Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Data Ticket, Inc. - 2021-12-21
2000 Main street Huntington Beach CA 9 City of Huntington Beach N> l?a✓m File #: 21-939 MEETING DATE: 12/21/2021 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Chair and Board Members SUBMITTED BY: Oliver Chi, City Manager PREPARED BY: Dahle Bulosan, Chief Financial Officer Subject: Approve and authorize execution of a contract with Data Ticket, Inc., for the provision of Parking Citation Payment Processing and Parking Permit Services Statement of Issue: City Council approval is requested for an agreement between the City of Huntington Beach and Data Ticket, Inc. to provide parking citation processing, collection services and parking permit services Financial Impact: The FY21/22 Adopted Budget for the Finance Department contains sufficient funding in the General Fund to support the annual cost of this contract of approximately $360,000 annually. This proposed contract is necessary for the processing of approximately 80,000 parking citations and fines annually that generate about $3.4 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 Data Ticket, Inc. for Parking Citation Processing and Parking Permit Solution" in an amount not to exceed $360,000 for a 3-year term with two additional one year extensions; 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 would be approximately S354,000 for four Accounting Tech II positions. These position would 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. Moreover. parking citation processing software, web portals and electronic interfaces would need to City of Huntington Beach Page 1 of 2 Pnnted on 1211512021 >le'A511 Legslar- File #: 21-939 MEETING DATE: 12/21/2021 be purchased and created to facilitate a City takeover of this function. Data Ticket 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 Citywide processing of all parking citations since 1992 due to the high costs of performing these functions in-house. The City of Huntington Beach conducted a competitive bid in July 2021 where it was determined that Data Ticket Systems offered both the lowest cost and best customer service along with the most advanced technology. Data Ticket also offers technological and customer service capabilities in the area of online permit sales, and future License Plate Recognition (LPR) capability to further enhance our Police and Parking Enforcement efficiencies. City Council authorization is requested to award the contract to Data Ticket Systems, Inc. for a new contract for a 3-year term not to exceed $360,000 per year. This amount also provides for Franchise Tax Board delinquent collection processing fees, supplies and postage increases. Additionally, Data Ticket Systems has the ability to collect in all 50 states in the U.S., resulting in higher collection rates on the diverse population of visitors coming to Huntington Beach as a destination city from throughout the country. The cost of this contract is offset by $3.4 million in projected General Fund revenue annually from parking citations. Environmental Status: Not applicable. Strategic Plan Goal: Non Applicable - Administrative Item Attachment(s): 1. "Service Agreement Between the City of Huntington Beach and Data Ticket, Inc. for Parking Citation Processing and Parking Permit Solution" and Exhibit A. 2. Exhibit B, Request for Proposal for Parking Citation Processing 3. Exhibit C, Data Ticket Proposals for Parking Citation Processing and Parking Permit Services 4. Exhibit D, Data Ticket Payment Schedule City of Huntington Beach Page 2 of 2 Printed on 12/152021 ooweAS:L Leg,scar" SERVICE AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND DATA TICKET, INC. FOR PARKING CITATION PROCESSING AND PARKING PERMIT SOLUTION 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 Data Ticket, 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 processing and parking permits solutions. 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," pertaining specifically to the Police Department which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "Project." Contract shall provide all services as described in Exhibit A.1 pertaining specifically to the Department of Community & Library Service which is attached hereto and incorporated into this Agreement by this reference. Contractor shall perform all work necessary to complete the services set forth in the Request for Proposals dated July 20, 2021 (Exhibit "B") and Contractor's Proposal to the City ("Proposal) dated August 17, 2021 (Exhibit "C") which are attached and incorporated into this Contract by reference. 2 1-10637/2709 13 1 All services shall be performed to the satisfaction of the City. All services shall be performed according to the standards then prevailing in parking profession. Contractor hereby designates Brook Westcott, 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. 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"D." The total sum to be expended under this Agreement, shall not exceed Three Hundred Sixty Thousand Dollars (S360.000.00) per year for any one year 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 "D." 4. Term Time is of the essence of this Agreement. The services of Contractor are to commence or as soon as practicable after the execution of this Agreement by City (the "Cotnmencement Date") and terminate(3) three years from Commencement Date, unless terminated earlier in accordance with the provisions of this Agreement. Contract may be extended for 2 additional one-year periods if mutually agreed to in writing by both parties. 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 21-10637/270913 2 work only after receiving written authorization from City. Additional compensation fir 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, computer code, language. date or programs, 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 Cih, 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 injury 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 anv 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 1700 e/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 Citv workers' compensation and employers 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. 21-10637/270913 9. General Liabilitv 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 of or in connection with the Project/Service, and shall provide coverage in not less than the following amount: combined single limit bodily injury and property damage, including products/completed operations liability and blanket contractual liability, of One Million Dollars (SI.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) per occurrence. Ifcoverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than One Million Dollars (SI,000.000) for this Project/Service. 'I his 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 Contractors 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. 10. Automobile Liabilitv 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 InsuredEndorsement" page listing both the policy number and naming the "CirY of llunth (,'Ion Beach, its officers. elected or crppai»ted q�fcials, emplo'vees, ogents oral volunteers" as additional insured on the endorsement. The above-mentioned insurance shall not contain a self-insured retention, "deductiblc" or any 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 1nSUraIICe coverage as required by this Agreement; the certificate shall: a. provide the name and policy number of each carrier and policy: b. state that the policy is currently in force: and 21-10637/270913 4 C. promise that such policy shall not be suspended. voided or canceled by either party. reduced in coverage or in limits 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. This 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 hereinabove required. 12. Independent Contractor Contractor is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as ail 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 am_ . 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. 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 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 the Citv's use thereof for such purposes as the City deems appropriate. b. Pavment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 21-10637/270913 5 15. Exclusivity and Amendment This Agreement represents the complete and exclusive statement between the Cite and Contractor, and supersedes anv and all other agreements, oral or written. between the parties. In the event of a conflict between the terms of this Agreement and anv attachments hereto, the terms ol'this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by all authorized representative of Contractor. The parties aurce that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hercoC 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 party, which are not embodied herein. 16, Assignment Inasmuch as to 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 Cite 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 Anv notices, certificates, or other communications hereunder shall be given either by personal delivery to Contractor's agent (as designated in Section 1 hereinabove) or to City as the 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 notitvine the other party via personal delivery, a reputable overnicht carrier or U.S. certified U.S. certified mail-return receipt requested: 21-10637/270913 6 To City: Contractor: City of Huntington Beach Data Ticket, Inc. Attn: Dahle Bulosan Attn: Brook Westcott 2000 Main Street 2603 Main Street, Suite 300 Huntington Beach, CA 92648 Irvine, CA 92614 [With a Copy to:] City of Huntington Beach Attn: Traffic Bureau Lieutenant Parking Traffic Control Supervisor 2000 Main Street 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 21-10637/270913 7 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. 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 decmed an original. Each duplicate original shall be deemed an original instrument as against any party 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 Sen ices 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 Hunringlon Beach On, 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 conlidentialih 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 21-10637/270913 8 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 anv 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 arise out of, in connection with or by reason of this Agreement. 29. Professional Licenses Contractor shall, through 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 ol'the United States.. the State of Catifornia, the City of 1-luntington Beach and all other governmental agencies. Contractor shalt 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 termination of this Agreement. 30. Attornev'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 attornev's fees, such that the prevailing party shall not be entitled to recover its attorneys fees from the non-prevailing party. 31. Survival Terms and conditions of this Agreement. which by their sense and context suryiyc the expiration or termination of this Agreement, shall so survive. 32. Governing Law This Agreement shalt be governed and construed in accordance with the laws of the State of California. 33. Signatories Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this 21-10637/270913 9 Agreement, and shall indemnify City fully for any injuries 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. "fhe 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. 21-10637/270913 10 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 Mayor. This Agreement shall expire when terminated as provided herein. CONTRACTOR CITY OF HUNTINGTON BEACH, a DATA TICKET, INC., municipal corporation of the State of a California Corporation California B Mayor 'SLY co 1M sty}1 Print name ITS: circle one)Chainnan/President/ ice Pres' City Clerk AND By: 1 1 �� i I I 1 to y+n �I f W 1✓`9 INITIATED AND APPROVED: Print name ITS: (circle on ecrcta Chief Financial Officer/Asst. Secretary-Treasurer Chief Financial Officer REVIEWED AND APPROVED: Chief of Police APPROVED AS TO FORM: City Attorney REVIEWED AND APPROVED: COUNTERPART City Manager 21-U)637f1709 U 11 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 Mayor. This Agreement shall expire when terminated as provided herein. CONTRACTOR CITY OF HUNTINGTON BEACH, a DATA TICKET, INC., municipal corporation of the State of a California Corporation Ca ' mia ` By: Mayor Print name ITS: (circle one) Chairman/President/ `/'9(`�fNl,i I Vice President - City Cle&4W AND By. INITIATED AND APPROVED: Print name ITS: (circle one) Secretary/Chief Financial 4 Officer/Asst. Secretary-Treasurer Chief Financial Officer REVIEWED AND PPROVED: i of Pot' e APPROVE City Attorneytoo REVIEWED AND APPROVED: COUNTERPART f-0— City Manage 21-10637/270913 11 EXH1131T A PARKING PROGRAM SCOPE, OF SERVICES (POLICE DEPARTMENT) CONTRACTOR must process citations issued within the City pursuant to California State Law and Citv ordinance. which shall include citation tracking. payment acceptance, appeals processing and collections. CONTRACTOR must be able to provide the City with complete access to the database using the internet without the need of anv purchased software required to access the system by the City. other than an internet browser. CONTRACTOR nuist agree to maintain full and accurate records with respect to all services and software covered under this Agreement for the duration of the contract. City shall have access, without charge. during normal business hours Access to data by City Users shall be role-based with user and password protection. Data Entry from Handheld Ticket Writer with Interface • CONTRACTOR 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. • CONTRACTOR must have the resources necessary to provide the required implementation as well as ongoing technical product support and maintenance to the City. • CONTRACTOR will provide for automated import of electronic citations into CITY's database within I business day. • CONTRACTOR will maintain and update listing of scofflaw files on a daily basis for CITY to upload into their handheld ticket writers. • CONTRACTOR will work with CITY to implement any changes required for handheld ticket writer equipment. • CONTRACTOR shall process citations for non-California license plates by entering the citation information into the system database and reporting them along with all other citations on the database with the standard reports • CONTRACTOR will provide the City with the ability to edit data such as: name, address, vehicle intormation. citation fields, notes, etc., and maintain an audit history for such changes (user, date and time); Data entry from manual citations • CONTRACTOR will provide a solution wherein the City sends any handwritten citations to the vendor to be input by vendor staff. • CONTRACTOR will conduct data entry will be conducted within 48 hours. • CONTRACTOR will provide capability to correct dates. violations codes and fine amounts. • CONTRACTOR to notify city regarding citations unable to be entered for any reason (no violation code, illegible handwriting, etc). • CONTRACTOR will file and store citations in easily retrievable format. • CONTRACTOR will file and store hard copy citations for minimum of two (2) years and then destroy. Registered owner correspondence • CONTRACTOR is required to mail reminder notices for all citations to registered owner within two days of receipt of original citation. • CONTRACTOR is required to mail notices to lessees or renters of cited vehicles when provided with proof of written lease or rental agreement with City approval. Registered owner name and information retrieval from Department of Motor Vehicles (I)MV) • CONTRACTOR must have ability to retrieve registered owner data from DMVs in all 50 states. • CONTRACTOR is expected to have/maintain internet access to DMV data base. • CONTRACTOR must have manual access to registered owner information from California DN1V upon request. • CONTRACTOR will review DMV "No I-lit" list to insure license plate and state information entered correctly. • CONTRACTOR will confirm vehicle make and registered owner information. • CONTRACTOR will maintain communications with all out-of-state DiMV agencies and Transportation Ministries in Canada and Mexico. • If the citation(s) become delinquent, requests for registered owner information will be sent to the appropriate out of state DiMV • CONTRACTOR will incur any costs for retrieving out of state registered owner intonnation • CONTRACTOR is required to process DMV holds or releases within 48 hours. • CONTRACTOR's system must have the ability to store previous and current owner information when transfer of ownership has occurred. • CONTRACTOR must be able to interface with DMV for placing and releasing registration holds. • CONTRACTOR must be able to interface with D1vtV and produce a monthly payment file. • CONTRACTOR must have a process to manage delayed DMV holds due to partial payments as required by AB 503, AB3277, and any future legislation as they pertain to Payment plans. • CONTRACTOR must provide a daily report to the designated supervisor containing all reported vehicle make mismatches. • CONTRACTOR must retain and update the DiMV make AND provide the capability to compare to Officer's make recorded on the citation: payment and data processing and Customer Sen-ice • CONTRACTOR must provide 24 hour customer service phone number and list the phone number on all electronic citations and notices and provide the following: • Provide PO Box where payments are mailed • Provide online payments (with fee) • Provide pay by plione/text option with OR code • Provide past due notifications • Provide Courier Service to City two times per week (or as directed by the City for the purpose of picking up citations and other documents to be delivered to CONTRACTOR and to return reports and other C10CUmeillS to City • Courier pickup from PO Box daily • Open, sort and batch all incoming mail by postmark date for payment posting. • Nlake daily bank deposits directly into a cite assigned bank account. • Enter and process payments within 48 hours including opening all mail received. verif'vini-, payment amounts, updating computer system and making daily bank deposits. • Forward deposit slips to city contact within 24 hours after each deposit. OR weekly if scanned image is emailed/faxed. • Provide reporting for all bank deposits upon request. • Pile and store all bank deposit