,860 317,959 316,779 302,305 259,147 266,722 430,453 393,143 30S,483 311,092 289,646 $ 3,885,645 ICS* 8,135 6,183 7,185 5,783 6,383 4,177 4,624 54,590 17,505 7,S31 7,072 4,939 $ 134,112 FTB NOTICE* 0 0 0 7,318 9,258 3,552 11131 0 0 0 0 0 $ 21,259 CITATION* 334,009 349,283 313,068 305,079 288,663 252,352 263,546 376,988 378,126 301,310 305,865 285,841 $-3,754,153 --------- ------- --- ----- ------- ----- ----- -'---- ---"-' -----' ----- ------ -------- TOTAL- 342,144 355,471 320,253 316,180 304,324 260,061 269,301 431,576 395,633 308,841 312,937 290,780 $ 3,909,S23 AMNESTY* 0 0 0 0 0 0 0 171,192 22,124 0 0 0 $ 193,316 * INCLUDED ABOVE PAYMENT COUNTS T'DS DEPOSITS 2,384 2,646 2,044 2,077 1,950 1,618 1,622 2,S90 2,139 1,762 1,886 1,826 24,544 DMV 669 567 745 630 S80 557 623 692 670 647 533 578 7,491 IVR CC 548 S54 504 512 483 4013 375 839 470 507 495 406 6,096 WEB CC 1,905 1,954 1,663 1,788 1,772 1,316 1,455 3,076 1,322 1,637 1,893 1,687 21,968 OTHER 0 1 1 0 2 2 0 2 0 0 1 0 9 CASHIER 241 316 252 261 205 222 229 612 521 273 219 243 3,594 FTB 0 29 0 0 0 20 60 0 560 85 149 55 958 ____________ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ ---------- TOTAL 5,747 6,067 5,209 5,268 4,992 4,139 4,364 7,811 6,182 4,911 S,176 4,795 64,660 NSF CHECKS 7 8 5 3 5 0 7 6 12 8 6 1 68 REFUNDS 29 26 23 14 15 20 18 12 25 27 18 8 235 ---------- ------- ------- ------- ------- ------ ------- ------- ------- ------- ------- ------ ------ --------- NET REVENUE 5,711 6,033 5,181 S,251 4,972 4,118 4,339 7,793 6,145 4,876 5,152 4,786 64,357 ICS* 74 62 74 SB 60 50 58 1,157 238 80 77 58 2,046 FTB NOTICE- 0 0 0 71 90 32 14 0 0 0 0 0 207 CITATION* 5,673 6,005 5,135 5,139 4,842 4,056 4,292 6,654 5,944 4,831 5,099 4,737 62,407 ------'---- ------ ------- ------- ------- ------- ------- ------ ------- ------- --`--- ------- '----- -'------ TOTAL* 5,747 6,067 5,209 5,268 4,992 4,138 4,364 7,811 6,182 4,911 5,176 4,795 64,660 AMNESTY* 0 0 0 0 0 0 0 3,303 415 0 0 0 3,718 * INCLUDED ABOVE PROPRIETARY&CONFIDENTIAL Daily Shift Summary: Daily reports are automatically emaded to selected staff. Custom reports can be created to meet your agency's specific needs for temporary statistics or ongoing: Gaily Shift Summary From October 7, 2014 - October 7, 2014 vil Tuesday A PA5 50 0 ? 0 48 4l 601 VIEW 2014-10-07 G Ir"•'% k^'"" ofq 26 3 1 C 0 26 53031+ PA2 31 6 G 1 1 29 S918 PAID 3£ 0 G 2 C 36 51 219 c' r� "_ Pals 27 0 1 1 ¢ 26 S1157 �? PAS 67 0 0 0 0 E7 S5,611 PA1 48 0 1 C C 48 51,839 mom a €t PROPRIETARY&CONFIDENTIAL tv -%r---A-r-At 0 a N- Item 8. - 149 xB -252- 11111-0111 2MUMMENEEM ANAHEIM RFP#8300 EXHIBIT B Multiple Citation Detail (Scofflaw): This report lists location details by plate to help you find those scofflaw vehicles with 5 or more delinquent citations. They often park in the same location. Scofflaw information is sent to ticketPRO handhelds to alert officers when a scofflaw is cited. CULVER CIT^_ CITATION COLLECTION SYSTEM FUN ON 1 0 122/2 01-s M U L T P L E C I T A T S O N D E T A I L # 5+ } PAGE 3 (AT LEAST 1 SINCE 10/22/2012) ISSUE '0-AL DISP NOTE LIC 0 ST MAK CLR YEAR NAME L ADDRESS ZIP CIT # DATE TIME DUE CODE 5.-?T VIOLATION LOCATION 6FF.BO25 CA RON GRY 081- BONNER 903022 '°101643-s 02J07/13 09 37 73 00 CD Y 5204 XF 6605 GPERN VALLE 205 E PLYMOUTH 12 72013392 02/O5/13 11 03 123 DO OD Y 7032215E 6275 CANTERBURY OR INGLEWOOD 30024753 02104/13 09 11 73 00 OD Y 5204 6275 CANTERBORY DR 7D024646 01129/13 10 54 73 00 OD Y 5204 XF 6625 GREEN VALLE CP- 2689 01/22/13 OS 02 73 DO CD Y S204A 6415 GREEN VALLEY C -4019914 01f22f13 22 37 73 OD OD Y 5204 BLI. 590O GREEN VALL '0 024 420 01/2U/13 C9 1S 73 00 OD Y 5204 6415 .3TtEEM VALLEY C C,00INED IOTA'- 561 00 6HHHOE2 CA FOR GRN 091L 1ST DISTRIBUTING INC 50501 70025473 04+14/13 12 00 73 00 OD 2 5204 HERBERT ST 1451 W 218TH ST CP-13663 03/13 j13 02 27 73 00 JD Y 5204A HEREEPT ST NORTH CU TORRANCE 72614023 03/1:f 13 09 36 123 00 C;D Y 703315E 4068 COOL!DGE AV e0009313 03/08/13 11 19 123 00 OD Y 703040 4068 COOL_DGE AV 60D09319 03/08/13 -1 33 73 DO OD Y 5204 4066 COOLIDGE AV COINED TOTAL 465 00 B3413M IN TOY ONE OSIZ SIMONEAUX LANDFY 36221 720I2_06 12/13/12 12 02 135 00 IC Y 703525 XF 11938 WASHINGTON 88 SNOW RD "B010951 11/05/12 09 57 145 00 IC Y '303215E 119IS ATLANTIC AV BIG SANDY 72011528 10{01/22 21 39 145 00 IC 1 703215E XF i1354 STEVENS AV 'TI014E11 O8j31f i:. 08 52 1§5 00 IC Y 703225E 1i354 STEVENS AV "1024468 08>'08f12 19 SO i45 0O IC Y 'C330E 4i14 ALBR uHT AV COMBINED TOTAL 715 00 BSE6681 MI CHE ELK 1272 MCG'aE GLEN A 90025 '4020146 03/01/13 12 02 135 00 IC Y 703525 BUT, 102OO CULVER BL 1675 FEDERAL ATE APT SA 72013720 02/22/13 20 SI 135 DO IC Y 7C3525 10201 CULVER BLVD LOS ANGELES 79004450 02/06/13 27 14 135 DO IC 1 703625 XF 10242 CULVER BLV '9004318 01/31/13 12 09 13S 00 IC Y 703525 10202 CULVER BLVD 72012912 01/11/13 17 02 135 00 It Y 703525 106"0 CULVER BLVD 72015976 12114/12 16 39 135 00 IC Y 703525 9900 CULLER BLVD COINED TOTAL 810 00 BSE4299 GA MBZ SIL 1012 HOWE BENJAMIN J 3D022 70024479 01/22/13 10 10 14S 00 IC Y 703215E 3927 VAN BUREN PL 3270 JONNS BRIDGE ROAD '4019826 01116/13 10 19 -45 00 IC Y 703225E 3926 VAN BUREN PL JOHNS CRPES 74019766 01/14/13 13 22 45 00 IC Y 7£3040 3950 VAN BUREN PL 74019600 01/08/13 )0 11 145 00 IC Y 703215E XF 3944 VAN BUREN P 78011633 12/13/12 21 3-714S 00 Ic Y 702040 ELK 3900 VAN SURE. COMBINED TOTAL 725 00 19 LICENSES 103 CITATIONS TOTAL DUE 10'sel 00 END OF REPORT PROPRIETARY&CONFIDENTIAL Allocation of Parking Penalties: Monthly report of State and Courthouse Surcharges to be paid to the Count- ALLOCATION OF PARKING PENALTIES Bate 08/02/2013 Issuing Agency E=INGTON BEACH Processing Agency BSINTINGTON BEACH For Funds Collected for the Month of JULY 2013 number of Parking violations collected 6,120 a County - Parking Assessment 6120 Q 2 00 $ 12,240 00 (1U0-017-U81-55OO-6520-806S-BCAPYSED) {GC 760O0(c)) b County - Courthouse Construction Fund 6120 0 1 SO $ 9,IE0 00 (105-017-105-SSOO-6S20-B-•+-BCAPNESO) {GC 76100, GC 7600 0(b)) c County - Criminal Justice Facilities Construction Fund 6120 s 1 50 $ 9,I60 00 (104-017-104-SSOU-6S20-B----BCAPNSSO) (GC 76201, GC 760OO(b)) d State - immediate s Critical Needs construction Fund 6120 0 3 00 $ 18 360 00 (355-003-355-1001-9200-1401) {GC 70372{b), issued on/after 1/1/20091 e State - Court Facilities Construction Fund 6120 W 1 SO $ 9,180 00 (355-003-355-1001-9200-14Oo) {GC 70372(b), issued on/after I/l/2009) f State - Trial Court Trust Fund 6102 w 3 00 $ 18 306 00 (355-003-355-1O01-9200-1403) (GC 76000 3, issued on/after 12/'7/2010) g EgLipment and Registration Violations $ 3,363 00 #355-003-3S5-1001-9200) {CVC S 40225, W So* of fees collected) TOTAL