information fora minimum of four years. CONTRACTOR is required to send notification to registered owners when either a partial payment is received, check payments are returned for insufficient funds, and for any Unpaid citation when the vehicle has a change of ownership. CONTRACTOR is required to maintain images of all envelopes with all inbound correspondence. CONTRACTOR shall respond to reasonable non-judicial public inquiries by phone and/or mail Contesting and Disposition letters will include: • First Review outcome (upheld or dismissed) with reason description for decision. • 1-learing Schedule Notifications for Second Level Contesting. • Second level Hearing disposition letters (upheld or dismissed). • Note: Appeal calendar must be available to the City to be printed, viewed or emailed as a report. • Return questionable mail to CITY for decision • Verify amounts deposited by citation number • Provide an exclusive toll-free number for customer service calls specific to the City of Huntington Beach. • Provide weekly reports for bank statement reconciliation • provide monthly Paid Citation Distribution Report Data Management, reporting and statistical capabilities • CONTRACTOR will provide monthly reports online indicating the status of all citations. such reports to be available for CITY access no later than the thirtieth (30th) day of the following month. • CONTRACTOR to provide any requested accounting reports as required by finance to reconcile and track revenue and expenses. • CONTRACTOR to maintain provisions for proven database management software and servers. • All data base information is to be maintained with strict confidentiality and CONTRACTOR is to provide description of securities at time of submittal. • CONTRACTOR must be able to provide all statistical reports including but not limited to: registered owner contact information, citation number and delinquent status for at least five years from date of citation. • CONTRACTOR shall be capable at mininunn, of producing reports relating to: open citations. bank deposits, scofflaws and citations dispositions. The CONTRACTOR must be capable of delivering these reports to the designated city personnel on an agreed schedule. • CONTRACTOR'S data system must be able to stare, sort and or process the following items: citation number, date and time of issuance, badge number of issuing officer, comment field of up to 50 characters. vehicle license plate number, vehicle identification number. state code, registration expiration date, vehicle make/color, violation codes, location of violation, citation penalty and delinquent amounts, delinquent date, received payments/documents post- marked dates, notification dates, Department of N4otor Vehicle hold date, date citation entered into system. disposition codes, registered owner information. Payment Plans • CONTRACTOR must have and maintain a system to allow for indigencv applications to be accepted and prior to a DNIV hold; pursuant to A13503, A133277, and any future legislation. • CONTRACTOR will review and enter payment plans in accordance with specifications provided in advance by the City: • Provide the option for monthly payments with the minimum amount and maximum timeline to be established in advance by the City: • Provide the ability to modify the citation amount at the time a payment plan is established to either reduce late fees or add a payment plan fee: • Alloy the option to add one or more 'Processing fees' to the citation balance and provide the ability to report and track these fees within the PCPNIS; • Allow a grace period to the maximum date due if needed prior to reactivating the citation and adding a UMV hold. Refunds Refunds will be processed by the City; the system should be able to provide automatic scheduled reporting that includes: • Citation number or Permit Number: • Name & address of person entitled to the refund: • Refund amount: o Reason for the refund. Transition Plan • CONTRACTOR will be required to import current citation data (from third party) into their citations management system. CONTRACTOR will ensure completion and accuracy prior to the go live date. • CONTRACTOR will train cite staff for access and inquire capabilities to citation database, to be conducted at city building. • CONTRACTOR is required to facilitate installation of software and remote access to database by working in conjunction with the city IT' department. • Obtain approval from the city of standard forms prior to use, including notices of delinquent violation. • CONTRACTOR will confirm all types ofcustonter correspondence including but not limited to examples of letters to be sent to customer and methods of communication to designated cite personnel. Support • CONTRACTOR must provide available office staff support during normal city business hours: Monday - Friday 8:00 a.m. - 5:00p.m. (unless otherwise approved). • Provide on-going support to the city to access and interface with the parking citation data base. • CONTRACTOR shall provide user's manual which included step-by-step instructions for accessing computer database information and a list and description of any and all codes used in screens accessed by the issuing agency. • CONTRACTOR must provide technical support and troubleshooting assistance for any and all hardware and software used by the city. System and Software Requirements A. Database Backup & Off-site Securit, • CONTRACTOR will ensure all systems are backed up daily to ensure safety of data in the event of a power outage or natural disaster. • CONTRACTOR will transfer and store off-site all backups of data for disaster recovery. B. Hardware Requirements CONTRACTOR will provide the following: • Provide handheld citation writing equipment and software necessary to produce the citations: synchronization should be performed wirelessly to the contractor server. • Handheld ticket-writing units must be programmable and must be able to produce citations that meet the format requested by the City. • The same handheld software should operate on the Citv's laptops, and unlimited software licenses shall be provided for additional laptops. Each City assignment requires its own customization for the handheld units. i.e. routes. violations, comments, printing forniats. etc. • Equipment to support the upload/download processing and battery recharging, and any additional hardware required for operation of the handheld system. Batteries should last a hill shift (approx. 10 hours). • Technical Support and trouble-shooting must be addressed within 24 hours from being reported • Naintenance and repair of all equipment. Repair or replace any that is not functioning properly with equipment that is preprogramed and fully operational within one business day of notif ication. • provide an outline of provisions for system failure in the bid proposal. • 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. Two spare working units should be provided and maintained. • The City is not interested in purchasing or utilizing used or refurbished hardware and/or equipment. Maintenance • Replace at Contractor's sole expense any failed equipment within on business day during the term of the contract. Replacement equipment must be of equal or better quality with the City s approval. • 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. Supplies for the handholds, supplied by the vendor: • The paper must be water resistant and compatible for use in applicable printers. Payment address. website. and toll free number must be printed on back of ticket so as to be used in window envelope • Envelopes-Contractor must be required to provide payment envelopes to be supplied to the violator with the citation. one envelope for each citation written. Other • CONTRACTOR will attend city meetings as needed or when requested at company's own expense (at minimum via phone conference). This includes but is not limited to, transportation. lodging. meals and staff time. • No portion of the contract shall be permitted to be subcontracted to another private or public agency without express written approval from the city. • -The CONTRACTOR shall comply with all requirements of the State of California Vehicle Code (CVC) in regard to processing records sent by the city. • CONTRACTOR must be able to meet CITY'S and perform all services in accordance to the standards then prevailing in parking profession. • The cite is actively working towards a solution to provide pay by plate options and digital permits for our customers. The CONTRACTOR will continue to coordinate any necessary software changes required to meet the 3`d parties integration requirements as needed. Adjudication and Contesting Processing of Administrative Adjudication Service • CONTRACTOR shall coordinate and perform Administrative Reviews by lollowing Prescribed timelines and processes for persons contesting parking citations in accordance with the lays of the State of California. • CONTRACTOR will: • Scan all mailed in appeals • Schedule monthly hearings conducted in-person and/or by written declaration • Hearings are scheduled approximately three weeks in advance and held at the City of' Huntington Beach • Print and mail (by first class mail) customized hearing notilication letters on behalf ol'the City. Respond to inquiries from the City and the public regarding date and time of hearing, mailing date, location of hearing and directions to hearing location • Resend letters should a change occur or if'rescheduling of a hearing is requested. • The City will approve of any and all hearing officers that are assigned to Huntington Beach administrative reviews. • The City will not conduct in person hearings for any level one administrative reviews. • All citizen review requests should be lorwarded to CONTRACTOR for uploading to the administrative database for review. • The appellant will not be considered the registered owner without approval from City personnel. • "The system should provide and maintain a database of all administrative reviews and heaving requests and the data must have the ability to provide: • Ability to track Administrative Reviews, Administrative Hearings, date of request, • status, and if'pending or completed; • Ability to edit anv field within the contested citation and track the user name. date • and time of person who performed the edit: • Wcbsite: Provide online contesting to the public through a custom website, for • administrative reviews and administrative hearings; • Provide the ability for the public to submit content for contesting and include • attachments: • Pavment: Provide ability to accept mandated payments for requested hearings both in person and • online: • Provide time restrictions: Ensure time restrictions are accounted for within the • `.Wcbsite to prevent contesting the citation past time restrictions and state • requirements; • Provide the ability to override mandated payments when the person contesting can • provide reason fir the waiver of fees; • Provide ability to set up hearing schedule and produce a hearing calendar: • Provide a web portal that will allow the customer to check on the status or outcome • of the contested citation: • Provide correspondence to public to notify date of hearing appearance: include • date. time, location. and directions to hearing location; • Provide ability to scan and store any resource documentation to support the case; • Ability to enter a disposition to the contested citation and include a REASON code • that \will describe the reason for the disposition: • The reason for the decision. (reason explanation) should have the ability to • populate into the disposition letter: • Correspondence: Provide a disposition letter. PDF copy attached to the citation. • date of letter, for all contested outcomes: • Ability to retain any correspondence. photos or documentation provided by the • contestant: • Ability of reviewing officer to View thumbnails of citation photos and rotate photos • within the application; • Hearing Officer: Provide the ability for the Hearing 011icer to gain limited access to • query the system and update the outcome of the hearings. • Refunds: When a refund is appropriate, the Proposer shall provide reporting with • appropriate documentation to the City for refunding: • Dispositions: provide description of how to ensure all reviews and hearings have been completed and that a result is received for each. COLLECTION SERVICES City prefers the Contractor provide its own collection ser-ices; alternatively the City may consider an Interface with CITY to transfer accounts for collection to the Citys outside Collection Agency -The CITY s Preference, provide Collection Services • Outstanding citations (Di\1V No Holds or DMV Transfer of Ownership Releases or Non California plates) are transferred into a collection database system on a weekly basis. • Up to two collection letters will be mailed for each account requesting payment. • Delinquent accounts are sent to qualified credit reporting agency on a weekly basis. • Paid accounts are reported to weekly to qualified credit reporting agency. • payments are processed daily and deposited to the City's regular citation processing bank account. • The CONTRACTOR Customer Service Center will handle all collection related calls Through a special toll free number dedicated to collection placed accounts. • Nlonthly reporting shows all accounts moved to the collection system and all payments received due to CONTRACTOR collection efforts. Contract Requirements • The CONTRACTOR shall comply with all requirements of the State of California vehicle code (CVC) in regard to processing records sent by the city. • No portion of the contract shall be permitted to be subcontracted to another private or public agency without the express written approval from the city. CONTRACTOR must disclose the nature of work being subcontracted and the name of the private or public agenc\'. • The term of the agreement will be for a three-year base period with up to two one-year optional renewals. • Price changes after the base period must be negotiated. Franchise Tax Board Offset • CONTRACTOR shall be able to assign past due citations to Franchise Tax Board. o Citations issued to California license plates that have completed the regular citation processing steps and have either been rejected for DMV Hold or have been removed from DMV hold will be qualified for this service. The program intercepts Personal Income Tax only, no corporate or partnership funds o CONTRACTOR shall collect outstanding parking violations by deducting the amounts owed to CITY from citizens California State Tax Refunds and/or California Lottery winnings o The FTB will send CITY a weekly detail report showing the intercepts (collections) that occurred that week. The weekly detail report must be reported to CONTRACTOR immediately so CONTRACTOR can clear the database of outstanding accounts. Interface with Ciry for Collection Account Assignments • CONTRACTOR shall provide an interface to the CITY for purposes of transmitting a quarterly file for the City to transfer to their specified Collection Agency for further collection efforts. Records in the file will include various categories of outstanding citations including o Out of State Delinquent Citations o Citations that did not hold at DMV o Citations removed from DMV Hold alter 2 years o Citations removed from DMV hold due to Transfer of Ownership City's Duties and Responsibilities • Provide deposit slips and endorsement stamps • Reconcile daily credit card deposits • Answer questions referred by CONTRACTOR • Provide direction on unique questions and concerns from violators • Provide PC's and Internet access for connection to CONTRACTOR database • Sign necessary DIMV forms when required for DMV access • Communicate bank adjustments and NSF checks EXHIBIT A.1 PERMITING SERVICES SCOPE OF SERVICE (DEPARTMENT OF COMMUNITY & L113RARY SERVICES) Support of the Citv's Current Parking Permits We understand the city currently requires all individuals requiring an Annual Beach Parking Pass to visit Beach Headquarters. Our Solution will continue to support in person application and purchase. Our Solution will also provide residents and visitors with the ability to apply for and purchase their permit(s) on line or via US Mail. Currently, the city requests a copy of an applicant's current vehicle registration listing their name as the registered owner as well as a valid driver's license. Additionally, the city requires another form of identification that is defined by the type of Annual Beach Parking Pass desired. For those individuals who wish to apply and purchase their permits in person, these requirements can still exist; however. we suggest we simplify the process for the city and the applicant in the following manner: • For those applicants who wish to apply in person, our Solution will provide Cith Personnel with the ability to quickly create an online account. review the dOCUnlenlallon provided and simple approve or deny the permit by clicking a button. City Personnel may also wish to upload supporting documentation prior to approving or denying a permit request. That feature will be accommodated as well. Finally, City Personnel may wish to use a CA OMV auto-verification feature that automatically sends a CA license plate to OMV to return the registered owner of the vehicle. thus eliminating the need to review documentation or upload documentation. • For those applicants who wish to apply online and not visit Beach Headquarters, they will simply create an account on line and select the OMV auto-verification process or upload supporting documentation. In the event the applicant has selected the auto- verification process and the auto-veriti cation process determines the applicant is the registered owner of the vehicle, the applicant will have the option to pay for their permit online or pay in person. Those individuals who elect to pay in person can do so and City Personnel will process the payment using our Solution. Please keep in mind this solution will be custom designed with the City to meet the Citv's exact needs. As you can see from the below, customers will create an account from which they can manage their permit purchases, vehicles, and account details. When an applicant elects to request a permit, they may be presented with the following application to enter their name, address, phone number. email address and vehicles. Additionally, they may have the option to opt into the City's regulations and restrictions. Once completed, applicants may be presented with the ability to perform a 0MV auto-verification or upload supporting documentation relevant to the permit type requested. We also noted the Citv's current Disabled Passes require the applicant to present valid OMV paperwork and placard with matching disabled name. Our on line Solution can perform a handicap placard search directly through CA OlvlV and return the owner's full name and validity dates. This online process is performed real-time and will simplify and expedite the process for the Cite Personnel and the City's residents and visitors. Of course, these are simply concepts for the city to consider. If the City prefers a different approach, we are happy to explore additional options and features for the city and the City's residents and visitors. Upon successful registration of an account, completion of required proofs of residency, approval of a permit(s), and/or fulfillment of a pemiit(s), the customer will be emailed continuing each step along the process. Gmails are generated automatically without City Personnel needing to do anything. In addition. more communications can be automated and scheduled per the City's requirements. All permit data will be provided to the handheld enforcement solution as well as any potential LPR Solutions in the future. This data is provided via a real-time interface. Our solution support physical and virtual permitting, and our enforcement solution supports both physical and virtual permits. Data Ticket proposes to be responsible for configuration of each permit type. including new permit types not yet identified. In addition, Data "Picket will be responsible for all business rules associated with identified permit hypes as well as not yet identified permit types. Citv Personnel will have the ability to manage all permits via our web-based Solution that is fully integrated with our Citation Processing Solution. Upon successfully logging into our Solution, City Personnel will be presented with a Permit Home Page that will provide them with action items, including permits awaiting approval, permits awaiting assignment and permits awaiting fulfillment letters: Transition and Processes City Personnel will have the option to have Data Ticket convert the City's existing permit data into our Solution or start with a blank slate. City Personnel will have the option to send current permit holders a renewal letter that provides limited information on the permits they currently have and allows them to use that information to create a new account in our Solution and see all their existing permits. Should the City prefer, all individuals can create a new account from scratch. All existing permit information shall be converted into the Data Ticket Solution from Rec Trac, if feasible; however. the City will require all users create new accounts for permit sales for future permits. If, for any reason, permit data from RecTrac cannot be converted, Data Picket will provide valid permit data to the handheld devices for permit previously issued via RecTrac and those issued via Data Ticket's Solution. In either case, the city will utilize Data Ticket's Solution that provides citizens with the abilith to auto-verify their plates at California ONIV. This eliminates the need for individual to upload supporting documentation if they know their vehicles are registered at the address for which they are purchasing a permit. The city will initially use a hybrid system of both physical and virtual permits as it begins to transition to LPR enforcement as well as Pay by Plate in the City's parking lots. The City will ulili-r_e Data "ticket's handheld software to scan physical permits and run license plates to verify permit validity. The Data Ticket Solution supports both physical and virtual permits and each permit type can support physical and virtual permits. Management Reports Data Ticket oilers the most extensive reporting capabilities in the industry. Our Permit Reports are provided to our clients via a web-based real-time Solution that provides for the ability to generate Financial, Management and Operational Reports for anv timeframe required. Reports for permits can be run For any period required and all reports are real-time. Finally, City Personnel will have the ability to create custom permit reports using our report generator feature and save and share those reports with coworkers. Reports will include a daily report of financial transactions completed by City staff. This report will be used for stall-to make deposits at the end of the day. Exhibit B , REQUEST FOR PROPOSAL FOR PARKING CITATION PROCESSING FINANCE DEPARTMENT CITY OF HUNTINGTON BEACH Released on July 20, 2021 PARKING CITATION PROCESSING REQUEST FOR PROPOSAL(RFP) 1. BACKGROUND The City of Huntington Beach is located in Southern California, approximately 40 miles south of Los Angeles. Huntington Beach covers 28 square miles of land, 26 square miles of water, and is one of the 20 largest cities in California.The City owns and operates 3 miles of sandy beach and is well known for its surf culture and as a tourist destination receiving over 16 million visitors each year. The City has approximately 200,000 residents and has the reputation for being the ideal Orange County destination to live, work, and play. Huntington Beach offers residents and visitors a charming community with ideal weather, 8.5 miles of uninterrupted beach along the Pacific Ocean, world renowned special events, a multitude of beautiful parks and recreational facilities. The City of Huntington Beach Police Department currently employs 10 full-time and 5 part-time Parking/Traffic Control Officers and contracts with 5 Allied Universal employees to actively conduct enforcement. The City issues approximately 80,000 citations annually. One reminder notice is mailed to the registered owner. Citations are either paid by phone, online or by mail. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP July 20, 2021 Deadline for Written Questions August 3, 2021 Responses to Questions Posted on Web August 10, 2021 Proposals are Due August 20, 2021 Proposal Evaluation Completed August 30, 2021 Vendor Interviews/Demos September 2, 2021 Approval of Contract September/October 2021 3. SCOPE OF WORK The City of Huntington Beach intends to obtain a parking citation processing agency to support our parking citation services.The minimum scope of work required includes: Data Entry from Handheld Ticket Writer with Interface • 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. Page 2 of 14 • Proposers must have the resources necessary to provide the required implementation as well as ongoing technical product support and maintenance to the City. • CONTRACTOR will provide for automated import of electronic citations into CITY's database in real time. • CONTRACTOR will maintain and update listing of scofflaw files on a daily basis for CITY to upload into their handheld ticket writers. • CONTRACTOR will work with CITY to implement any changes required for handheld ticket writer equipment. • CONTRACTOR shall process citations for non California license plates by entering the citation information into the system database and reporting them along with all other citations on the database with the standard reports • Second level hearing officer and adjudication hearing program • Pursuant to AB503, provide and fully maintain (at no additional cost to the agency) payment plan services including data entry and mailed notifications.The CONTRACTOR will generate a monthly report including status for all existing payment plans. • LPR Technology compatibility required including ability to integrate and function with various vehicle mounted LPR systems. • Proposer shall have existing capabilities to integrate pay-by-plate and permit-by-plate technology from various outside vendors. Data entry from manual citations • Data entry within 48 hours. • Edit capability to correct dates, violations codes and fine amounts. • CONTRACTOR to notify city regarding citations unable to be entered for any reason (no violation code, illegible handwriting, etc). • File and store citations in easily retrievable format. • File and store hard copy citations for minimum of two (2)years and then destroy. Registered owner correspondence • CONTRACTOR is required to mail reminder notices for all citations to registered owner within two days of receipt of original citation. • CONTRACTOR is required to mail notices to lessees or renters of cited vehicles when provided with proof of written lease or rental agreement. Registered owner name and information retrieval from Department of Motor Vehicles (DMV) • CONTRACTOR must have ability to retrieve registered owner data from DMVs in all 50 states. • CONTRACTOR is expected to have internet access to DMV database. • Must have manual access to registered owner information from California DMV upon request. • Review DMV "No Hit' list to insure license plate and state information entered correctly. • Confirm vehicle make and registered owner information. • CONTRACTOR will maintain communications with all out-of-state DMV agencies and Transportation Ministries in Canada and Mexico. Page 3 of 14 • If they become delinquent, requests for registered owner information will be sent to the appropriate out of state DMV. • CONTRACTOR will incur any costs for retrieving out of state registered owner information The Notice of Intent will be generated to the registered owner and the fine amount requested. • CONTRACTOR is required to process DMV holds or releases within 48 hours. • CONTRACTOR'S system must have the ability to store previous and current owner information when transfer of ownership has occurred. • Must be able to interface with DMV for placing and releasing registration holds. • Must be able to interface with DMV and produce a monthly payment file. Payment and data processing • Provide PO Box where payments are mailed • Provide online payments (with convenience fee) • Pay by phone/text desirable • Provide Courier Service to City two times per week for the purpose of picking up citations and other documents to be delivered to CONTRACTOR and to return reports and other documents to City • Courier pickup from PO Box daily • Open, sort and batch all incoming mail by postmark date for payment posting. • Make daily bank deposits directly into a city assigned bank account. • Enter and process payments within 48 hours including opening all mail received, verifying payment amounts, updating computer system and making daily bank deposits. • Forward deposit slips to city contact within 24 hours after each deposit. OR weekly if scanned image is emailed/faxed. • Provide reporting for all bank deposits upon request. • File and store all bank deposit information for a minimum of four years. • CONTRACTOR is required to send notification to registered owners when either a partial payment is received, check payments are returned for insufficient funds, and for any unpaid citation when the vehicle has a change of ownership. • CONTRACTOR is required to maintain images of all envelopes with all inbound correspondence. • Respond to reasonable non judicial public inquiries by phone mail • Return questionable mail to CITY for decision • Verify amounts deposited by citation number • Provide an exclusive toll-free number for customer service calls specific to the City of Huntington Beach. • Provide weekly reports for bank statement reconciliation • Provide monthly Paid Citation Distribution Report Data Management, reporting and statistical capabilities Provide monthly reports online indicating the status of all citations, such reports to be available for CITY access no later than the thirtieth (30th) day of the following month. Page 4 of 14 • CONTRACTOR to maintain provisions for proven database management software and servers. • All data base information is to be maintained with strict confidentiality and CONTRACTOR is to provide description of securities at time of submittal. • CONTRACTOR must be able to provide all statistical reports including but not limited to: registered owner contact information, citation number and delinquent status for at least five years from date of citation. • CONTRACTOR shall be capable at minimum, of producing reports relating to: open citations, bank deposits, scofflaws and citations dispositions. The CONTRACTOR must be capable of delivering these reports to the designated city personnel on an agreed schedule. • Data system must be able to store, sort and or process the following items: citation number, date and time of issuance, badge number of issuing officer, comment field of up to 50 characters, vehicle license plate number, vehicle identification number, state code, registration expiration date,vehicle make/color,violation codes, location of violation, citation penalty and delinquent amounts, delinquent date, received payments/documents post-marked dates, notification dates, Department of Motor Vehicle hold date, date citation entered into system, disposition codes, registered owner information. Disabled Citation Processing • Mailed in requests for dismissal of non-displayed placards will be processed by CITY. Requests received by CONTRACTOR must be submitted to CITY for review. • CONTRACTOR will receive dismissal results from the city and are required to update database within 24 hours. Transition Plan • CONTRACTOR will be required to import current citation data (from third party) into their citations management system. CONTRACTOR will ensure completion and accuracy prior to the go live date. • CONTRACTOR will train city staff for access and inquire capabilities to citation database, to be conducted at city building. • CONTRACTOR is required to facilitate installation of software and remote access to database by working in conjunction with the city IT department. • Obtain approval from the city of standard forms prior to use, including notices of delinquent violation. • CONTRACTOR will confirm all types of customer correspondence including but not limited to examples of letters to be sent to customer and methods of communication to designated city personnel. Support • CONTRACTOR must provide available staff support during normal city business hours: Monday— Friday 8:00 a.m. - S:OOp.m. (Unless otherwise approved). • Provide on-going support to the city to access and interface with the parking citation data base. Page 5 of 14 • CONTRACTOR shall provide user's manual which included step-by-step instructions for accessing computer database information and a list and description of any and all codes used in screens accessed by the issuing agency. • Provide technical support and troubleshooting assistance, within one hour, for any and all hardware and software used by the city.Technical support and assistance must be available between the hours of 7:30 a.m. - 5:30 p.m. Monday through Friday, except City recognized holidays. • The police department is a 24/7 365 operation, CONTRACTOR must provide a designee and support staff for support in the event of after-hours equipment failure during high peak times and events such as the 41'of July, US OPEN of Surfing, and Air Show events. System and Software Requirements A. Database Backup &Off-site Security o CONTRACTOR will ensure all systems are backed up daily to ensure safety of data in the event of a power outage or natural disaster. o Transfer and store off-site all backups of data for disaster recovery. B. Hardware Requirements • Provide PREMIUM and relevant and up-to-date handheld citation writing equipment, printer, and software necessary to produce the citations; synchronization should be performed wirelessly to the contractors server. • Handheld ticket-writing units must be programmable and must be able to produce citations that meet the format requested by the City. • The same handheld software should operate on the City's laptops, and unlimited software licenses be provided for additional laptops. Equipment to support the upload/download processing and battery recharging, and any additional hardware required for operation of the handheld system. Batteries should last a full shift(approx. 10 hours). • Technical Support and trouble-shooting must be addressed within 24 hours from being reported. All equipment must be approved by Department representative. • Ticket writers must be within the most recent or current generation IOS or Android phone. Equipment must be upgraded by the CONTRACTOR Bi-annually to include the latest generation and model as to stay relevant and support the current technology available. • IOS integration of software is highly desired. • Provide an outline of provisions for system failure in the bid proposal. 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. • Three spare working units should be provided and maintained. 