PENALTY ASSESSMENTS THIS MONTH $ 79,809 00 (a - g) Prepared by Phone signature Date Email Mail check and form to ORANGE COUNTY TREASURER-TAX COLLECTOR, REVENUE F,ECOVERY/ACCOUNTS RECEIVABLE UNIT P O BOX 4005, SANTA ANA CA 927U2-4005 Pursuant to Section 4020C 4 of the California lvehicle Cede the processing agency shall deposit with the county treasurer all sums nue the county as the result of processing a parking citation not later than 45 days after the last day of the month in which the parking penalty was received PROPRIETARY&CONFIDENTIAL A d^A s A'T-I£ Jim V xB -253- Item 8. - 150 . -E= ANAHEIM RFP#8300 EXHIBIT B Administrative Adjudication Summary: Calendar year statistics showing initial review, hearings and all adjudication letter types mailed. Broken down monthly and includes appeal percentages to citations issued and annual totals. LANCASTER CITATION COLLECTION SYSTEM PAGE 1 AS OF 11/04/2013 ADMINISTRATIVE ADJUDICATION SUMMARY ID ADJF 01l2013 THRU 1212013 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- INITIAL REVIEWS SUBMITTED INITIAL REVIEWS - MAILJCOUNTER 34 26 31 17 16 16 26 17 13 24 2 0 222 INITIAL REVIEWS - ONLINE 33 16 17 24 20 19 37 19 24 31 2 0 242 TOTAL INITIAL REVIEWS SUBMITTED 67 42 48 41 36 35 63 36 37 55 4 0 464 ADMIN HRGS SUBMITTED ADMIN HRGS IN WRITING 1 0 0 7 0 3 0 0 4 1 0 0 16 ADMIN HRGS IN PERSON SCHEDULED 2 0 6 3 0 1 0 6 7 1 0 0 26 TOTAL ADMIN HRGS SUBMITTED 3 0 6 10 0 4 0 6 11 2 0 0 42 ADJUDICATION LETTERS MAILED INITIAL REVIEW LATE LETTERS 3 0 1 1 0 1 0 1 0 1 2 0 10 INITIAL REVIEW NOT LIABLE LETTERS 14 5 5 14 5 10 15 5 5 10 3 0 91 INITIAL REVIEW LIABLE LETTERS 58 46 34 42 14 33 57 24 37 31 20 0 396 TOTAL INITIAL REVIEW LETTERS MAILED 75 51 40 57 19 44 72 30 42 42 25 0 497 ADMIN HRG NOTIFICATION LETTERS 2 6 3 0 1 0 0 13 1 0 0 0 26 ADMIN HRG LATE LETTERS 0 1 0 1 1 0 0 1 1 0 0 0 5 ADMIN HRG IN PERSON NOT LIABLE LETTERS 1 0 0 2 0 1 0 0 3 0 0 0 7 ADMIN HRG IN PERSON LIABLE LETTERS 0 0 0 1 0 0 0 0 6 0 0 0 7 ADMIN HRG FAILURE TO APPEAR LETTERS 1 0 0 6 0 0 0 0 4 0 1 0 12 ADMIN HRG IN WRITING NOT LIABLE LTRS 0 0 0 1 0 0 0 0 0 0 0 0 1 ADMIN HRG IN WRITING LIABLE LETTERS 1 0 0 6 0 3 0 0 4 0 1 0 15 TOTAL ADMIN HRG LETTERS MAILED 3 1 0 17 1 4 0 1 18 0 2 0 47 TOTAL ADJUDICATION LETTERS MAILED 80 58 43 74 21 48 72 44 61 42 27 0 570 CITATIONS RECEIVED 1,772 1,272 1,603 1,478 1,701 1,897 1,718 1,693 1,593 1,478 132 0 16,327 APPEALS 4 3.78 3 30 2.99 2.77 2 12 1 85 3 67 2 13 2 34 3 72 3.03 0.00 2.84 PROPRIETARY&CONFIDENTIAL Item 8. - 151 HB -254- om ANAHEIM RFP#8300 EXHIBITS] Report Charting: Revenue and Citation analytics can be produced on an automatic daily weekly or monthly scheduled to designated staff: 7, Revenue Distribution Percentage-2013 ft4wenue Colt&tisd By Month-2013 j ` SM T.W e WES CREDIT CARD PAYMTS o 114, TURBO DEPOSITS 32n 3345,095 W2 ]Feb $266=9 OTHER PAYMENTS onMar $261,742 8,?63 IVR CREDIT CARD PAYWF5 I may S218,562 3un 3264,691 FRANCHISE TAX BOARD PMT $28%2" 1� =Aug S2",4!p 0MV PAYMENTS =Sep We Jw- 100c= Dec ic—, $500000- 11111011 Jan $30000- SIM Jan M Feb PW---Feb $400,000- SIM EM mat $25,000- EM mat Apr SIM Apt no may W MAY IM1111 Jun $20,000- =Jun $300000- —1-- ita Jul I=Aug EM Aug ME Sep UM Sep $200000- 0111111111 00 EM Oct EVU Nov $10,000 kov Dec 0=Dec CITA710N* NON-CA' PROPRIETARY&CONFIDENTIAL F+vre r A-r-A MWEEMENNIM HB -255- Item 8. - 152 BAFO [Bid Results Price Sheet(revised 10-02-14)] for Anaheim RFP #8300 Awarded proposer's Price Sheet, as accepted by City, will be Incorporated as part of Exhibit B Turbo Data Systems, Inc. LN QTY UNIT • COSTS 1 1 LOT INTERNET FEE(One-Time,Set-Up Charge) $0.00 $0.00 2 1 LOT DATA CONVERSION(One-Time,Set-Up Charge) $0.00 $0 00 3 24 EA SOFTWARE LICENSES FOR LAPTOPS $25.00 $600 4 1 LOT Other costs- $0.00 1 $0.00 A 1 LOT ADD ABOVE LINES for One-time Costs $600 LN QTY UNIT ONGOING COSTS 5 12 MO HANDHELD CITATION WRITING UNITS(32 units) $2,000 $24,000* 6 12 MO HANDHELD CITATION PRINTING UNITS(32 units)(MF2Te 2 25"printer) $2,000 $24,000* 7 80,000 EA CITATION ISSUED-AUTOMATED $0.40 $32,000 8 25,000 EA CITATION ISSUED-MANUAL(HANDWRITTEN) $0.40 $10,000 9 105,000 EA PAYMENT PROCESSING-PARKING CITATION $0.00 $0 00 10 65,000 EA DELINQUENT NOTICE MAILED regular $0.85 $55,250 11 33,000 EA DELINQUENT NOTICE MAILED final $0 85 $28,050 12 21,000 EA DMV HOLDS $0 00 $0.00 13 24,000 EA DMV RELEASES $0.00 $0.00 14 OUT-OF-STATE PROCESSING FEES-enter the%amount in the $60,000 $18,000 30 % QTY,multiply it by the set UNIT PRICE(est annual amount for 1000 citations)and enter the total anticipated fee in the EXT PRICE 15 ONLINE PAYMENT PROCESSING FEES (over standard card $715,000 $10,725 15 % interchange rates)enter the%amount in the QTY,multiply it by the set UNIT PRICE(est annual revenue for 15,000 citations)and enter the total anticipated fee in the EXT PRICE 16 DELINQUENT COLLECTIONS enter the%amount in the QTY, $100,000 $30,000 30 % multiply it by the set UNIT PRICE(est annual collection revenue is unknown)and enter the total anticipated fee in the EXT PRICE 17 10,000 EA FTB Processing and Collections $2.50 $25,000 18 25,000 EA Citations Printed Handwritten(per Sec Q 1,provided by City) N/A N/A 49 2989 RL see Added Costs Line 24) See Cost Line 37 See Cost Line 37 20 80 HR Labor Customization for Printed Material changes $0.00 $0 00 21 100 HR Labor Customization for Website changes $0.00 $0.00 22 As-needed EA Letters Misc, Review Or Hearing Dispositions $0.85 As-needed 23 1 D Other costs required costs (list on separate sheet) $28,870 B 1 LOT ADD ABOVE LINES for Ongoing Costs $285,895 C 1 LOT TOTAL PROPOSED COSTS(ADD ABOVE LINES A&B) $286,495 List any recommended optional services or items on separate sheets Item 8. - 153 xB -256- BAFO [Bid Results Price Sheet(revised 10-02-14)] for Anaheim RFP #8300 Turbo Data Systems, Inc LN QTY UNIT ADDITIONALREQUIRED COSTS UNIT PRICE EXT.PRICE 24 TBD EA Paperless Appeals wleAppealsPRO $1.50 TBD 25 15 % FTB Payment Collection Fee(Percentage is charged only to the TBD TBD dollar amounts collected) 27 12 MO HANDHELD SOFTWARE Support&Maintenance $800 $9,600* 28 12 MO Managed 4G Data Plan(32 units) $960 $11,520* 36 100,000 EA Envelopes 6 75"x3.625"White—Other styles available $0.0325 $3,250* 37 1000 RL Poly-thermal all weather citation roll(100 per roll=100,000 citations) $4.50 $4,500* 38 15 % IVR Information and Credit Card Payments Service (same as line 15) TBD TBD D 1 LOT ADD ABOVE LINES for Additional Required Costs $28,870 LN QTY UNIT Optional 26 1000 RL Citations Electronic(100 per roll=100,000 citations) $2 50 $2,500 29 12 MO HANDHELD WRITING UNITS OPTION 2.Samsung Galaxy S4 $480 $5,760 Active(Additional monthly fee added to Line 5)(32 units) 30 12 