5G technology highly desired Page 6 of 14 Maintenance • Maintenance and repair of all equipment. Repair or replace any that is not functioning properly with equipment that is preprogramed and fully operational within one business day of notification. • Replace at Contractor's sole expense any failed equipment within one business day during the term of the contract. Replacement equipment must be of equal or better quality with the City's approval. • All software must be upgraded for the term of the contract at no charge to the City as the software is enhanced or equipment is scheduled for sunset. At no time shall the City be utilizing equipment that is no longer supported by the manufacturer. Custom software will not be included as part of this no charge upgrade. • The City reserves the right to penalize the Contractor if more than two (2) units at one time are out of service due to unit malfunction or 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. Supplies for the handhelds, supplied by the vendor: • Paper-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 • 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 water resistant and approved by City in order for the citation to stand out on the violator's windshield. Other • Attend city meetings as needed or when requested at company's own expense (at minimum via phone conference). This includes but is not limited to, transportation, lodging, meals and staff time. • No portion of the contract shall be permitted to be subcontracted to another private or public agency without express written approval from the city. • The CONTRACTOR shall comply with all requirements of the State of California Vehicle Code (CVC) with regard to processing records sent by the city. Processing of Administrative Adjudication Service CONTRACTOR shall coordinate and perform Administrative Reviews by following prescribed timelines and processes for persons contesting parking citations in accordance with the laws of the State of California. CONTRACTOR will scan all mailed in appeals. Scheduling monthly hearings conducted in-person and/or by written declaration. Hearings are scheduled approximately three weeks in advance and held at the City of Huntington Beach or an agreed upon location. Print and mail (by first class mail) customized hearing notification letters on behalf of the City. Respond to inquiries from the City and the public regarding date and time of hearing, mailing date, location of hearing and directions to hearing location. Resend letters should a change occur or if rescheduling of a hearing is requested. Page 7 of 14 The duties and tasks of Administrative Review and Adjudication Process shall include, but not be limited to the following actions: • Tracking and correspondence of administrative review requests. • System must be integrated with parking citation system(s). • Provide inquire capabilities for citations in the administrative review process. • Enter administrative review requests within 48 hours. • Sort and batch administrative review requests by postmark date. • Print and mail (by first class mail) all administrative review result letters using custom letterhead and envelops. • Notify the City of citations that have been found not liable and have had payments processed, so the City can issue a refund. • Enter and maintain database of all administrative review requests received showing status of each request. • File and store all source documents for ease of retrieval if necessary for a minimum of three (3) years. • CONTRACTOR shall work with the City to provide guidelines for reducing all correctable violations, such as disabled parking, missing license plate, and expired registration, etc. • CONTRACTOR will provide staff to respond to telephone inquiries regarding how to contest violation,outstanding penalty amounts or delinquent fees, or any other pertinent information in order to contest a citation in the City. • Hearing tracking system must be linked to citation database in real time to obtain citation information such as citation issue date; delinquent date, amount owed, and other citations open with the same license plate numbers. • CONTRACTOR to provide staff that will respond to telephone inquiries regarding how to contest a citation, outstanding penalty amounts or delinquent fees, or any part of the contest process. • 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. COLLECTION SERVICES City Prefers the Contractor provide its own collection services;alternatively the City may consider an Interface with CITY s outside Collection Agency • Outstanding citations (DMV No Holds or DMV Transfer of Ownership Releases or Non California plates) are transferred into a collection database system on a weekly basis. • Up to two collection letters will be mailed for each account requesting payment. • Delinquent accounts are sent to qualified credit reporting agency on a weekly basis. Paid accounts are reported to weekly to qualified credit reporting agency. • Payments are processed daily and deposited to the City's regular citation processing bank account. • The CONTRACTOR Customer Service Center will handle all collection related calls through a special toll free number dedicated to collection placed accounts. Page 8 of 14 • Monthly reporting shows all accounts moved to the collection system and all payments received due to CONTRACTOR collection efforts. Contract Requirements • The CONTRACTOR shall comply with all requirements of the State of California vehicle code (CVC) in regard to processing records sent by the city. • No portion of the contract shall be permitted to be subcontracted to another private or public agency without the express written approval from the city. CONTRACTOR must disclose the nature of work being subcontracted and the name of the private or public agency. • The term of the agreement will be for a three-year base period with up to two one-year optional renewals. • Price changes after the base period must be negotiated. Franchise Tax Board Offset CONTRACTOR shall be able to assign past due citations to Franchise Tax Board. o Citations issued to California license plates that have completed the regular citation processing steps and have either been rejected for DMV Hold or have been removed from DMV hold will be qualified for this service. The program intercepts Personal Income Tax only, no corporate or partnership funds o CONTRACTOR shall collect outstanding parking violations by deducting the amounts owed to CITY from citizens California State Tax Refunds and/or California Lottery winnings o The FTB will send CITY a weekly detail report showing the intercepts(collections) that occurred that week. The weekly detail report must be reported to CONTRACTOR immediately so CONTRACTOR can clear the database of outstanding accounts. Interface with City's Collection Agency • CONTRACTOR shall provide an interface to the CITYs outside collection Agency by running a quarterly file to be given electronically to the specified Collection Agency for further collection efforts. Records in the file will include various categories of outstanding citations including o Out of State Delinquent Citations o Citations that did not hold at DMV o Citations removed from DMV Hold after 2 years o Citations removed from DMV hold due to Transfer of Ownership The City of Huntington Beach is aware additional citation processing and support services may be available. Responses to this RFP are encouraged to include descriptions and costing of any and all additional services the agency can provide. Known additional services include but are not limited to: • On-line payment by credit card. • Automated telephone processing (IVR). • Pay by text • Past due correspondence. Page 9 of 14 City's Duties and Responsibilities • Provide deposit slips and endorsement stamps • Reconcile daily credit card deposits • Answer questions referred by CONTRACTOR • Provide direction on unique questions and concerns from violators • Provide PC's and Internet access for connection to CONTRACTOR database • Sign necessary DMV forms when required for DMV access • Communicate bank adjustments and NSF checks 4. PROPOSAL FORMAT GUIDELINES Interested firms are to provide the City of Huntington Beach with a thorough proposal using the following guidelines: Proposal should be typed and should contain no more than 20 typed pages using a 12-point font size, including transmittal letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, 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. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the bidder's response: A. Vendor Application Form and Cover Letter Complete Appendix A, "Request for Proposal-Vendor Application Form" and attach this form to the cover letter. A cover letter, not to exceed three pages in length, should summarize key elements of the proposal. An individual authorized to bind the company must sign the letter. The letter must stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of the Vendors office located nearest to Huntington Beach, California and the office from which the project will be managed. B. Background and Project Summary Section The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Work of this RFP. C. Methodology Section Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include: 1) An implementation plan that describes in detail (i) the methods, including controls by which your firm manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external Page 10 of 14 stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 2) Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. 3) Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion. 4) Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. D. Staffing Provide a list of individual(s) who will be working on this project and indicate the functions that each will perform. Include a resume for each designated individual. Upon award and during the contract period, if the CONTRACTOR chooses to assign different personnel to the project, the CONTRACTOR must submit their names and qualifications including information listed above to the City for approval before they begin work. E. Qualifications The information requested in this section should describe the qualifications of the firm, key staff and sub-contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: 1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work. 2) A summary of the your firm's demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal. 3) Provide at least five local references that received similar services from your firm. The City of Huntington Beach reserves the right to contact any of the organizations or individuals listed. Information provided shall include: ♦ Client Name ♦ Project Description ♦ Project start and end dates ♦ Client project manager name, telephone number, and e-mail address F. Fee Proposal The Cost/Price format for the proposal must be as follows: • Flat rate per notice of parking violation issued and electronically transferred; • Flat rate per notice of parking violation issued and manually processed; • Fee for out-of-state processing/collections; • Administration of adjudication process; • Collection Services, if applicable • Delinquent notice letter; Page 11 of 14 • Fee for online inquiry; • Conversion cost per notice of parking violation transfer of records from current CONTRACTOR to selected CONTRACTOR; • Cost to lease or purchase a handheld ticket writer computer; • Potential cost impacts from future changes in legislation and/or collection of fees; • Any other costs not specifically listed. Proposers must submit cost proposals for all items listed. It will be assumed that all contingencies and/or anticipated escalations are included. No additional funds will be paid above and beyond the original quote given by the selected bidder. S. PROCESS FOR SUBMITTING PROPOSALS • Content of Proposal The proposal must be submitted using the format as indicated in the proposal format guidelines. • Preparation of Proposal Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation. • Number of Proposals Submit one electronic copy of your proposal in sufficient detail to allow for thorough evaluation and comparative analysis. Proposal must be in PDF file version only. • Submission of Proposals Complete proposals must be submitted online in PDF file format via the Planet Bids online service portal, and received no later than 4:00 p.m. (P.S.T) on 8-20-2021 to the web address below. Proposals will not be accepted after this deadline. Faxed, mailed or e- mailed proposals will not be accepted. Go to: www.huntingtonbeachca.gov/business/bids rfps/ RE: Parking Citation Payment Processing • Inquiries Questions about this RFP must be directed in writing,via PlanetBids by 8-3-2021. From the date that this RFP is issued until a firm is selected and the selection is announced, firms are not allowed to communicate for any reason with any City employee other than the contracting officer listed above regarding this RFP, except during the pre-proposal conference. Refer to the Schedule of Events of this RFP or the City webpage to determine if a pre-proposal conference has been scheduled. The City reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted, and no response other than written will be binding upon the City. Page 12 of 14 • Conditions for Proposal Acceptance This RFP does not commit the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source, or to cancel this RFP in part or in its entirety. All proposals will become the property of the City of Huntington Beach, USA. If any proprietary information is contained in the proposal, it should be clearly identified. 6. EVALUATION CRITERIA The City of Huntington Beach may use some or all of the following criteria in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not intended to indicate their relative importance: A. Compliance with RFP requirements B. Understanding of the project C. Recent experience in conducting similar scope, complexity, and magnitude for other public agencies, preferably located in the State of California D. Educational background, work experience, and directly related consulting experiences E. Price F. References The City may also contact and evaluate the bidder's and sub-contractors references; contact any bidder to clarify any response; contact any current users of a bidder'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 evaluation committee shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the City. After written proposals have been reviewed, discussions with prospective firms may or may not be required. If scheduled, the oral interview will be a question/answer format for the purpose of clarifying the intent of any portions of the proposal. The individual from your firm that will be directly responsible for carrying out the contract, if awarded, should be present at the oral interview. A Notification of Intent to Award may be sent to the CONTRACTOR selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing CONTRACTORS unless an agreement is reached. If contract negotiations cannot be concluded successfully, the City may negotiate a contract with the next highest scoring CONTRACTOR or withdraw the RFP. 7. STANDARD TERMS AND CONDITIONS • Amendments The City reserves the right to amend this RFP prior to the proposal due date. All amendments and additional information will be posted to the Huntington Beach Procurement Registry, Huntington Beach - Official City Web Site - Business - Bids & RFP's; bidders should check this web page daily for new information. Page 13 of 14 • Cost for Preparing Proposal The cost for developing the proposal is the sole responsibility of the bidder. All proposals submitted become the property of the City. • Contract Discussions Prior to award, the apparent successful firm may be required to enter into discussions with the City to resolve any contractual differences. These discussions are to be finalized and all exceptions resolved within one (1) week from notification. If no resolution is reached, the proposal may be rejected and discussions will be initiated with the second highest scoring firm. See Exhibit B for a sample agreement. • Confidentiality Requirements The staff members assigned to this project may be required to sign a departmental non- disclosure statement. Proposals are subject to the Freedom of Information Act. The City cannot protect proprietary data submitted in proposals. • Financial Information The City is concerned about bidders' financial capability to perform, therefore, may ask you to provide sufficient data to allow for an evaluation of your firm's financial capabilities. • Insurance Requirements City Resolution 2008-63 requires that licensees, lessees, and CONTRACTORS have an approved Certificate of Insurance (not a declaration or policy) on file with the City for the issuance of a permit or contract. Within ten (10) consecutive calendar days of award of contract, successful bidder must furnish the City with the Certificates of Insurance proving coverage as specified in Appendix C. Failure to furnish the required certificates within the time allowed will result in forfeiture of the Proposal Security. Please carefully review the Sample Agreement and Insurance Requirements before responding to the Request for Proposal enclosed herein. The terms of the agreement, including insurance requirements have been mandated by City Council and can be modified only if extraordinary circumstances exist. Your response to the Request for Proposal must indicate if you are unwilling or unable to execute the agreement as drafted as well as providing the insurance requirements. The City will consider this in determining responsiveness to the Request for Proposal. Page 14 of 14 EXHIBIT C City of Huntington a ' Beach Request for Proposals Parking Citation Processing �.GOV August 20, 2021 Business CoMfied pi Trustwave, Response provided by: Certified Data Ticket, Inc. wo,ne 's9us BErerprsc 2603 Main Street, Suite 300 Irvine, California 92614 DATA ■ 949-428-7240 TICKETClientServices@DataTicket.com Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 926111 Parking Citation Processing 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 Data Ticket, 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. 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. Note to the City of Huntington Beach: Data Ticket has responded to the City of Huntington Beach in full for every requirement identified. We respectfully request the city provide Data Ticket with the option to remove the following areas of our RFP Response in the event the city releases this Response to the public: o Screen Samples / Screen Shots of our Proprietary Solution Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing TABLE OF CONTENTS SECTION SECTION NUMBER COVER SHEET TABLE OF CONTENTS VENDOR APPLICATION FORM AND COVER LETTER A Appendix A: Request for Porposal - Vendor Application Form Cover Letter BACKGROUND AND PROJECT SUMMARY SECTION B METHODOLOGY SECTION C 1) Implementation Plan 2) Client Satisfaction 3) Project Schedule 4) City Staff Responsibilities STAFFING D QUALIFICATIONS E 1) Key Staff 2) Data Ticket's Demonstrated Capability 3) References FEE PROPOSAL F OTHER G Implementation Plan Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to R=P for Iriine, CA 9261A Parting Citation Processing Section A: Vendor Application Form and Cover Letter REQUEST FOR PROPOSAL VENDOR APPLICATION FORM TYPE OF APPLICANT: Q NEW ❑ CURRENT VENDOR Legal Contnctual Nante of Corporation: Data Tcket, Inc. Contact Person for Agreement. Brook Westcott Corporate Mailing Address: 2603 Main Street, Suite 300 City,State and lip Code_ Irvine, California 92614 E-Mail Address: C11entServices@DataTicketmn Phone: 949-428-7240 Fae 949-231-3195 Coutaci Person.for Proposals: Brook Westcott Title:Chief Operating Officer E-Mail Address: Bwestcott@DawT1C)ceLcom Business Telephone: 949-428-7240 Business Fa_,c 949-281-3195 Is your business:(check one) ❑ NON PROFIT CORPORATION (] FOR PROFIT CORPORATION Is your busiuess:(check one) R CORPORATION ❑ LLM=LIABILITY PARTNERSHIP ❑ INDIVIDUAL ❑ SOLE PROPRIETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION . 1 of? Page 1 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Names&Titles of Corporate Board Members (Also list dames&Titles of persons with w;ittea authorization/resolution to sign contracts) Names Title Phone Marjorie A. Fleming President 949-428-7240 Brook Westcott CS&Cp�ngof� 949-428-7240 A. William Fleming Secretary 949-428-7240 Federal Tax Identification Number: 93-1010811 City of Huntington Beach Business License Number. None (If none,you must obtain a Huntington Beach Business License upon award of contract) City of Huntington Beach Business License Expiration Date: None 2of2 Page 2 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Cover Letter August 19, 2021 T Dear Selection Committee: TICKET inc. Data Ticket, Inc. appreciates the opportunity to respond to the Request for Proposal for Parking Citation Processing for the City of Huntington Beach and responds positively to all requirements therein. Data Ticket was incorporated in the State of California September 15, 1989. We have operated continuously as a California Corporation for 32 years. Data Ticket offers the following services to the City of Huntington Beach: • Nationwide parking citation processing • Citation enforcement software and handheld devices • Current and delinquent collections processing • Online California DMV integration for the real-time acquisition of RO information and the placement, update and release of registration holds • Online out of state real-time acquisition of RO information via NLETs • Online out of state acquisition of RO information directly from out of state DMVs • Courtesy and delinquent noticing services • Customized customer portal for citizens to view, pay for and appeal their citation(s) • Client facing portal for our clients to manage their citation(s) • Comprehensive reporting capabilities that provide our clients with the ability to generate custom report based on any field in the database • Payment processing • 24/7 multi-lingual IVR • 7am — 5pm Pacific live, bi-lingual customer service representatives to handle inbound customer service calls • Call recording of all inbound and outbound customer service calls • California surcharge calculation and submission • Participation in the Franchise Tax Board's Interagency Intercept Program • AB503 and AB3277 support via US Mail and online • 100% web-based Solution compatible with any browser that supports TLS 1.2 or higher (for PCI Compliance) • SOC 2 Type 2 certified • PCI Compliant • Real-time integrations to any third-party vendor with which the city partners Our business model is simple: We offer our software and our services to our clients at fair prices. We offer "living" software that is consistently enhanced to provide the most advanced features in the industry. We offer services to our clients and to the public to Page 3 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing create a cohesive experience for the public regardless of communication points. We believe that consistency in messaging and transparency in processing and services is the key to an efficient, effective permit and parking citation program. Data Ticket, Inc. is a California Corporation, a California certified Small Business and a California certified Women Owned business. The individual authorized to negotiate and bind the firm contractually to all statements in this proposal is Brook Westcott, Chief Operating Officer. Questions regarding this proposal should be directed to Brook Westcott at Data Ticket's corporate headquarters. 2603 Main Street, Suite 300 1 Irvine, CA 92614 1 Office: 949-428-7240 Additionally, Brook can be reached via email at BWestcott a)-DataTicket.com and via a group email at ClientServices(a)DataTicket.com. We have thought a lot about why the city would consider changing vendors. You've been with your existing vendor for a very long period and often switching vendors leaves the impression that it will take a lot of work to convert data, train individuals on a new solution and transition. That's where Data Ticket comes in. Clients who have recently switched from another vendor to Data Ticket include the City of Pasadena, City of Beverly Hills, City of Santa Barbara, and the City of Riverside. Why did they switch? Because they understood the level of customer service, we offer our clients and their customers. Because they understood the long-term results would far outweigh the perception of a transition. Because they spoke with our clients that had recently transitioned to Data Ticket and because they spoke with clients that have been with Data Ticket for a long period of time. We encourage you to do the same. Speak with our clients and we guarantee you will find we are the most forward thinking, proactive and customer friendly vendor in the industry. We believe after review of the enclosed proposal, you will agree that Data Ticket, Inc. is the most qualified partner to provide the professional, focused service necessary for superior parking citation processing This proposal shall remain valid for 365 days from the RFP closing date. Thank you, Brook Westcott Chief Operating Officer, Data Ticket, Inc. Page 14 Data Ticket, Inc. City of Huntington Beach 2503 Main Street. Suite 200 Response to RI=P for Irvine, CA 92014 Parking Citation Processing Section B: Background and Project Summary Section This Section of our RFP Response speaks directly to the City's Scope of Work identified on pages 2-10 of the City's RFP. We have read and understand the City's requirements regarding parking citation software and services. We will meet or exceed the City's requirements in all identified cases. Below and on the following pages, we affirm we will meet or exceed the City's Scope of Work. Rather than restate the City's Scope of Work, we have provided additional benefits and/or service offerings from which the city and its customers will benefit if Data Ticket is selected as the City's vendor. Data Entry from Handheld Ticket Writer Interface • Data Ticket recommends the use of the Samsung A51 or similar device with a 3" or 4" separate printer. Our Citation issuance software was developed in house and is supported and maintained by Data Ticket resources. • All scofflaw data, citation history and all special lists will automatically be presented to the issuing officer as soon as a license plate is entered. All data presented to the issuing officer will be presented real-time via web-service. Issuing Officers will never be asked to upload data or manually download anything. • All software enhancements will be provided free of charge to the city and all software enhancements will be performed remotely. • Each handheld will be accompanied by a data plan so that all citation data, information and media are transferred real-time. Data Entry from Manual Citations • Manually issued citations will be electronically uploaded into our Data Entry queue for immediate keying into our Solution. • All manually issued citations will be electronically scanned and attached to the electronic citation record such that City Personnel can view a copy of the manually issued citation at any time. • Our Solution accommodates either City Personnel or Data Ticket Personnel to easily correct data error and our Solution automatically generates a letter of correction which is mailed via 15t Class Mail to the citation recipient. This letter, as with all letters issued from our Solution, is electronically attached to the citation record so City Personnel can view it at any time. Registered Owner Correspondence • Data Ticket's Solution is fully integrated with Enterprise Holdings (EHI). As such, when a citation is issued to a plate owned by one of EHI's subsidiaries, we electronically obtain the renter's information and send a courtesy notice to the renter. This saves the city time and money. • All courtesy / reminder notices are attached electronically to each applicable citation so City Personnel can view the correspondence at any time. • All notice timing will be defined by the city and can be adjusted any time the city sees fit. Page 15 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Registered Owner Name and Information Retrieval from Department of Motor Vehicles (DMV) • Data Ticket is online with California DMV and obtains registered owner information within 1-2 minutes of a citation entering our Solution. • Data Ticket is online with NLETs and obtains registered owner information within 1-2 minutes of a citation entering our Solution. We do not wait for a citation to become delinquent to obtain an out of state owner. • Data Ticket can manually look-up the full history of a California license plate as well as the fully history of a handicap placard. • City Personnel will be provided with a "CLET's-like" replacement that provides the ability to generate a real-time registered owner and/or handicap placard owner look-up and receive that information back from California DMV immediately. No other vendor offers this capability. • CA DMV Holds and Releases are processed daily. We do not hold these for batch processing. Payment and Data Processing • Data Ticket will provide daily courier service to the city's bank account to ensure all deposits are made directly to the bank Monday — Friday. • City Personnel will have access to view real-time deposit information as well as real- time credit/ debit payments. • Partial payment letters will be automatically generated and mailed daily. In addition, all partial payment letters will be attached electronically to each applicable citation so City Personnel can easily view the letter at any time. • Overpayment letters and refund letters can also be generated and mailed daily, as well as attached electronically to each applicable citation. • All items needing the City's attention will be scanned and electronically attached to the applicable citation. City Personnel will be notified via email for each instance or, if the city prefers, weekly notifications can be generated. • The city will be provided an exclusive toll-free number for all customer service calls. Calls will be recorded and can be provided to City Personnel upon request. • Data Ticket is the only vendor that provides our clients with real-time Customer Service Reports that details calls received and made, the duration of each call, the category / subject of each call and the outcome of the call. Data Management, Reporting, and Statistical Capabilities • Data Ticket offers the most extensive reporting capabilities in the industry. Our reports are provided to our clients via a web-based real-time Solution that provides for the ability to generate Financial, Management and Operational Reports for any timeframe required. • Our reporting structure is set as follows for parking citations. Each Category contains a minimum of 3 reports each with a maximum of 10 reports in any single category, for a total of 64 reports: Adjudication Reports Aging Reports Citation Reports DMV Reports Page 16 Data Ticket, Inc. City of Huntington Beach 2603 !slain Street, Suite 200 Response to RFP for brine, CA 92614 Parking Citation Processing Financial Reports Franchise Tax Board Reports Officer Reports Operational Reports Payment Plan Reports Refund Reports Scofflaw Reports In addition to those categories identified above, we also have a complete category for Permits, Month-end Invoicing Reports, and My Saved Reports. Finally, we have a complete Report Generator tool that provides our clients with the ability to generate, save and share custom reports. Below, we have provided the city with a view of the Reporting Home page that displays citation statistics in a graphical manner for our clients. As you can see from this screen print, a drop-down box is provided in the top right corner that allows the user to select the month that he/she wishes to view. In addition, this screen is configurable to display a variety of statistics. FC?(CITATION PROCE551NG CENTER c 3s vR7 �J1"i�:+�s"-yro�is-S'ir.Y -c9c r" n d Pates. . sar �r s -x'a y mQy ioy ta..aw (Mr o3 yr,. r ' y1 I(ry i"lf1d ! -rYa4 ! > �f '�^'..r "F 1 t y4 I 1 of lal [ _N tic Uz.t iAijwk.,= 9 1 G 11 , 16 21 is 31• �� g-ryOn iKm ®N*+ Dan Finally, we offer our clients a Report Generator feature. This capability provides our clients with the most advanced reporting capabilities available. This feature provides City Personnel with the ability to select a "Standard Report" or to select a "Data Grouping" and create custom, real-time reports. These reports can be saved, shared amongst co-workers, or just run and viewed. On the following page we have provided a screen shot of our "Report Generator" capability. This capability provides our City Personnel with the ability to select a "Standard Report" from the table on the prior pages and set Optional Criteria, as well as drag and drop Report Page 17 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Columns into and out of the Report. If you choose, you can also start with a "Data Collection" and create a totally custom report. MCIfATION PROCESSING CENTER 10.ct sw• Q '1zTa alum v.n..aaP"n Wur.a G�w tnavv .�1 �j.Ti• e..n�-�:reub:ma.x O.fw.14"en. c.�- ...•ram � v.-•�—. is W Wlr �1 a.-.rfRJ�JI SwabafYo,�x'J� Once you have created the report you would like to run on a regular basis, you can delete the report, clone the report, or share the reports amongst co-workers. In addition, City Personnel has the option to simply save the report to your "My Reports" list as depicted on the following screen shot. This feature provides users with the ability to re-run the report, delete it, share it, or clone it for future use with a slightly different or altogether different set of criteria. ®CITATION PROCESSING CENTER SavM Reyort� a.pvt �.Tl''i. a . ., oez.iefma -..•_ _. :'C.. .C.Wdsf G.+s Wt...a'0.1.n m� 9�. .avrarlm W P.ud.hv.tn.w ta.teq _..- 943 1 M a+l.w ]/Wmu .Qw" 'v= k� &M43,w dE PEe aR nR¢rEs »:...avf PaR..o aPm Pitaeaa I/n/laaa Zia! c_-^• RM c.paN qp rs..p.m.t iY.r.aerf itrH tlldeeem .0/9/200 pyy Q ! !hm iaiwd fwa GvtitafW Ww mt ]vnvld PN W rRO bamrt sad.iw tsv trp .. 'la ds.a lL VII,,. Y.bdmlBi. r.pvt ..4...W 3.Kamb sadt b a�OIP m RO.U dtUP. m tYi.`aPnt and Yaw M1� Mwr IYs!dtmpb P..d.W lV W YSaytwu! ,.b Uv IaG 30 da,1 tlwry M1 a MvYtan MSS.rl v wvweA fM wwb f1e..ps.ate.Yf df tlw ' 1/!0/20II 26ts .= Z= m d�Pr IT}rc!]M W bbl•.ma..�eu.4 QavTl UPb..d wvi.b Page 8 Data Ticket, Inc. City of Huntington Beach 2603 plain Street; Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing All the reports available to our clients are available on our website. This provides City Personnel with the ability to generate reports on their timeframe while reducing their dependency on a vendor. We find the more control we provide to our clients; the better able they are to do their jobs, on their timeframe. If there are specific reports City Personnel require on a specific timeframe to be provided by Data Ticket, we will provide those at no cost to the city. Disabled Citation Processing • Data Ticket provides our clients with the ability to review all 111 level review requests, including all handicap placard dismissal requests. In fact, Data Ticket Personnel and the city's customers can select the type of review requested, including handicap review, release of liability and others when requesting a review. • City Personnel can enter a disposition directly into our Solution. Upon doing so, Data Ticket Personnel will be notified, and a disposition letter will be generated, mailed, and electronically attached to each applicable citation. Transition Plan • Data Ticket is currently in the middle of a conversion effort for the City of Riverside that was previously a client of the city's current vendor. We will expertly convert all data and media at the city's required timeline. • Our Solution is 100% web based. There will be no hardware or software the city needs to maintain, nor will there be any hardware or software Data Ticket will install at the city's location. • Data Tiket will generate, mail, and electronically attach all correspondence required by the city to each applicable citation. • All training will be provided to City Personnel free of charge and all training will be provided at the city's preferred location. Support • Data Ticket's regular support hours are 7am — 5pm, Pacific. • Data Ticket will provide after-hours support via email, cell phone, and text message. System and Software Requirements A. Database Backup & Off-Site.Security _ Data Ticket's data center environment is defined as follows: • Geographic location(s): 2603 Main Street, Suite 300 in Irvine, CA. In addition, our backup facilities hosted in the Microsoft Azure cloud. • Redundancies: We maintain local redundancy by utilizing multiple internet service providers, redundant failover firewalls, web servers, storage servers, and database servers. We additionally have the capability of utilizing Microsoft Azure services for additional failover capabilities. i. Power: We maintain APC UPS devices for all production servers and equipment. ii. Server: We have redundant web, database, and file servers. iii. ISPs: We maintain ISP connections through COX Communications and AT&T. Page 19 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing • Infrastructure environment: We have redundant firewalls and the ability to host services in the Microsoft Azure cloud. B. Hardware Requirements Data Ticket has proposed Samsung Galaxy A51 paired with TSC Alpha 3R Printers. Alternatively, many agencies prefer to utilize a single piece unit so if that is the route the city decides to go, we recommend the N5Z1. Of course, there is also the option to use both types of units if desired. Samsun Galaxy A52* and TSC 3" Printer AA . .•a i y' e i i �.. *or similar device Although the City did not explicitly request images of our Citation Enforcement Software, we believe the city should have some idea of the interface with which Officers will be using. Below, please see the homepage for our handheld citation issuance offerings. Each tile on the screen has a unique feature that provides our clients with the ability to perform a variety of functions: .. ..... 7�9 L�— a+ � voct rai O .t T uwrz mu ururrroe A 4ti screw .r.uc.noe m o < Page 10 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RIP for Irvine, CA 92614 Parking Citation Processing Below, please see an image of our Citation Issuance interface Officers will use to issue citations. NO _ - .t iwr Iti.iE O a /It:::.1.16cfl FaT,P.,a iIUY rU`GApCI ®' IVIbYAtrWl1 � VIGl:7PA]:1 !aocEn eereuEa+i+.