MO HANDHELD WRITING UNITS OPTION 3 Samsung Galaxy S5 $960 $11,520 Active(Additional monthly fee added to Line 5)(32 units) 31 12 MO HANDHELD PRINTING UNITS OPTION 4 Datamax OC3— $960 $11,520 3"Printer(Additional monthly fee added to Line 6)(32 units) 32 12 MO Enhanced Push-to-talk Radio Woptional Desktop Dispatch—(32 units) $320 $3,840 33 12 MO LostiStolen/Damaged RugbyPRO replacement coverage (32 units) $320 $3,840 $100 deductible,2 instances per consecutive 12 month period 34 12 MO Extended&Comprehensive P&L Repair or Replace Printer $480 $5,760 coverage MF2te(32 units)Lost&Stolen printers not covered 35 12 MO Extended&Comprehensive P&L Repair or Replace Printer $752 $9,024 coverage OC3(32 units)Lost&Stolen printers not covered LN QTY UNIT Replacement Units per Addendum 3 UNIT PRICE EXT.PRICE 1 EA Replacement Cost-Rugby PRO(in lieu of line 33) $600 $600* 1 EA Replacement Cost MF2te printer(in lieu of line 34) $750 $750* * Taxable items 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 HB -257- Item 8. - 154 ATTAC H M E N T #4 GL-3c,k 1.,N, I AGREEMENT 2 THIS AGREEMENT, dated for purposes of identification only this day of 3 -Ncv zm&CIZ .2014, is made and entered into by and between the 4 CITY OF ANAHEIM, a municipal corporation, 5 hereinafter referred to as "ANAHEIM," A 6 N D 7 TURBO DATA SYSTEMS. INC., a California corporation, hereinafter referred 8 to as "CONTRACTOR" 9 ANAHEIM and CONTRACTOR are sometimes individually referred to herein as 10 "Party" and collectively as"Parties." 11 WITNESSETH: �i S 12 WHEREAS. ANAHEIM is a municipal corporation duly organized and validly Z 0 il 13 existing under the laws of the State of California with the power to carry on its business as it is �-Uiolem , X WE." it< Z W<�. 14 now being conducted under the statutes of the State of California and the Charter of the City of 0 $A. O'� ;:;� Xo Mqz: �- ;�;Z: 15 Anaheim;and OU.>- W-%-< L- f < W 0 <Z 16 WHEREAS. ANAHEIM desires to engage CONTRACTOR to provide municipal 0 17 parking citation and payment processing services ("Project"), and 18 WHEREAS, CON rRACTOR possesses the skill,experience, ability,back-ground, 19 and knowledge to provide the services for the Project as described in this Agreement;and 20 WHEREAS, ANAHEIM has solicited and received a proposal from 21 CONTRACTOR in response to RFP 118300, has reviewed the previous experience and evaluated 22 the expertise of CONTRACTOR, and desires to retain CONTRACTOR to render services under 23 the terms and conditions set forth in this Agreement 24 NOW, THEREFORE, FOR AND IN CONSIDERATION OF THE MUTUAL 25 PROMISES, COVENANTS AND CONDITIONS HEREIN CONTAINED, THE PARTIES 26 HERETO AGREE AS FOLLOWS 27 28 Item 8. - 155 HB -258- 1 I. SERVICES TO BE PROVIDED BY CONTRACTOR 2 In compliance with all of the terms and conditions of this Agreement. 3 CONTRACTOR shall provide to ANAHEIM all labor, materials, tools, equipment, services, 4 permits, transportation and incidental and customary work necessary to fully and adequately 5 supply the services necessary for the Project ("Services"). The Services are more particularly 6 described in RFP 48300 (on file with the Public Works Department), and CONSULTANT's 7 October 9, 2014 Proposal for Parking Citation Processing Services attached hereto as Exhibit A 8 and incorporated herein by this reference. ANAHEIM may delete certain tasks from the Scope 9 of Services in its sole discretion 10 2. TERM 11 The term of this Agreement shall commence on the date provided in the Notice to 12 Proceed by ANAHIAM, and shall terminate one (1) )ear later, unless terminated earlier as set Z M 0 13 forth herein ("Initial Term"). The term of this Agreement may be extended for up to six (6) <z Q 14 additional one (1) year terms (-Renewal Term"), with the extension to commence 'upon the < 11 2!H U. 0;� CTOR in 0 M":� 15 expiration of the Initial Term or any Renewal Term, if ANAHEIM notifies CONTRA 0 16 writing at least ten(10)days before the end of the Initial Term or any Renewal Term, of its intent LL LL 0 17 to extend this Agreement (hereinafter the phrases -Initial Term" and "Renewal Term," if any, 18 shall be collectivel> referred to as the "Term") 19 3. TIME OF PERFORMANCE 20 3.1 Time is of the essence in the performance of the Agreement and the 21 Services shall be performed to completion in a diligent and timely manner The failure by 22 CONTRACTOR to perform the Services in a diligent and timely manner may result in 23 termination of the Agreement by ANAHEIM. 24 31 2 The time period(s) specified for performance of the Services tendered 25 pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes 26 bevond the control and without the fault or negligence of CONTRACTOR, including, but not 27 restricted to, acts of God or of the public enemy, unusually scNere weather, fires, earthquakes, 28 floods, pestilence. and other natural catastrophes, epidemics, quarantine restrictions. riots, 1-113 -259- Item 8. - 156 I strikes, freight embargoes, wars, litigation, civil disturbance or disobedience, sabotage, 2 government priorities, restraint by court order or public authority and action or non-action by or 3 inability to obtain the necessary authorization or approvals from any governmental agency or 4 authority, and/or acts of any governmental agency, including ANAHEIM, which by the exercise 5 of due diligence such Party could not reasonably have been expected to avoid and which by 6 exercise of due diligence has been unable to overcome, if CONTRACTOR shall within ten (10) 7 days of the commencement of such delay notify the Purchasing Agent in writing of the causes of 8 the delay. The Purchasing Agent shall ascertain the facts and the extent of delay, and may 9 extend the time for performing the Services for the period of the enforced delay if, in the 10 judgment of the Purchasing Agent, such delay is justified. The Purchasing Agent's determination I I shall be final and conclusive upon the Parties to this Agreement. In the event of delay,however 12 caused, CONTRACTOR's sole remedy shall be an extension of the Agreement pursuant to this Z 0: -, 0 5 13 Section and CONTRACTOR shall not be entitled to recover damages against ANAHEIM. W -i._;2 E 14 4. COMPENSATION Z LL 0 4.1 ANAHEIM shall pay CONTRACTOR for the Services rendered pursuant Z ot: �< 0 Z W 16 to this Agreement in accordance with the Price Sheet and October 22, 2014 email discussing the ca UL 0 17 Price Sheet (collectively. the "Price Sheet") attached hereto as Exhibit B and incorporated herein 18 by this reference CONTRACTOR and ANAHEIM agree that no changes to the billing rates set 19 forth in the Price Sheet shall be made during the term of this Agreement without the prior written 20 authorlLation of the Purchasing Agent- ANAHEIM shall only reimburse CONTRACTOR for 21 those costs or expenses specifically approved in this Agreement, I or specifically approved in 22 writing in ads ante by the Purchasing g Agent. 23 4.2 It is understood by and agreed between the parties to this Agreement that 24 full and complete payment for all Services provided in accordance with this Agreement. 25 including. but not limited to. all labor. materials, equipment. permits. transportation. 26 subcontractor fees, and reimbursable items. if any, shall not exceed Tyvo Hundred Eighty Six 27 Thousand Four Hundred Ninety Five Dollars and no'100 ($286.495 00) for the Initial Term, and 28 shall not exceed the prior year's contract amount plus any adjustments for changes in the Item 8. - 157 HB -260- 1 Consumer Price Index as provided for in Section 4 6 of this Agreement for any Renewal I erm 2 The maximum compensation payable under this Agreement shall not exceed Two Million Five .3 Hundred Thousand Dollars($2,500,000.00). 4 4.3 The Purchasing Agent is authorized to approve additional expenditures not 5 to exceed ten percent (10%)of the Contract Amount for Extra Work not included in the Scope of 6 Services, if the Purchasing Agent determines, in his/her sole discretion, (i) additional product or 7 services of a like nature that were not foreseen at the time of the proposal are required by the 8 ANAHEIM, (ii) budget appropriations are available. and (iii) in the professional opinion of the 9 Purchasing Agent, it is in the ANAHEIM's best interest to do SO. 10 01 In no event shall CONTRACTOR render Extra Work beyond the I I scope of this Agreement without the authorization of the Purchasing Agent. 12 .02 All Extra Work approved in writing by the Purchasing Agent shall 0 13 be billed at either the rates set forth in the Price Sheet or at a fixed price, at ANAHEIM's sole C, 14 discretion If billed at a fixed price, CONTRACTOR shall provide ANAHEIM with a general Uj LL 0 15 description of the Extra Work to be performed with a proposed price. At such time as the LL OZ312 , W < - fixed price for the services, and Z 16 Purchasing Agent has approved the Extra Work, has agreed to a f 0 L.L -w 17 has notified CONTRACTOR of such approval and agreement inriting, CONTRACTOR shall 18 perform the Extra Work 19 03 Except for the authority granted the Purchasing Agent as 20 specifically provided in Section 4.3 hereof, no additional Services or Extra Work beyond the 21 scope of this Agreement shall be rendered by CONTRACTOR unless the Extra Work- is first 21 approved by written amendment of this Agreement. 23 04 As used herein, "Extra Work" means any work that is determined 24 by ANAHEIM to be necessar} for the proper completion of the Services, but which is not 25 included within the Scope of Service-, and which the Parties did not reasonably anticipate would 26 be necessary at the execution of this Agreement. 27 44 CONTRACTOR shall submit monthly invoices to ANAHEIM describing 28 the work, performed the preceding month CONTRACTOR's bills shall include a detailed 4 HB -261- Item 8- - 158 I description of the Services performed mid/or the specific task in the Scope of Services to which it 2 relates, the date the Services were performed, and a description of any reimbursable 3 expenditures. ANAHEIM shall pay CONTRACTOR no later than thirty (30)days after approval 4 of the monthly inxoice. 5 4.5 For any Renewal Term, the Purchasing Agent and CONTRACTOR shall 6 negotiate and agree upon any adjustment to the yearly contract amount and the billing rates set 7 forth in Exhibit B, prior to any Renewal Term. Any modification to the yearly contract amount 8 or the billing rates set forth in the Price Sheet during any Renewal Term shall not exceed the 9 changes in the Consumer Price Index for the twelve (12) calendar months immediately prior to 10 the Effective Date. For example. if the adjustment is to occur effective June 1.2014,the index to I I be used for the numerator is the index for the month of March 2014 and the index to be used for 12 the denominator is the index for the month of March preceding the Effective Date. The 0 e 13 "Consumer Price Index" to be used in such calculation is the Consumer Price Index, All Urban § 14 Consumers (All Items), for the Los Angeles. Anaheim, Riverside, Metropolitan Area. published US LL 0 15 by the United States Department of Labor, Bureau of Labor Statistics(1982 84= 100). 0 Agreement after the LU Z 16 46 The Parties recognize that the continuation of this A, LL U- 0 17 close of any fiscal year of ANAHEIM, which fiscal year ends on June 30 of each year, shall be 18 subject to budget approval providing for or covering such contract items as an expenditure in 19 said budget ANAHEIM does not represent that said budget item will be actually adopted, said 20 determination being the determination of the CitN, Council at the time of the adoption of the 21 budget herein No penalty shall accrue to ANAHEIM in the event this provision shall be 22 exercised. Should termination be accomplished in accordance with this Section, a settlement 23 shall be negotiated b-, the Parties based on items delivered, services provided. monies paid and 24 monies due 25 5. CONTRACTOR PERSONNEL 26 Any personnel or subcontractor. if any, who tail or refuse to perform the Seri ices 27 in a manner acceptable to, ANAHEIM. or who are determined b} ANAELIM, in its sole 28 discretion.to be uncooperative. incompetent,a threat to the adequate or timely completion of the Item 8. - 159 HB -262- I Project. or a threat to the safety of persons or property, shall be promptly removed from the 2 Project by CONTRACTOR at the request of the Contract Administrator or Purchasing Agent 3 CONTRACTOR "arrants that it will continuously furnish the necessary personnel to complete 4 the Services on a timely basis as contemplated by this Agreement, 5 6. ADMINISTRATION 6 The following employees of ANAHEIM shall be authorized to take the following 7 actions pursuant to this Agreement: 8 (1) The Purchasing Agent is authorized to take any and all actions on behalf 9 of ANAHEIM set forth herein and to terminate the Services in accordance with Section 21 of 10 this Agreement 11 (it) Ayumi Takayasu shall be the Contract Administrator. The Contract 12 Administrator is authorized to take those specific actions set forth herein and to review and Z cc �'L 0 5 13 approve all Services performed by CONTRACTOR under this Agreement. The Contract > -'6 14 Administrator shall not be authorized to approve Extra Work. change prices or billing rates, or Z W< in -0�.