� ioiu mie w.m &jS AN Should City Personnel wish to see more features or have an in person or Zoom meeting to demonstrate the handheld devices, we are happy to provide that at the City's convenience. Maintenance • Data Ticket will be responsible for the repair/ replacement of any faulty unit, with no deductible from the city. • Our Citation Issuance software, just like our citation processing software, is upgraded regularly, at no cost to our clients. Supplies for the handhelds, supplied by vendor: Data Ticket understand all ticket stock and envelopes will be supplied by Data Ticket. Other • Data Ticket will attend all city meetings at Data Ticket's expense. • Data Ticket will not subcontract any portion of this contract. • Data Ticket will perform all processing functions in compliance with all requirements of the State of California Vehicle Code (CVC) regarding processing all records sent by the city. Processing of Administrative Adjudication Service • Data Ticket's Adjudication Department will be responsible for scanning and placing on hold all 1st level review requests and all 2nd level hearing requests mailed to Data Page 111 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Ticket's PO Box. • City Personnel will have access to review and perform 111 level review dispositions online. Once completed, Data Ticket will be notified of a pending disposition letter that needs to be generated, mailed, and attached electronically to the corresponding citation. • Data Ticket's Adjudication Department will place all 2nd level hearing requests on hold that are received at Data Ticket via US mail. This Department will work with City Personnel to schedule phone, written, Zoom and in person hearings (when the city resumes them). • All hearing schedule letters, disposition letters, letters or non-responsibility, letter of no- bail, and others will be generated by Data Ticket and mailed via first class mail. All letters will be electronically attached to each corresponding citation so City Personnel can view them at any time. Collections • Data Ticket provides our clients Delinquent Collection Services which includes up to 3 additional notices being sent on behalf of the city at no additional charge. • CA DMV prohibits third party vendors, including Data Ticket and the city's current vendor from providing CA registered owner information to third parties for the purposes of collections. Should the city require a third party or advanced collections option, we are happy to provide collections file to the city to then pass on to whomever it requires. Contract Requirements • Data Ticket has never used a subcontractor to provide services to our clients. • Data Ticket has never charged a cost of living or CPI adjustment to any of our clients. Franchise Tax Board Offset • Data Ticket resumed sending eligible debts to FTB on July 31, 2021 , We have partnered with FTB's Interagency Intercept Program longer than any other vendor. • Our interface with FTB is performed electronically with no human intervention. Interface with City's Collection Agency • CA DMV prohibits third party vendors, including Data Ticket and the city's current vendor from providing CA registered owner information to third parties for the purposes of collections. Should the city require a third party or advanced collections option, we are happy to provide collections file to the city to then pass on to whomever it requires. Other Options Data Ticket offers many additional services are part of our standard citation processing at no cost to our clients. Some of those services offered that are not currently offered by your existing vendor are: • Acceptance of American Express • Real-time Customer Service Reporting • Real-time CA DMV look-up available to our clients • 2nd Level Hearings performed via Zoom Page 1 12 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvin_, CA 926111 Parking Citation Processing • City-branded portal offered for your customers — today your vendor does not brand any of the "More Information" webpages presented to your customers • The ability for 151 level review, 2nd level hearings and 3rd level court requests to be categorized by reason • Increased security for your customers using the online customer portal • SOC 2 Type 2 Authorization • Live chat while Officers are in the field to assist with any trouble shooting required Of course, that's not all. We think a demonstration of our software will prove to the city that there are many enhancements our Solution offers the city hasn't been able to take advantage of with its existing vendor. City's Duties and Responsibilities • Data Ticket understands the items listed on page 10 of the City's RFP about the City's duties and responsibilities. Data Ticket does not believe the city will be responsible for the reconciliation of credit card deposits as that would be Data Ticket's responsibility. • City Personnel will be responsible for signing FTB paperwork. • City Personnel will be responsible for participating in any training required. Page 113 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Section C: Methodology Section 1) IMPLEMENTATION PLAN Data Ticket's management plan and controls will ensure the City's Parking Citation Processing is expertly, efficiently, and effectively handled. Data Ticket will assign three key individuals to manage the implementation and to ensure a successful transition. These individuals will be responsible for every aspect of the implementation and for the on-going care of the contract. These individuals will be made available to the City during regular business hours and their email and/or cell numbers will be made available for after hour questions / concerns or issues. To ensure success will be achieved, we will be in regular communication with the city. Initially, we will use a project schedule to track the implementation and conversion effort. We prefer to have regularly scheduled meetings with new clients to ensure milestones are met, decisions are made, and best practices are in place. Once the implementation and conversion efforts have been completed, we will continue to actively manage the contract by speaking with the City on a regular basis, holding review sessions of reports, providing updates to the software we provide and scheduling regular in-person meetings to flush out issues and discuss progress. 2) CLIENT SATISFACTION Data Ticket is only successful if each of our clients is pleased with the service we provide and realizes the value in the efforts we make to produce the maximum amount of recovery for parking citations issued. Data Ticket will meet regularly with the City to establish metrics with which to track our progress. Throughout the implementation process we will document the City's philosophy on handling customer service and adjudication questions and issues. We contain a wealth of experience in handling citation processing from clients nationwide and we will continually provide information to the City on how processing is progressing, what collection rates are, and we will provide guidance on how we can increase collection rates and client satisfaction throughout the life of the contract. We will meet regularly, based on the City's availability, with the City's Finance Department to ensure all online reports are understood and.to understood whether additional reports are required. In addition, we will meet regularly, based on the City's availability, with the City's Parking Citation Officers to ensure they have access to the data they require to perform analysis of the citations issued. When needed, we will add new reports to our online capabilities at no charge to the city to ensure the requirements of each Department are met. 3) PROJECT SCHEDULE Data Ticket has provided a project schedule that outlines the implementation of the City's citation processing with Data Ticket's Citation Processing System. For the purposes of this schedule, Data Ticket has assumed the city will decide such that the first meetings will occur on October 5, 2021 . Should the City's timeline change, the project schedule will adjust accordingly. Page114 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Spite 200 Response to RFP for Irvine, CA 9261z Parking Citation Processing This project schedule has been included in Section G: Other as the page count is not included due to the schedule being considered a "chart" or "graphic exhibit" as identified on page 10 of the City's RFP. 4) CITY STAFF RESPONSIBILITIES Data Ticket offers several models to meet the City's Citation Management Processing requirements. These models range from Data Ticket performing all services in-house to the city performing all services in-house to a combination of sharing or dividing tasks and services. Based on the City's RFP, we understand the city wishes to provide the highest level of customer service for all types of customers while potentially removing some of the daily responsibilities. The table below represents our suggestion only of how we believe the daily citation processing and collections responsibilities can be shared to maximize the efficiency of the process. The check marked items indicate who will take the primary responsibility for the items below: �sr City Person nef.A"' r4'D'•Data:Tl6kef 1 T mT r 'si:'.^ .} <. ...5' G c c.-xa+r •4 r .� "P - -F' am �. �a� tY.�?, t rr '• m erfORT1S Z sciL E r. '�Performs ? Data Entry of Manually Written Citations Automated Electronic Transmission of Citations Real-time automated registered owner retrieval Maintain data tables within the Solution Generation, printing and sending notices View photos, videos, and voice recordings of citations in the format in which they are sent V V Automated Bail Escalation Automated management of the FTB and Delinquent / Processes Place citations on adjudication holds and scan all / supportinq documentation Enter 1st Level Dispositions Send all Adjudication Letters Schedule 2nd Level Hearings Enter notes to be viewed by the City and Data Ticket ✓ ✓ Handle Customer Service, including IVR and live, bi- lingual customer service phone lines V Page 15 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Section D: Staffing Data Ticket understands that our service and technology offerings are only as good as our Staff. It is our goal with each client to ensure we have a partnership based on solid, effective communication. We understand the city has been working with its current vendor for a lengthy period and that change is often difficult; however, we have worked with many agencies to transition services and solutions from another vendor, and we are confident in our ability to partner with the City of Huntington Beach. We will provide City Personnel with a fully dedicated Project Manager to facilitate the implementation of our Solution and to manage all aspects of the project. In addition to a Project Manager, we will provide a supplemental Project Manager. These two individuals will be available during normal business hours, Monday — Friday lam — 5pm Pacific and City Management will have their cell numbers for after hour assistance. This is normal protocol for Data Ticket as we service clients on the east coast and in other states. f'ndtvrdual` x ' �� Yi Assigentr°�fwTas _ Brook Westcott, Chief Operating IT Oversight Officer, Project Manager for the Enhancement Prioritization City of Huntington Beach Accounting Oversight Attendance at City Council Meetings Monthly Performance Review Collection Rate Statistics / Financial Analysis Internal Oversight of Operational Processes Heather Nowlan, Director Client Client setup and maintenance Services & Supplemental Project Initial and on-going User Training Manager for the City of Correspondence Review Huntington Beach Attendance at City Council User and Administrator Setup Daily Questions Wanda Stone, Mobile Support Handheld Training Manager for the City of Handheld Customization Huntington Beach Handheld Assistance / Follow-up Brook Westcott, Chief Operating Officer, will be the individual responsible for working directly with the city and the other vendors on a day-to-day basis to ensure the implementation is smooth. Specifically, Brook will be responsible for managing the Integration Roadmap, working with the City to ensure requirements are identified and delivered upon, and working with each vendor to ensure integrations are executed seamlessly. Brook will attend all City meetings, both on-site and off-site. Brook Westcott will also be responsible for ensuring the IT, Accounting, FTB, Noticing and DMV Functions work properly for the city. She will also be responsible for all financial analysis required by the City as well as contractual oversight Page 1 16 Data Ticket, Inc. City of Huntington Beach 2603 Main Streat, Suite 200 P.esponse to PFP for Irvine, CA 92614 Parking Citation Processing Heather Nowlan, Director of Client Services, will be responsible for working closely with the city to attend all meetings and assist in providing each of the City's Personnel with unique usernames and passwords that will provide access to the Citation Processing System at the appropriate, requested level. In addition, Heather will be responsible for providing all user training of the Citation Processing System Software. This training will be performed in person, via the Internet and over the phone. Finally, Heather will be responsible for reviewing all noticing and correspondence to be sent on behalf of the city. Both Brook and Heather stay active with their Parking Education by attending California Public Parking Association meetings and events as well as by attending the International Parking Institute's meetings and events. Brook and Heather recently completed the California Public Parking seminar for Parking Fundamentals for Frontline Staff. Wanda Stone, Mobile Support Manager, will be responsible for providing training to all Police Department and Parking Control Officers at the City's preferred location(s). Wanda will also be responsible for providing regular enhancements to our Mobile Software and she will be responsible for working directly with City Personnel to ensure the handhelds are being utilized accurately to provide the most benefit to the Officers and to the city. Data Ticket Staff Access In addition to the individuals dedicated to the city on the prior pages, Data Ticket provides the highest level of services to each of our clients by providing access via phone, email and in person to all our Department Managers. We have adequately staffed each Department to accommodate every client's needs. We do not share resources across Department; rather we have hired and maintain each Department such that there is no need to share resources; however, personnel are cross trained to ensure our entire staff is well versed in the entire citation processing lifecycle. City Personnel will have access to all Managers, as well as individuals within each Department. In addition, individual and group emails as well as direct phone lines will be provided to City Personnel to ensure Data Ticket is always accessible. Finally, cell numbers for specific individuals will be provided to City Personnel should the need for.after- hours assistance ever be required. Below, we have provided the city with a high-level organization chart for Data Ticket. All the individuals identified on the chart work in the Irvine, California office and each of the individuals identified in the organization chart provided below will be made available to City Personnel throughout the life of the contract. Page 117 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Section E: Qualifications 1) Key Staff: On the prior page, Data Ticket has stated that all managers will be made available to the City of Huntington Beach in the execution of the work associated with the city's RFP. In addition to the individuals dedicated to the city on the prior pages, Data Ticket provides the highest level of services to each of our clients by providing access via phone, email and in person to all our Department Managers. We have adequately staffed each Department to accommodate every client's needs. We do not share resources across Department; rather we have hired and maintain each Department such that there is no need to share resources; however, personnel are cross trained to ensure our entire staff is well versed in the entire citation processing lifecycle. The team Data Ticket has proposed to work closely with the City of Beverly Hills Personnel is well qualified in all areas of parking citation processing, permit management, integration and implementations and conversion. All told the team of individuals presented below have over 100 years of combined experience in handling the above-mentioned requirements of the city. But more importantly, our Team Members are consistently exposed to our over 500 clients, their business rules, their challenges, successes, and the ever-changing industry in which we operate. Below we have provided a table demonstrating the year of experience each of our Managers and Executive Team have in dealing with the exact scope of work defined by the city. Name Department,. j'JFunctron > —` Yars o ef r` Ex Hence: Brook Westcott Chief Operating Contract management, IT oversight,] 16 Years Officer accounting oversight, enhancement management, City Council attendance — Pro'ect Manager Heather Nowlan Client Services Implementation management, training 11 Years coordination, report generation Serena Smith-Banas Client Services Client setup, maintenance, assistance 4 Years Tim Markel Operations & Daily operational assistance, including 10 Years Adjudication citation adjustments, DMV access, real-time DMV lookups, etc. Daily adjudication assistance, Hearing Officer Scheduling and 151 Level Administrative Review dispositions Amber O'Hara Data Entry Daily data entry assistance 3 Years Mariane Hernandez I Accountinq Daily accounting / banking assistance 12 Years Wanda Stone Programming Daily assistance with the handheld solution 13 Years chosen Karla Fuentes Customer Daily customer service assistance 10 Years Service 2) Demonstrated Capabilities: Data Ticket has provided the exact services required by the City of Huntington Beach for the past 32 years. Data Ticket has a vast amount of Page118 Data Ticket, Inc. City of Huntington Beach 2603 Main Street. Susie 200 Response to RF0 for Irvine, CA 92614 Parking Citation Processing experience that relates directly to the City's Scope of Work. The items identified in the scope of work are all currently items performed for most of our California clients. In fact, we believe the scope of work provided to those clients includes additional functionality and enhancements than currently being required. The client references provided in response to the City's request for references all correlate directly with the scope of work requested. Data Ticket takes a lead role in all the projects we undertake. Our unique role in the parking citation processing industry affords us the opportunity to be an aggregator of data for our clients. Naturally each of our clients focus on their own data, their collection rates and the trends they have tracked historically over whatever period. Data Ticket, on the other hand has access to over 400 clients' data. This means we can focus on all data to identify trends in the industry, trends within a specific demographic, trends within a specific geographic location, and more. Moreover, we can utilize our research to educate our clients on best practices that will increase customer satisfaction, decrease customer complaints, increase compliance and increase collection rates. Our clients find we act both as a consultant and a parking citation processing vendor. We offer a wealth of knowledge on processing, integrations, additional service offerings and process improvements. 