� 0 15 terminate Services under this Agreement. W!�-,Cc 0 W Z 16 7. STANDARD OF CARE U 0 U- IL 17 7A CONTRACTOR shall perform all Services under this Agreement in a 18 skillful and competent manner. consistent with the standards generally recognized as being 19 employed by professionals in the same discipline in the State of California, CONTRACTOR 20 represents and maintains that it is skilled in the professional calling necessary to perform the 21 Services. CONTRACTOR warrants that all employees and subcontractors, if any, shall have sufficient skill and experience to perform the Services assigned to them By delivery of 2 3 completed work. CONTRACTOR certifies that the work conforms to the requirements of this 24 Agreement; all applicable federal and stale and local laws. 25 7.2 co\,rRACTOR represents and Aarrants to ANAHEIM that it has. shall 26 obtain, and shall keep in full force in effect during the term hereof, at its sole cost and expense, 27 all licenses, permits. qualifications insurance. performance bond, and approvals of whatsoever 28 6 HB -263- Item 8. - 160 I nature that is legally required of CONTRACTOR. CONTRACTOR shall maintain a City of 2 Anaheim business license during the term of this Agreement. 8. FAMILIARITY WITH WORK 4 By executing this Agreement, CONTRACTOR represents and warrants that 5 CONTRACTOR- (i) has thoroughly investigated and considered the Services to be performed, 6 (ii)has carefully considered how the Services should be provided; and (iii) fully understands the 7 facilities, difficulties and restrictions attending the provision of the Services under this 8 Agreement. Should CONTRACTOR discover any latent or unknown conditions materially 9 differing from those inherent in the provision of such Services or as represented by ANAHEIM, 10 CONTRACTOR shall immediately inform ANAHEIM of such fact and shall not perform any 11 Extra Work without the approval of the Purchasing Agent and written amendment of this z12 Agreement. W 0 -Y 9. INDEPENDENT CONTRACTOR <UJ 0 d herein, ANAI IEIM, nor any of its ro 14 91 Except as expressly provide eydti 0LL 15 employ ees, shall have any control over the manner, mode or means by which CONTRACTOR, z 13 << W 16 its agents or employees, perform the services required herein. Except as expressly provided 0 0 U. U. 0 17 herein, ANAHEIM shall have no voice in the selection, discharge, supervision or control of 18 CONTRACTOR's employees. servants, representatives or agents. or in fixing their number,th um ,,19 compensation or hours of ser-v ice. CONTRACTOR shall perform all services required herein as 20 an independent contractor of ANAHEIM and shall remain at all times as to ANAHEIM a wholly 21 independent contractor with only such obligations as are consistent `vltb that role 22 CONTRACTOR shall not at any time or in any manner represent that it or any of its agents or 23 employees are agents or employees of ANAHI-.IM. ANA14EIM shall not in any way or for any 24 purpose become or be deemed to be a partner of CONTRACTOR in its business or other-wise or 25 a joint venturer or a member of any joint enterprise with CONTRACTOR 26 92 In consideration for the compensation paid to CONTRACTOR by 27 ANAHFIM, CON FRACTOR agrees that ANAHEIM shall not be liable or responsible for any 28 benefits, including, but not limited to. worker's, compensation, disability, retirement, life. Item 8. - 161 HB -264- I unemployment. health or any other benefits and CONTRACTOR agrees that it shall not sue or 2 file a claim, petition or application therefor against ANAHEIM or any of its officers, employees. 3 agents,representatives or sureties 4 10. INSURANCE 5 101 Without limiting ANAHEIM's right to indemnification, it is agreed that 6 CONTRACTOR shall secure, prior to commencing any activities under this Agreement, and 7 maintain, during the term of this Agreement, insurance coverage as fohovys: 8 .01 Workers' Compensation Insurance as required by California 9 statutes and Employers Liability in an amount not less than $1.000,000 per occurrence. 10 .02 Commercial General Liability Insurance, including coverage for I I Premises and Operations, Contractual Liability, Personal Injury Liability, Products/Completed 12 Operations Liability. and Independent Contractor's Liability, in an amount not less than 0 Z, 13 $1,000,000 per occurrence. $2,000,000 annual aggregate, written on an occurrence form. Such r-9 � <Ujoc, 3: 10 14 insurance shall be written on a primary basis (i.e., without a self-insured retention), but may *U�, Lq UJ LL 0 15 include a deductible of not more than $5,000 per occurrence, provided that such deductible is LL 0 U, z 16 disclosed to ANAHEIM, in writing, at the inception of this Agreement. IL U. 17 03 Comprehensive Automobile Liability Coverage including — as IS applicable — owned non-owned and hired autos, in an amount not less than One Million Dollars 19 ($1,000.000) per occurrence, combined single limit 20 10.2 Lach insurance policy required by this Agreement shall contain the 21 following clause or shall otherwise provide for the following conditions "Thus insurance shall 22 not be cancelled, or limited in scope or coverage, until after thirty (30) days prior written notice 23 has been given to the City Clerk. City of Anaheim.200 S. Anaheim Blvd., Anaheim, CA 92805, 24 except in the event of cancellation for non-payment of premium which shall provide for not Jess 25 than ten (10) days notice- 26 103 Each insurance policy required by this Agreement, except policies for 27 Workers' Compensation, shall contain the followinc..., clauses or shall othenAise provide for the 28 following conditions: 8 HB -265- Item 8. - 162 1 .01 "it is agreed that any insurance maintained by CONTRACTOR 2 pursuant to this Agreement shall be primary to, and not contribute with, any insurance or self- 3 insurance maintained by the City of Anaheim." 4 .02 "The City of Anaheim, its officers, agents, employees. 5 representatives and ANAHEIM-designated volunteers are added as additional insureds as 6 respects the acts, omissions, operations, and activities of, or on behalf of, the named insured, in 7 regard to products supplied, or work or services performed for, or related to, the City of 8 Anaheim" 9 10.4 Prior to commencing any work under this Agreement, CONTRACTOR 10 shall deliver to ANAHEIM insurance certificates confirming the existence of the insurance I I required under this Agreement, including the applicable clauses and/or provisions referenced W 12 above. Also, within thirty (30) days of the execution date of this Agreement, CONTRACTOR 0 13 shall provide ANAHEIM: (i) endorsement-,to the insurance policies which add to these policies Mir 14 the applicable clauses referenced above; or (ii) in lieu of said endorsements, documentation C) C3 15 acceptable to ANAHEIM evidencing that the coverage, terms, and conditions set forth in the 0 16 above-referenced clauses are otherwise provided for in said insurance policies. Said U. U_ N 17 endorsements shall be signed by an authorized representative of the insurance company and shall 0 18 include the signatory's company affiliation and title Should it be deemed necessary by 19 ANAHEIM, it shall be CONTRACTOR's responsibility to see that ANAHEIM receives 20 documentation acceptable to ANAHEIM which sustains that the individual signing said 21 endorsements is indeed authorized to do so by the insurance company. Insurance required 22 hereunder shall be placed with insurers. (i) admitted to NNTite insurance in California and (ii) 23 possessin otherwise acce ptable e I ANAHEIM, ge an A M. Best rating of A VII or higher, or(iii) oth s ace b e to 24 with prior written pennission from ANAHEIM In the event that a claim Or other legal action is 25 filed against ANAHEIM, and if ANAHEIM, in its good faith opinion, believes it may have 26 coverage under any of the insurance required herein, then ANAHEIM has the right to demand, 27 and to receive within a reasonable time period. copies of the insurance policies related to such 28 required insurance,pro-,ided, however. that this provision shall not apply if the parties agree that 9 Item 8. - 163 HB -266- I CONTRACTOR shall fully defend, hold hanriless, and indemnify ANAHEIM against any such 2 claim or other legal action 3 10 5 In addition to other remedies ANAHEIM may have if CONTRACTOR 4 fails to provide or maintain any insurance policies or policy endorsements to the extent and 5 within the time herein required, ANAHEIM may, at its sole option: 6 .01 Order CONTRACTOR to stop work under this Agreement and/or 7 withhold any payment(s) which become due to CONTRACTOR hereunder until 8 CONTRACTOR demonstrates compliance with the requirements hereof;or 9 .02 Terminate this Agreement. 10 Exercise of any of the above remedies, however, is an alternative to other remedies ANAHEIM I I may have and is not the exclusive remedy for CONTRACTOR's failure to maintain insurance or 12 secure appropriate endorsements. 0 5 13 10.6 Nothing contained in this Insurance Section shall be construed as limiting L_ 14 in any way the extent to which CONTRACTOR may be held responsible for payments of L) 5-4� Ui O tL O.-�W�-_ = W " �--,-;� 15 damages to persons or property resulting from CONTRACTOR's, (or CONTRACTOR's < U_ W 0 ,z 1 z LU 16 contractors/subcontractor, if any)performance of the work covered under this Agreement. U. U. 0 17 It. INDEMNIFICATION 18 11 1 To the fullest extent permitted by law, CONTF-ACTOR agrees to 19 indemnjfy, defend (at ANAHEIM's option). and hold harmless ANAHEIM, its officials.officers, 20 employees, agents, and representati-ves from and against any and all claims, losses, damages, 21 defense costs, or liability, of any kind or nature (collectively referred to hereinafter as -Claims"). 22 arising out of or in connection with CONTRACTOR's for CONTRACTOR's contractors' or _3 n, mance or failure to perform, (iii) , subcontractors , if any) (i) acts, errors. or omissions, (ii) perfor 24 goods or semices provided,or(iv) work performed by. or on behalf of,CON FRACTOR.relative 25 to this Agreement- except for those Claims which arise out of the sole negligence or willful 26 misconduct of ANAHEIM 27 112 The obligations set forth in Section 11 1: (i) shall be in effect without 28 regard to whether or not ANAHEIM. CONJ RACTOR- or any other person maintains, or fails to 10 HB -267- Item 8. - 164 I maintain, insurance coverage, I ,c, or a self-insurance program, for any such Claims, and (ii) shall 2 survive the termination of this Agreement. 3 12. PERFORMANCE OF SERVICES 4 121 CONTRACTOR is responsible for keeping the Contract Administrator 5 and/or his/her duly authorized designee informed on a regular basis regarding the status and 6 progress of the Services, activities performed and planned, and any meetings that have been 7 scheduled or are desired 8 12.2 CONTRACTOR agrees to work closely and cooperate fully with 9 ANAHEIM'S' designated Contract Administrator and any other agencies that may have 10 J Z-1 urisdiction or interest in the work to be performed. ANAHEIM agrees to cooperate with the I I CONTRAC'l OR on the Project 12 12 33 Concurrently with execution of this Agreement, CONTRACTOR shall Z cr '- 0 13 deliver to ANAHEIM a performance bond in an amount equal to one hundred percent (100%)of < 14 the initial Contract Amount The bond shall contain the original notarized signature of an Z 6 IL 0 0 15 authorized officer of the surety and affixed thereto shall be a certified and current copy of his 05 16 power of attorney The bond shall be unconditional and remain in force during the Initial Tenn Z 0 U. U. N 17 of the Agreement and shall be null and void only if the CONTRACTOR promptly and fait full. 18 performs all terms and conditions of this Agreement. For any Renewal Tenn, the amount of the 19 performance bond shall be reduced to twenty-five percent (25%) of the adjusted Contract 20 Amount 21 13. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS 22 The Parties recognize that a substantial inducement to ANA14EIM for entering 23 into this Agreement is the professional reputation, experience and competence of 24 CONTRACTOR Neither the whole nor any interest in, nor any of the rights or privileges 25 granted under this Agreement shall be assigned, transferred or encumbered in any way vothout 26 the prior written consent of ANA14EIM Any such purported assignment,transfer, encumbrance. 217 pledge. subuse, or permission given without such consent shall be void as to ANAIJEIM. If 28 ANAHEIM approves an assignment or transfer. this Agreement and the covenants and II Item 8. - 165 1-113 -268- I conditions contained herein shall be binding upon and inure to the benefit of and shall apply to 2 the permitted successors and assigns of CONTRACTOR. 3 14. SUBCONTRACTING 4 Except for those subcontractors set forth in the Scope of Services, if any, 5 CONTRACTOR shall not subcontract any portion of the work to be performed under this 6 Agreement without the prior written authorization of the Contract Administrator or Purchasing 7 Agent. CONTRACTOR shall be fully responsible to ANAHEIM for all acts and omissions of 8 any approved subcontractor. Nothing in this Agreement shall create any contractual relationship 9 between ANAHEIM and subcontractor nor shall it create any obligation on the part of 10 ANAHEIM to pay or to see to the payment of any monies due to any such subcontractor other I I than as otherwise required by law ANIAHEIM is an intended beneficiary of any work performed 12 by an) subcontractor for purposes of establishing a duty of care between the subcontractor and Z X '- 5 13 ANAHEIM pursuant to this Agreement UZ .