3) References: Below, please see 5 references as requested. L Ciryae lode 9emh �61_wo 12ON Popudtion) Gtatidn Proiasinc 2014- T2&OFT l !s uon,AnGad t.wnce 431'M-Ocean Blvd. 356,00a(2019 Citations) Permit Processing Qn AGPlladen,Olovan Cesniedne Im491'edon, lone Beath;CA SQ9fi1 - Ton ApPlicatkn NITS Ro Aixoi n,Real Time CA OAAV .. ).m Gras-Finance M2xr/G-0 Handheld GwJon lssuame Acmes,Appeal Prccesine,Gntane,'SeMM 56MM-6A27,loon.Gm[s91one9eath.eov Cerkea Es .Banking.:Payment Prot.,dne, Noticing.Dam Entry 2. City of O¢anvde 176,000(no PaGuation) Geaden P Ocee�dng n& Cale&19 wG incnratlon,Anai dd lasuanee A9270cearside Bl - 52,0wpo l9 CFad.a Permit Proci�dne Current Appllacws,C.:nin g ln:eyradon,NLETS RO Oaarside,(A9MG Handheld Gadon l:suanea ACgnvtlon,Real Time CA DMVAt[cs,Appeal Bryan Forward•Cvdinan[<En(orcensnd Ceri[es Pracasdn-Comma S,ry,-E.Bankim a e yd �'cy Pna Piocessinj Nolany Daa Envy' 760-A3S-5194,gfarwaMgaCCeOnLde[aPdt' 3. Cailomia State Ptrlo:-law E orcemen and n/a 12019PaWatJ.J oadan Prncesaine n17- Passport)negation,Android Hwen¢ Emergency 5ervices(IEES) B."(2019Cnations) Han00eldl Gad.on 1suanYe Curren AGpgaion,.NLM RO Acgelvdor,Real Time PD M.9i211% Devi¢s CA OW Aceis,AGPeal Pnxc vrK Cusremc Saaamen o;CA 94%. Service,ReNnd Fro=vne Payment. Scan Olfen-Deputy Ctiel;LEE5 PMceisrtGNodd! Data Enoy 916L33-3535.Ynr.Fnimtn Parts.asov- — A. San Diego DN6ed Pon Oirvict n(a(2019 Popdaden) Cimdco Praresaing 2017- Cale Iteration Android luvame App5aden, 310 Pad Hiedwae 27,000(2019 Caatiam) FfaskatAS Csacan Issuance Current NIFa RO A[guiotion,Real Time CA DMV San Diego;CA 92101 Devices' Acass,Appeal Prp[eldn¢Customer Service, Kristine Love-Department MAnaeer Esaew W.Jdo,Payment Peocesslne; 619.6065358.YtavepoonoRenOieea ore Notion,DMEr.ry 5. City of Hawdtome n.0o0(2019 Vepdation) [salon Plocniidg 201A-. Vigilant LFR Imegratlon,Android issuance 12S01 Havlsrwne BNe. §6.000 in) otativm) Handdeld Gtadan Issuance Cunenr Appllcadan,NLEES RO A[quisieion,Real Tune HawVsemC Ca.90250 Cavicei CA DMV Ac[ass,Appeal Pmcesing,Co.nner .Nadalene Frards-TrW,Speda6st. Sciire,Ew.Uniong,Payment Processing, 33D3:9-2]OZ,MFraMs�Hnvtthometa ew NoddnC Dam En Page 119 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Section F: Fee Proposal Description of Cost Cost Flat rate per notice of parking violation issued and $0.20 electronically transferred Flat rate per notice of parking violation issued and $0.35 manually processed Fee for out-of-state processing / collections 23% Administration of adjudication process: Place hold & scan all received documentation $1.00 Generate and send each adjudication letter $0.75' Notices and Miscellaneous Letters / Correspondence $0.75' Delinquent Collections 23% FTB SSN Request/ FTB Collections $1.00 / 15% of Collections AB503 Payment Plans $5.00 if DTI reviews / approves $2.00 if city reviews / approves Handheld Units: Cost to purchase handheld ticket writer/ printer $1,200.00/Unit Annual Software License $150.00/Unit Monthly maintenance / repair/ replacement with $0.00 deductible $20.00/Unit Optional Hearing Officer Services $85.00/hour All costs related to sending correspondence / letters is inclusive of the cost of first-class mail. In the event the USPS increases the current rate of first-class postage, the cost of -- these items will increase by the amount increased. An administrative fee will be charged to a customer paying via credit / debit card that is equal to $3.50. This fee will not be charged to the city. Ticket stock and envelopes will be quoted based on quantity requested. Data plans associated with handheld ticket writers will be treated as a straight pass-thru from the selected provider. Payment plan fees will be assessed to the customer if a non-indigent payment plan is implemented. Page 120 Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Section G: Other Implementation Plan A high-level functional implementation plan has been provided below that outlines the tasks the City and Data Ticket's Project Managers required to ensure a successful conversion. Of course, this is simply high-level and will require additional details and management should Data Ticket be selected as the City's Vendor. Data Ticket's IT Department expertly converts data from other vendors to our 100% web- based system without issue. We will work with the City's current vendor to convert the data into our system in a timely manner. Task Tale Name Ptarata Stan Dam Ptannosi rbish Data Tlimary nespu�ally 1 IContm¢Awarded 10/5/2021 10/5_ 21 City Personnel `- 2 1 Implementation Plan for me ON off Pasadena 10(5/m21 :0/5 21 3 Pro'ec:Commen¢ment m/i 2021 TBD 4 Prvlect Kkkaff Meeting pl 10/6/2021 lO(6/21121 5 Meet wlN Data Ticket and Ub,Pesannel !O 6 2➢2! :0 6 2021 Ciry Personnel I Dam Ticket 6 Review Project Plan Personnel/Dam Tickn ] I Confirm Er:it,Setup rrafding Depanmencs M/612 1016/202114ry Perwronell Dam Tick at 3 Movide,lmplenlenm;ibn cfo Mist to Cry 1 10/6/m211 1.016/2021I Ory Personnel(Data Tick at 9 1 Week Project mealLlgs 10/1212021 2/25/2022 ! 10 Meet w itt Dam Ticket and Ciry Personnel 10JIV2021 z/ss/2o22 Ciry Personnel!Dam Ticket 11 RevietV Project Pl an 1012/1011 2J2520221Ury Personnel Data Ticket 12 Discus Integration Points 10/11)2021 2/25/2022 CIry Personnel(Dam Ticket —_ i3 Review lm.ptentation(TKkIIst Personnel Dam Ticket N Project Pttsomel _ 10/6/2021 10(t9/20"tl I I Review Project Personnel 10/612021 301fi/2021 Oty Pttsonnef/Dam Ticket 16 1 Identity Tminina Participant; at a High LMl 10/q 2021 10/19 21 City Personnel/Dam Ticket !T 1 Identify Sysmat U;ets and access levels 10/6 2021 10113rM City Personnel/Dam Ticket 18 Setup Users In 5 stem.1 correct saes H he !0 13 tart 10/13 21 City Personnel Dam Ticket 19 Sawl,Cirf wminist atpr: 1.systent ID/13l2D21 10/18 2021 City Personnel Dam Ticket m I u oiw Assignmenl m 6 zazl' 11/lg/2Dz1 i 21 I Provide Ow, DMV Dowmenmdon m be signed and sent m Df iV_ 10/6/_=, 1O/11/mz1 Dam Ticket 22 1 Send D.NV re-azsignment documentation:o OMV _ 10/16/021 10119/2011I City Personnel _ 23 ConfirnreceiptofDMVDocumenzaawn I 10MI2021 10/20lDnloamrocket 24 Tta<k 0.eassienmeni 10/m/m2'_ 1111]/zoulData Ticket 25 E;pected Reassignment complete I 1:J:812021 11JM/20211 Data Ticket m NLETs Appoval 10/16/2Du 11/14/soul- 2] Provide Ci wi.fr DkIV Documarmtion ttl be signed and sent to NLETz I wi6 2021 10 21/20211 Data Ticket 28 Sentl NLETs documentation 1OJ25/2021 _ 10/29(20I3 29 Confirm rKcipt of NLETS Ddmmentatloo 30/30/2021 l0/30/2DU Data Ticket 30 I Track NLErs approval 10/30/2021 1:/0 21 at. 31 1 Eapecma NIETs approval 111141202111 11/14/m21 Dam Ticket — - 32 1 Park'vfg Chat,..Pmce ing Sande, 1016/2021 10 6/2021 33 I Refiew G Confirm Se MCC;ip be pedonnecl by City Personnel m 6 2021 i0 CityPersonnel Dam Ticket 34 I Review and Confirm Services to be erforeletl Dam Pcket Personnel 10 6/m21 10 2' On,Personnel f Dam rude[ 35 1 emh,es4 Role Datadlion. - _ .. . .- .. . ... ..1D{11/2vzl' _36 Review and Confirm penalty zwaure 10/ ' m21 :0 26 2021 Ciry Personnel J Dam Ticket 37 I Reriew and Confirm noticing timing I 1011/2021 10/26/2021 I City Personnel/Dam Ticket 3a I Review and Confirm DMV registration nold/release timline I 10/il/m2! IO/26/2021 I Ciry Personnel/Dam Ticket 39 Determine Fri Eafficipation I :0 11Jm21 10/26 Ciry Personnel/Dam Ticket 40 Confirm busincs rules regarding Payment Plans 1011/m21 1026 m21fry Personnel(Dam Ticket 41 Confirm business rule re ag rding special notices 10 m21 10/26MIlCay Personnel f Data Ticket 42 Itlgn;l whemera grace period will be utlli2ed 1 .0/11/2021 1026/mII City Personnelf Oem Ticket 43 Review CurtomKSerricebusinesfmies I 10/11/_m_21 1Of2612021 City PMonnel/Dam Ticket 43 -I Confirm N5P!Chargeback lees W/o 312021 10/26/2021 Ciry Personnel Data rocket 45 Noddmlf ncbponadoe, 10/11/2071 11f8/z021 46 Review and approve sample file 10/11/m21 11(8/2021 Ciry Personnel/Data Ticker 4T Miuckolion& ness Role; 1011f/mn' 21 . 1 4g Review ad udia[lon recessing business rules 10 S1J21121 11/8J2021 City Personnel!Data Ticket 49 Cnnlirm notice timing 30 t m21 I 8 2021 Cir�Personnel/Dam Ticket 50 Cbnnrm oersetcommenM to,edludimtion iD�il�mzl vUJ uty Personnel Dam Ticket sl PvymeK Pan&ainess RWes _____ 1D/1:,zpn IVVM21 51 _ Determine all..ble metnods(of acceptance of reguetts _ 10/11/2D21 11/a/21121ICIMPersonnel/Data nue[ 53 Determine who will review/approve requests 10/il/2@3 11/d/2DuClry Personnel/Dam Ticket Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Task Task flame Palmed scat Date Flamed Fin"Date Primary Respmw3ili f 54 i_ a mwaersdn* Derafs ---- 55 A dw Customer Service business rules_ l ID/11/71171 11/92021 Gq Personnel J Data Ticket f---.— _ _. _ 56 _! _Document Customer Seruce business rules 10/11/7021 :Dam and Ticket L 57 _Prnew anti Eenerat<msmmer service business ales 10/11/7021 11/8/2021iry PerspnnelJOata Ticket aa;.RWe: —_—_.__ _—. 11/R!?du _ 59 Confirm bank actountfor pally deposits 30(11/20211 '0/21/mu;Dam ticket —_ _ — 60I-- 61 l Order endorsement stamps _ ,0/11/2021 1 (8/20u Cliy tDa[a 62 Enar NSF(Chargeback Fern 0/:1/'1021 1 J8/202. ibtt {_ —__ 63 i SYsmm Cwrlr9vmron— I' -10/21/2023 10/27/?021_ _..—.— bl_I Setup Playgouna for testi nE —tI_ ID/2lmi! W/27/21VI;Data Tibet 0 _1_Perform client connguration _ _ 30/23/2021i ii/1/2021;Oaia Ticket 66 j Load bail sdteuale __ 10/23/SDl 11/1/21!oam Ticke[ Ir 67 2D2 Load penalryaming ! 10/21( 11 11/1/2021,Data Ticke[ 68 I Load Ofllcers 10/2112DZII 11/117021;Oa[a Tibet ! 69 1 Load pre-setcommenn 10/21/2021! 11/1/202110ata Tibet 70 1 Configure notice timing 10(21/202il 11/1/20211 Data Ticket 71 1 Comigurc billing rules 10/21120111 11/1/2021i Data Ticket 72 1 Sartryk eonoesim Fie 10/6/2021I 1119/2M 73 1 Povide sample loner reouesting Final conversion file fa Mior Vender 10/66/20211 10/612022!Gry 74 1 Reguesi Sample Conversion File from Prior Vendor 10/6"ni 10/612021!Gry 75 Receieelempnic sample cnnversion file 10/17/20231 10/17/2021iDam Tibet 76 Review and analyse sample conversion file 1o%17/20211 l0/2z/20a Qata Ticket n Load sampleconer ion files l0/23/20211 l0/25/2021',oataTicket i- 78 AnalWe oamcrted data 10!_°/20211 11/g/201.',oat.Ticket 74 ! Provide access to Ciry Personnel to review 11/EJ2D211 11/e/20i3ciry and Data Ticket 8p I Re ad sample cpmersion files 11/132021 Il/15/2021'Oam Ticket 31 Review sample conversion file data 1U15/20211 1Vz012oulDam Tibet 32 Review and analWe data converted/compare with ousting solution 11/812021! 11/18/20211OW and Data abet &l lead final conversion files _1 ':U?=Jm21 11JE12m.11Data ncket 84 Reiew final cprnSrsion file data 1 1112i/2a211 11/n/202110ry and Daca Ticket 85 i fl�units 30/6(20211 11(_1/2d21i 86 _ 10 Agree do the Y.anC"Id Model and transmission processes_ _/6120 2 1 to/6/zoziiCi[y Personnel 87 _ Identify tamer to be utilized for data plan —_� 0/6/Z021 _ 10(6/20211CIry Personnel_ u Order and Receive handheld tidtt writers and printers 10i0/16i2MI 10 26/20uiGam Tide[ I 88 Request eandheld reduired dam 1 +0/16181u 10/m/20ni Gata Tide% 89 Obtain electonic cowof ball sched We _ i 10/25/2ou 10/26/2021!aw Personnel _ 90 _Obtain elemoniccow of penalty struttore 10/2W2021�1 10/25/2021!0I n Personel 91 Obtain electronic list of Officers �30/2612021 10/26/20Wary Personnel 92 Obtain elemanic list of locardns I 10/26/2021 10/26LGry/202 Personnel _I- 93 Load sofmare on handheld units and test 10/27/20 211 W1/20211 Data Ticket I ya nalanea rckdt 5,c& 10/31/Nui 95 Draft he ndhe l d dcXet stock format and l ayout 30/26r0�_ 10(31%2 Data Ticxal —r— l 96 Rfs�Avoro, tick ha snack [i<Ye[stock format and layout 10/31J20211 Il/5/21121I City Personnel 97T�Apwove tide[s:dck W�4�21 11/6/20�21 Ci[YPersonnel _ 98 Order&Receive Tibet Stock 11/7/20ue 1110/2021,Dat� a Ticket xa EF! syuem rrainmg__ __ WR/zou _alit/2ilul xPEF! Perform o-aining on Sample Conversion Data 11/8/`i0u 11/14/2021;Ory Personnel/Data Ticket 9REFI I Perform training on Secondary Conversion Dam II/15J2021 IV29/20u!City Personnel Data Ticket xREF! Nmmitld ira'v�vrg 30/21/1021 10/21/2D11 1 7REF1 I Perform training 11/11/2D21' 11%26(20u'G Tic ty Personnel/Data ke[ xREFI GO INE TBD City of Huntington Beach r Permit Solution Overview and Proposal 0Iil.GOV mio Small Ccrplicd September 15, 2021 du^.loess V TrUStwave Tr,.rat<xi Crns _ r _r L Resp Provided by: Certified NWE Data Ticket, Inc. men's Business Enrerirrise 2603 Main Street, Suite 300 DATA Irvine, California 92614 949-428-7240 TICKET inc. ClientServices@DataTicket.com 9,9 Data Ticket, Inc. City of Huntington Beach TABLE OF CONTENTS SECTION SECTION NUMBER COVER SHEET TABLE OF CONTENTS PERMIT SOLUTION OVERVIEW A FEE PROPOSAL B Page11 920 Data Ticket, Inc. City of Huntington Beach 6i]°S Afiaii! Suit(' 20') i�:;,;:.:r'1(_� i•'t:?'lYll ,;'•OlU I�)II i':?t`Us:;l Irvii72, !:ay :1�ti'I,i_ :�Gi•'`nli7`.a' 202"I SECTION A: PERMIT SOLUTION OVERVIEW System Overview Data Ticket believes our approach to City permit solutions is the most extensive and thorough in the industry. Unlike parking citation processing whereby there are similarities across clients, we believe no two permit solutions are alike. Our approach to each permit solution is to work with each client to identify all business rules associated with each unique permit and build a customized solution to meet those business rules. Of course, we must also consider the City's desire to be involved in the process of fulfillment as well as the potential for the city to expand their permit solution beyond what is currently available. Below and on the following pages we have provided our proposal to the City of Huntington Beach for a Permit Solution. We understand the city offers Annual Beach Parking Passes and has special designations for senior citizens, veterans, and disabled passes. Additionally, we understand the city offers replacement passes and oversized vehicle passes. Of course, our Solution will not be limited to the City's existing permit types. We will work with the city to identify all current permit requirements and we will continue to work with City to develop solutions for future needs that will present themselves as the city continues to grow to meet the changing needs of its residents and visitors. Support of the City's Current Parking Permits We understand the city currently requires all individuals requiring an Annual Beach Parking Pass to visit Beach Headquarters. Our Solution will continue to support in person application and purchase. Our Solution will also provide residents and visitors with the ability to apply for and purchase their permit(s) online or via US Mail. Currently, the city requests a copy of an applicant's current vehicle registration listing their name as the registered owner as well as a valid driver's license. Additionally, the city requires another form of identification that is defined by the type of Annual Beach Parking Pass desired. For those individuals who wish to apply and purchase their permits in person, these requirements can still exist; however, we suggest we simplify the process for the city and the applicant in the following manner: • For those applicants who wish to apply in person, our Solution will provide City Personnel with the ability to quickly create an online account, review the documentation provided and simply approve or deny the permit by clicking a button. City Personnel may also wish to upload supporting documentation prior to approving or denying a permit request. That feature will be accommodated as well. Finally, City Personnel may wish to use a CA DMV auto-verification feature that automatically sends a CA license plate to DMV to return the registered owner of the vehicle, thus eliminating the need to review documentation or upload documentation. • For those applicants who wish to apply online and not visit Beach Headquarters, they will simply create an account online and select the DMV auto-verification process or upload supporting documentation. In the event the applicant has selected Page11 921 Data Ticket, Inc. City of Huntington Beach {;f}. j}Jl;il(1 S6,0.CS., alit!}.' 2i10 r'{It'ICH!<_ �CI'fYiIL },iUlt(th711 f i'q 50s73i Irvlrl ;, !i 3"F, 12. fai?S7<'i' %0Tj the auto-verification process and the auto-verification process determines the applicant is the registered owner of the vehicle, the applicant will have the option to pay for their permit online or pay in person. Those individuals who elect to pay in person can do so and City Personnel will process the payment using our Solution. Below we have provided a sample of what the Customer's portal may look like. Please keep in mind this solution will be custom designed with the City to meet the City's exact needs. As you can see from the below, customers will create an account from which they can manage their permit purchases, vehicles, and account details. aM. au, .,Goeq'e q WQ- Weka 1 . City of Huntington Beach Perking Permit Portal , svetanx b Ne Liry dHuntinoton BeaeA's,.,rkap pe,nM,ep:wauon a)ekml Vkau uiea"Rsquait a Paernll'OeIP•io Get sbnM an0 rtyxYl me�x of pemtl4 Eesi,eC n,e Fw a Oepata,va,S,espo Ve W IW+ aw nuna{mp Me"po,nl wOases Fm al14au1 uv m m m Gee types d pes rp G[TY.S aMe,eG by Me Cey,pkeu svil hp,Aftyad s ansNe a us'm.•fnaneNevh:m asp %ease FaYMI Me Gy al be Whey L�Gn Me paling penal papnm FM let l aavwmce W IZM am r.eMee,you va y cq,aaa me cd 6 Vmc Im G ,n 90e gag-2g5a lauiya W.Col fnay G 5swn sa—cpepu.p.