<-n 14 15. RECORDS X 0 15 CONTRACTOR shall keep records and invoices in connection with the work to 16 be performed under this Agreement. CONTRACTOR shall maintain complete and ace rate U. U. 0 17 records with respect to the costs incurred under this Agreement and any services, expenditures 18 and di,;bursements charged to ANAHEIM. for a minimum period of three (3) years, or for any 19 longer e period required b3 law, from the date of filial payment to CONTRACTOR under this 20 Agreement All such record, and invoices shall be clearly identifiable, CONTRACTOR shall 21 allow a representative of ANABEIM to examine, audit and make transcripts or copies of such 22 records and any other documents created pursuant to this Agreement during regular business 23 hours. CONTRACTOR shall allo-v inspection of all -,Nork-, data, documents- proceedings and 24 activities related to the Agreement for a period of three (3) years from the date of filial payment 25 to CONTRACTOR under this Agreement 26 16. WITHHOLDINGS 27 ANAHEIM may withhold payment to CONTRACTOR of any disputed surns 28 witil satisfaction of the dispute with reSDe-11 to such payment Such withholding shall not be 12 HB -269- Item 8. - 1661 I deemed to constitute a failure to pay according to the terms of this Agreement. CONTRACTOR 2 shalI not discontinue work as a result of such withholding. CONTRAC I`OR shall have an 3 immediate right to appeal to the City Manager with respect to such disputed sums. 4 CONTRACTOR shall be entitled to receive interest on any withheld sums at the rate of return 5 that ANAHEIM earned on its investments during the time period, from the date of withholding 6 of any amounts found to have been improperly withheld. 7 17. CONFIDENTIALITY All documents, including drafts, preliminary drawings or plans, notes, ideas and 9 communications that result from the Services provided under this Agreement, shall be kept 10 confidential by CONTRAC I`OR unless ANAHEIM authorizes, in writing, the release of said 1 i information F 12 18. ANAHE M'S RIGHT TO EMPLOY OTHER CONTRACTORS z 13 CONTR.AC,fOR acknowledges and agrees that this Agreement and the provision � MOE �. I4 of services hereunder are nonexclusive and that ANAHEIM may enter into similar agreements UJ LL ca w v r=- o 15 with other entities for the provision of similar services. LL 16 19. CONFLICTS OF INTEREST 2 17 19.1 The CONTRACTOR or its employees may be subject to the provisions of Ifs the California Political Reform Act of 1974 (the "Act"), which- (1) requires such persons to I() disclose any financial interest that may foreseeably be materially affected by the work.perf€irmed 20 under this Agreement; and (2) prohibits such persons from making. or participating in making. 21 decisions that will foresecably financially affect such interest 22 19 2 If subject to the Act, CONTRACTOR shall conform to all requirements of 23 the Act Failure to do so constitute, a material breach and is grounds for immediate termination 24 of this Agreement by ANAHEIM CONTRACTOR shall indemnify and hold harmless 25 ANAHEIM for any and all claims for damages resulting from CONTRACTOR's violation of 26 this Section. 27 28 Item 8. - 167 HB -270- I 20. NOTICE 2 All notices, demands or other writings to be made, given or sent hereunder. or 3 which may be so given or made or sent by either ANAHEIM or CONTRACTOR to the other 4 shall be deemed to have been given when to writing and personally delivered or if mailed can the 5 third (3rd) day after being deposited in the United States mail, certified or registered, postage 6 prepaid, and addressed to the respective Parties at the fallowing addresses: 7 If to ANAHEIM: Cite Clerk City of Anaheim 8 200 S Anaheim Boulevard. 2nd Floor Anaheim, California 92805 9 FAX No. (714) 765-4105 10 With copies to- Ayumi Takayasu Streets and Sanitation Manager I 1 City of Anaheim 400 F Vermont Avenue 12 Anaheim, CA 92805 0: - FAX No. (714)765- 842 _ 13 ' � To Cf?TslT4CTC1R. Turbo Data Systems. Inc. zw zwc �, 14 18302 Irvine Blvd,, Suite 200 w W 6 Z,- Tustin, CA 92780 3:0 M E"q� 15 Attention: Roberta Rosen LL tIle"1 't�tr �flata c���r ca 16 0 17 21. ENFORCENIIENT OF AGREEMENT ENT 18 21.1 Events of Default 19 01 For purposes of this :section 21, the word "Default" shall meati,the 20 failure of CONTRACTOR to perform any of CONTRACTOR.'s duties or obligations or the 21 breach br C ONTILACT >R of any of the terns and conditions set forth in this Agreement. In 22 addition. CONTRACTOR shall be deemed to be in Default upon CO TR ACTOR's (i) 23 application for, consent to, or suffering of:the appointment of a receiver, trustee or liquidator for 24 all or a substantial portion (if its assets. (ii) making a general assignment for the benefit o 25, creditors. (jii) being adjudged bankrupt, (iv) filing, a voluntary petition or suffering an 26 involuntary petition under any bankruptcN. arrangement, reorganization or imsolvency° lave 27 (unless in the case of an involuntary petition, the same is dismissed within thirty (304 days of 28 such filing). or (v) suffering or permitting to continue unstayed and in effect for fifteen (15) :4 = HB -271- Item 8. - 168 I consecuti,-c days any attachment, Icvy, execution or seizure of all or a substantial portion of 2 CONTRACTOR's assets or of CONTRACTOWs interests hereunder. .02 A.NAHEIM shall not be deemed to be in Default to the performance of 4 any obligation rewired to be perforated by ANAHEIM hereunder unless and. until ANAHEIiM 5 has failed to perform such obligation for a period of thirty (30) days after receipt of written notice from CONTRACTOR specifying in reasonable detail the nature and extent of any such 7 failure, provided, however, that if the nature of ANAHEIM's obligation is such that more than thirty (30) days are required for its performance, them ANAHETIN4 shall not be deemed to be in 13 Default if.ANAHEIM shall commence to cure such performance within such thirty (3 ) day 10 period and thereafter diligently prosecute the same to completion. 11 21 2 Immediate Termination for CONT C`I OR's Default. In the event of any 12 Default by CON I RAC FOR_ ANAHEIM may, immediately terminate this Agreement. Such 13 termination shall be effective immediately upon: receipt by CONTI CTOR of written notice +'- 14 from ANAHEIi°.fl In such event, CONTRACTOR shall have no furthc r rights hereunder, and 15 AN AHEIM shall have all other rights and remedies as provided by law. ° a- u— 16 21.3 Termination Without Cause. ANAHEI 1 may terminate this Agreement at c� 0 17 any time -vvithout the necessity of cause car Default by giving seven (7) days notice in writing to 18 CONTRACTOR, In such eN ent, the Parties shall have no further rights hereunder, except that 19 CONTRACTOR shall be paid for all services adequatel} rendered prior to such termination. 20 CONTRACTOR may not terminate this Agreement except for cause. 21 22. CO'.NlPLIANICE NVITH ALL LAWS S 22 CONTRACTOR shall at its own cost and expense comply with all statutes, 23 ordinances. regulations and requirements of all govemmental entities, including federal. state, 24 county or municipal. whether nox% in force or hereinafter enacted. In addition. all -word prepared 25 by C ON'TRACTOR shall conform to applicable local, county. state and federal laws. rules. 26 regulations and permit requirements and be sut1ject to approval of the Contract Administrator. 27 28 Item 8. - 169 HB -272- 1 23. WAIVER 2 A waiNer by either Party of any breach, of any term. covenant or condition 3 contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any 4 other term. covenant or condition contained herein,Nvbetber of the same(it a difkrent character. 5 6 24. INTEGRATED CONTRACT 7 This Agreement and the exhibits hereto contain the entire atreemenl of 8 Ai AHEIM and CONTRACTOR with respect to the matters covered hereby, and no agreement,, 9 statement or promise made by either ANA14EIM or CO'NFRACTOR NNIiicb is not contained 10 herein. shall be valid or binding. No prior agreement- understanding or representation pertaining I I to any such matter shall be effective for any purpose. z W CONFLICT`12 25. CONFLIC OR INCONSISTENCIES X - 5 X 13 In the event there are any conflicts or inconsistencies between this Agreement and LU > 2 14 the Exhibits or anv other attachments attached hereto,the terms of this Agreement shall govern. Z t" LL 15 26. INTERPRETATION < wd :z 16 Each Party acknowledges that he/She/it has had the benefit of advice of competent LL W 17 legal counsel 'with respect to its decision to enter this Agreement The provisions of this 18 Agreement shall be interpreted to giN e effeel to their fair meaning and shall be construed as 19 prepared by both Parties. N) 27. AMENDMENTS 21 This Agreement may be modified or amended only bN, a written document 22 executed b)< both CONTRACTOR and Purchasing Agent and approNed as to forn-1 by the City 23 AtlorneN 24 28. SEVERABILITY 25 If any term or provision of this Agreement or the application thereof to any person 26 or circurnstance shall, to and extent. be held invalid or unenforceable. the remainder of this 27 Agreement, or the application of its terms and provisions to persons and circ uin stances other 28 than those to which it has been held invalid or unenforceable shall not be affected thereby, and 16 HB -273- Item 8. - 170 I each term and provision of this Agreement shall be valid and enforceable to the fullest extent permitted by law. 29. REMEDIES CUWJLATIVE 4 The remedies given to ANAHEIM and CONTRACTOR herein shall be 4 cumulative and are given without impairing any ether rights given ANAHEIM or 6 CONTRACTOR bN statute or law now existing or hereafter enacted and the exercise on any one 7 (1) remedy by ANAHEIM or CONTRACTOR shall not exclude the exercise of any other 8 remedy 9 30. NO THIRD PARTY BENEFICIARIES I+CIARIES 10 The Parties intend that no rights nor remedies be granted to any third party as a I 1 beneficiary of this Agreement or of any covenant, duty. obligation or undertaking established a 12 herein Z Cr 1 i 31. CONTROLLING LAW AND VENUE Z >Zt 14 The laws of the Mate of California shall govern this Agreement and all matters UJ ci ��� 15 relating, to it and an} action brought relating to this Agreement shall be adjudicated in a court of �: W4� a.. z 16 competent jurisdiction in the County of Orange. 0 017 32. DISCRIMINATION 18 CON Y ACTOR agrees not to discriminate against any person or class of persons 19 b} reason of sex, color, race. creed. religion, marital status. handicap. ancestry, national origin or 20 other prohibited 'basis in its provision of Services of hiring of subcontractors or employees. To 21 the extent this Agreement provides that CONTRACTOR offer accommodations or services to 22 the public. such accommodations or sen ices shall be offered b� CONTRACTOR to the public 2; on fair and reasonable terms 24 33. AUTHORITY 25 Each individual executing this Agreement on behalf of a corporation, nonprofit 26 corporation, partnership or other entity or organization, represents and warrants the he or she is 27 duly authorized to execute and deliver this Agreement on behalf of such entity or organization E 28 and that this Agreement is binding upon the same in accordance with its terrns CONTRAC tOR 17 Item 8. - I'I HB -274- l shall, at ANAHEIM's request. deliver a certified cope of it governing board's resolution or 2 certificate authorizing or evidencing such execution. 3 34. EFFECTIVE DATE This Agreement shall be effective can the date can which this Agreement is 3 executed by AN EIM("Effective Date") 6 7 8 9 10 ll 12 13 l 15 LL d LU < 16 2 0) U. 7 18 19 20 21 22 23 24 25 26 27 28 l8 xs -27s- Item 8. - 172 I IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed 2 on the dates hereinafter respectively set forth 3 4 ANAHEfM OF ANAHEIM, DATE I Z-/5 XA a municipal corporation 5 6 7 By. Tom Tait, 8 Mayor of the City of Anaheim 9 10 TURBO DATA SYSTEMS, INC. I I a California corporation 12 z DATE: By if E13 FU :rm. V Title-I < *-'v- 14 ;z 15 0 10 Print Name, !y 4F 05 Uj 16 LL 0 N17 APPROVED AS TO FORM- 18 MICHAEL RW. HOUSTON, CITY ATTORNEY A70 19 20 Bv. 21 Kristin"A. Pelletier 'y Sr. Assistant City Attorney Linda N.Andal 22 City Clerk 23 Attachments: Exhibit A- Proposal for Parking Citation Processing Services 24 Exhibit B-Price Sheet and October 22, 2014 email re same 25 10.5627 26 27 28 19 Item 8. - 173 HB -276- City Of Huntington Beach yy 2000 Main Street ♦ Huntington Beach, CA 92648 (714) 536-5227 ♦ www.huntingtonbeachea.gov �B ,),ISO * ' ` Office of the City Clerk t ` Joan L. Flynn, City Clerk October 8, 2015 Turbo Data Systems, Inc Attn Roberta Rosen 18302 Irvine Blvd , Ste 200 Tustin, CA 92780 Dear Ms Rosen Enclosed for your records is a duplicate original of the fully executed "Service Agreement Between The City of Huntington Beach and Turbo Data Systems, Inc for Parking Citation Payment Processing Services " Sincerely, Joan L Flynn, CIVIC City Clerk JF pe Enclosure Sister Cities Anjo,Japan ♦ Wartakere,New Zealand