—I•; When an applicant elects to request a permit, they may be presented with the following application to enter their name, address, phone number, email address and vehicles. Additionally, they may have the option to opt into the City's regulations and restrictions. Once completed, applicants may be presented with the ability to perform a DMV auto-verification or upload supporting documentation relevant to the permit type requested. We also noted the City's current Disabled Passes require the applicant to present valid DMV paperwork and placard with matching disabled name. Our online Solution can perform a handicap placard search directly through CA DMV and return the owner's full name and validity dates. This online process is performed real-time and will simplify and expedite the process for the City Personnel and the City's residents and visitors. Of course, these are simply concepts for the city to consider. If the City prefers a different approach, we are happy to explore additional options and features for the city and the City's residents and visitors. Page 12 922 Data Ticket, Inc. City of Huntington Beach l-.FQ:_`. 11R;;iri S;:rcr;i Se+ii:a 2C)I) P.¢Ykiny ponnit Golkiiinrf I:Yopor ; if irvino, GA . n Gw,ak 4 City of Huntington Beach Parking Permit Po;rtel New Annual Beach Resident Sticker 2021.2022 Request Perml121aIElr Inform ea RlPllatlnn.A R, M10ID nu u..Ya rM ldlwwpvelrtklnl hard Dean aOCMbNLL In aCebWaeeaa vMh.Bea(h pelm:,%eaan Nit naml,gstmaveM1crn Eebwb N+wvCal Ne �tlC to vkw am Epe.MufU NeAmv/Bean,Peml Ian nwa. veetiUa'Namalion. isa W.P a.]hb rypa N na vaOE pn V]IUn Pemw une ba under w.a to ann+dlihln -- —_ You m+r+ p bt vhlclM+1 roe ECu "'YIMatM wgndaannna. qla wlmiv '�°^"m°°"• !].1Genreutl aeptro]y aOe�eYWII 000aoo aoY, nnr ieedvea n[opl a Br ANxW Baca Ernan}m O Vahlcbpl PvmM HaMaGt. ' '-' � iM'.6a350rypa[.nniYM1bYM4w p.iwY dnFa Admn..IaorJ, wY un YJaw ane.r,Wwuro xn my ua rn] trya u =I FAGn!R{ "I .,.++«]c.m.•..nen Ya w en anal,«naw ea ea.m pmrw...+uea YaaYa.e.wa anr. Upon successful registration of an account, completion of required proofs of residency, approval of a permit(s), and/or fulfillment of a permit(s), the customer will be emailed confirming each step along the process. Emails are generated automatically without City Personnel needing to do anything. In addition, more communications can be automated and scheduled per the City's requirements. All permit data will be provided to the handheld enforcement solution as well as any potential LPR Solutions in the future. This data is provided via a real-time interface. Our solution support physical and virtual permitting and our enforcement solution supports both physical and virtual permits. Data Ticket proposes to be responsible for configuration of each permit type, including new permit types not yet identified. In addition, Data Ticket will be responsible for all business rules associated with identified permit types as well as not yet identified permit types. City Personnel will have the ability to manage all permits via our web-based Solution that is fully integrated with our Citation Processing Solution. Upon successfully logging into our Solution, City Personnel will be presented with a Permit Home Page that will provide them with action items, including permits awaiting approval, permits awaiting assignment and permits awaiting fulfillment letters: Page13 923 Data Ticket, Inc. City of Huntington Beach 2603 Ulan; 81kiiio. 100 SolujR.J] PrOrlt)sW Irvifw. CA 2021 Permit N01110 P.oIdicl,D,.l If R..Jd.., 2 lyl Sam In U 1a21 W V 121S12019 10:44: 9 MI I Zr S., love tl 21012019 8!36:43 PM 2 J ant l3v cl MIPM 1:0:3l Ill IM,M,gows,AI V 3/2SjZ019 A.:34 All I as Em 4391w 711b1019 I:S.:Z.'IN 0 b a., RSOE I/W2019 IM:01 PN P X 11n J935 YI 9ti4R.19 4:.l:1.IN I; S. 19C E1 W212019.2:52:$2 P 1; Arti 411S w l WMM 0:01:42 W D 111nl P-11 ntllin9 S.Nn C)J 0 W len It h.,I M Di P i r.;I,n i.iw,: i d ll,Z.. Zici 16 .1.l 10 iY 110. 8W Annul Transition and Processes City Personnel will have the option to have Data Ticket convert the City's existing permit data into our Solution or start with a blank slate. City Personnel will have the option to send current permit holders a renewal letter that provides limited information on the permits they currently have and allows them to use that information to create a new account in our Solution and see all their existing permits. Should the City prefer, all individuals can create a new account from scratch. All existing permit information shall be converted into the Data Ticket Solution from RecTrac, if feasible; however, the City will require all users create new accounts for permit sales for future permits. If, for any reason, permit data from RecTrac cannot be converted, Data Ticket will provide valid permit data to the handheld devices for permit previously issued via RecTrac and those issued via Data Ticket's Solution. In either case, the city will utilize Data Ticket's Solution that provides citizens with the ability to auto-verify their plates at California DMV. This eliminates the need for individual to upload supporting documentation if they know their vehicles are registered at the address for which they are purchasing a permit. The city will initially use a hybrid system of both physical and virtual permits as it begins to transition to LPR enforcement as well as Pay by Plate in the City's parking lots. The City will utilize Data Ticket's handheld software to scan physical permits and run license plates to verify permit validity. The Data Ticket Solution supports both physical and virtual permits and each permit type can support physical and virtual permits. Page 14 924 Data Ticket, Inc. City of Huntington Beach in(}3 jl�dl;t � i3s�Ai, .�1;Itq :!f)(1 I .i nrt_ I i'�il ri;.111{j i-1:rfll(C .;okif!_'Ifl liwine', :i2�i (-]f sl e�ti:.i �O;Jt Management Reports Data Ticket offers the most extensive reporting capabilities in the industry. Our Permit Reports are provided to our clients via a web-based real-time Solution that provides for the ability to generate Financial, Management and Operational Reports for any timeframe required. Reports for permits can be run for any period required and all reports are real-time. Finally, City Personnel will have the ability to create custom permit reports using our report generator feature and save and share those reports with coworkers. Reports will include a daily report of financial transactions completed by City staff. This report will be used for staff to make deposits at the end of the day. Page 15 925 Data Ticket, Inc. City of Huntington Beach 26f 3 Niml, tier%:;:i, Smi(, Si(i0 t=Arkifl1.i ?:>r'roil, "oluf,111 F,uposal ii'vino, t:.!,1,2fi'14 r ;?0`l_"L SECTION B: PARKING PERMIT ISSUANCE AND PROCESSING Annual Fee for Permit Management Solution: $5,000.00 Data Ticket's Online Permit Management Solution will be 100% Customized to meet the requirements of the city. This fee includes the coverage of all website maintenance issues and allows for all necessary City staff users to have access at no additional charge. Sending of Physical Permits (Optional): $3.50 per Letter This feature is an option service the city may elect to utilize. This service includes Data Ticket Personnel assigning the permit to the appropriate account. The permit will be placed in a window envelope with a customized letter detailing the terms of use. This cost includes 1" Class Postage. Of course, if the city elects to handle this process, there is no charge. The city will be responsible for assigning, processing, and distributing permits and will not take advantage of this feature at this time. However, the City may revisit this option as needs are assessed. Sending of Custom Letters (Optional): $1.00 per Letter At the City's request, Data Ticket will send additional, custom letters to the City's permit applicants. This cost includes 1'f Class Postage. The city has no immediate need for this option, but understands there is a fee if this option is exercised. Sending of Custom Email Blasts (Optional): $.25 per email address At the City's request, Data Ticket will send custom email blasts to the City's permit applicants. The city shall have access to all email addresses input in the Data Ticket permitting system and shall retain the right to email individual customers at no cost. The city understands there is a fee for email blasts. Permit Data Conversion: Included Data Ticket will convert the permit data currently at no cost to the Agency Physical Permits (Optional): TBQ Data Ticket will work with the city should the city wish to order Permits via Data Ticket's sources At this time, the city will procure physical permits. This may be revisited later. Page16 926 Data Ticket, Inc. City of Huntington Beach Refunds (Optional): $5.00 per refund For agencies that opt in for an Escrow Banking / In Trust account, Data Ticket will issue refunds reviewed and approved according to business rules. Refunds will be issued weekly and sent via 111 Class Mail. Deposits shall be made electronically directly to the City provided bank account at the beginning of each month. Credit Card Chargebacks: $30.00 per chargeback Individuals who initiate a credit card chargeback will be assessed a $30.00 chargeback fee. This fee will not be assessed to the city. Data Ticket will follow California Civil Code regarding chargeback fees An administrative fee will be charged to a customer paying via credit / debit card that is equal to $3.50 per transaction, regardless of the number of permits purchased. This fee will not be charged to the city. Data Ticket shall withhold all administrative fees collected from customers paying via credit/debit card and deposit the remaining funds into the City provided bank account electronically. A report reconciling these fees shall be produced by Data Ticket and submitted to the City Finance Department with each deposit. Funds collected shall be deposited within one week after the close of the previous month, credit card deposits will be provided one (1) month in arrears directly to the City's bank account. Page 7 927 EXHIBIT "D" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: "SEE ATTACHED EXHIBIT D" B. Travel Charges for time during travel are not reimbursable. C. Billin I. All billing shall be done monthly in fifteen (IS) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide,at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda. letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly 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 B) Por all payments include an estimate of the percentage of'work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of' tasks in accordance with this Agreement. CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably 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 performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if' CITY is satisfied that the statement of' hours worked 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 treated as separate and apart from the ongoing performance of the remainder of this Agreement. EXHIBIT D Data Ticket, Inc. City of Huntington Beach 2603 Main Street, Suite 200 Response to RFP for Irvine, CA 92614 Parking Citation Processing Description of Cost Cost Flat rate per notice of parking violation issued and $0.20 electronically transferred Flat rate per notice of parking violation issued and $0.35 manually processed Fee for out-of-state processing / collections 23% Administration of adjudication process: Place hold & scan all received documentation $1.00 Generate and send each adjudication letter $0.75' Notices and Miscellaneous Letters / Correspondence $0.75' Delinquent Collections 23% FTB SSN Request / FTB Collections $1.00 / 15% of Collections AB503 Payment Plans $5.00 if DTI reviews / approves $2.00 if ritv reviews / approves Handheld Units: Cost to purchase handheld ticket writer/ printer $1,200.00/Unit Annual Software License $150.00/Unit Monthly maintenance / repair/ replacement with $20.00/Unit $0.00 deductible Optional Hearing Officer Services $85.00/hour All costs related to sending correspondence / letters is inclusive of the cost of first-class mail. In the event the USPS increases the current rate of first-class postage, the cost of these items will increase by the amount increased. An administrative fee will be charged to a customer paying via credit / debit card that is equal to $3.50. This fee will not be charged to the city. Ticket stock and envelopes will be quoted based on quantity requested. Data plans associated with handheld ticket writers will be treated as a straight pass-thru from the selected provider. Payment plan fees will be assessed to the customer if a non-indigent payment plan is implemented. Page 20 EXHIBIT D Data Ticket, Inc. City of Huntington Beach :,V ruq:ai :7i:E'C-4:i, S Iitc' 2o0 PgtrkiiitI 'jon-oit, 'olU win f''i'p110'i !I Irvine, (..:/. )11 tb 317infYll'I E'.1' %al 'I PARKING PERMIT ISSUANCE AND PROCESSING Annual Fee for Permit Management Solution: $5,000.00 Data Ticket's Online Permit Management Solution will be 100% Customized to meet the requirements of the city. This fee includes the coverage of all website maintenance issues and allows for all necessary City staff users to have access at no additional charge. Sending of Physical Permits (Optional): $3.50 per Letter This feature is an option service the city may elect to utilize. This service includes Data Ticket Personnel assigning the permit to the appropriate account. The permit will be placed in a window envelope with a customized letter detailing the terms of use. This cost includes 1" Class Postage. Of course, if the city elects to handle this process, there is no charge. The city will be responsible for assigning, processing, and distributing permits and will not take advantage of this feature at this time. However, the City may revisit this option as needs are assessed. Sending of Custom Letters (Optional): $1.00 per Letter At the City's request, Data Ticket will send additional, custom letters to the City's permit applicants. This cost includes 1" Class Postage. The city has no immediate need for this option, but understands there is a fee if this option is exercised. Sending of Custom Email Blasts (Optional): $.25 per email address At the City's request, Data Ticket will send custom email blasts to the City's permit applicants. The city shall have access to all email addresses input in the Data Ticket permitting system and shall retain the right to email individual customers at no cost. The city understands there is a fee for email blasts. Permit Data Conversion: Included Data Ticket will convert the permit data currently at no cost to the Agency Physical Permits (Optional): TBQ Data Ticket will work with the city should the city wish to order Permits via Data Ticket's sources At this time, the city will procure physical permits. This may be revisited later. Page16 Data Ticket, Inc. City of Huntington Beach Nilj !},'I:11: i�at U:llj ''l,`i'ti L'I; ::i Ul;l 11 iil'i r +VIiU::: !YV❑f:�, ip, ;j;(Ej'i•± :;i0ti i;5t tl i)i d' "!1�'I Refunds (Optional): $5.00 per refund For agencies that opt in for an Escrow Banking / In Trust account, Data Ticket will issue refunds reviewed and approved according to business rules. Refunds will be issued weekly and sent via I" Class Mail. Deposits shall be made electronically directly to the City provided bank account at the beginning of each month. Credit Card Chargebacks: $30.00 per chargeback Individuals who initiate a credit card chargeback will be assessed a $30.00 chargeback fee. This fee will not be assessed to the city. Data Ticket will follow California Civil Code regarding chargeback fees An administrative fee will be charged to a customer paying via credit / debit card that is equal to $3.50 per transaction. regardless of the number of permits purchased. This fee will not be charged to the city. Data Ticket shall withhold all administrative fees collected from customers paying via credit/debit card and deposit the remaining funds into the City provided bank account electronically. A report reconciling these fees shall be produced by Data Ticket and submitted to the City Finance Department with each deposit. Funds collected shall be deposited within one week after the close of the previous month, credit card deposits will be provided one (1) month in arrears directly to the City's bank account. Page 7 MIT)DJY A1`�lZO® CERTIFICATE OF LIABILITY INSURANCE DATE N/912021 v) 2oz1 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 INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED,the pollcy(les)must have ADDITIONAL INSURED provlslons or be endorsed. If SUBROGATION IS WAIVED,subject to the forma and conditions of the policy,certain policies may require an endorsement. A statement on [his certificalD does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER CONTACT NAME: Lynette(Lynn)E)'e PIA Scicct Imumn<c Solarium EBB: 8U3-975-3531 L No): 1100 Industrial Rd.,e3 ApOREBB: 1)Tm.ey'egpiaselect.com INSURER(S)AFFORDING COVERAGE NAIC0 San Carlos CA 94070 INSURED INSURER A: A111C0 Insurance Company 002014 INSURERS: Employers Insurance Group 10346 Data Ticket.Inc. INSURER C: Continental Casualty Company 20443 DBA:Re%cnuc F_Tperts INSURER D: Scottsdale Insurance Company 41297 2603 Main Strcd,Ste.300 INSURER E: Travelers Casually and Surely Company of America 31194 [Mille CA 92614-4200 INSURER F: COVERAGES CERTIFICATE NUMBER: 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. LTR TYPE OF INSURANCE INSD MO POLICY NUMBER MMOD pU,l1DDNYYYj LIMITS x COMMERCIALGENERALUARILITY EACH OCCURRENCE S 2,000.000 LWNSAUDE OOCCUR PREMISES Esocuerence S 100,000 MEDW(AnymaPanora) $ 5,000 A Y ACP GLO 3079509589 11/012021 11/01/2022 PERSONAL 4 ADV INJURY 5 2,000,000 GENL AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE S 4.000.000 ICy ❑PRI JECT OLOC PRODUCTS-COAIPIOP AGG S 4,000,000 OTHER S AUTOMOBILE LIABILITY 1,000,000 BODILY ANY AUTO LY INJURY S(Per person) $ A 2=ONLY A1CS 1E1 ED y ACP GLO 3079SO9589 11/0I12021 11/01/2022 eODILY INJURY(Par emleen0 S HIRED NON -0WNED y P AUTOS ONLY K AUTOSONLY KUVL iY UAAAGh ,per S S UMBRELLA LIAB OCCUR EACH OCCURRENCE 5 2,000,000 A EXCESS LIAR cVJMSLIADE ACPCAA 3079509589 11/012021 H101/2022 AGGREGATE $ 2.000.000 DED RETENTION S $ I HERSCOMPENSATNIN y D ENPIOYERS'I31 W;Y YIN /a STATUTE ER B iFlCERRAEMBER EXCLUDED?ECUTNE� NIA E.L EACH ACCIDENT S 1,000.000 I:IG4581764-02 11/012021 11/01/2022 Mandatory In NH) E.I.DISEASE-EA EANLOYEE 5 I,OOD,000 I yyeea,tleNAee under ESCRIPTION OF OPERATIONS baby E.L DISEASE-POLICY LIMIT S 1.000,000 See attached Additional Remarks Schedule for additional policies DESCRIPTIONOFOPERAnONSI LOCATIONS IVEHICLES (ACORD tat,Addldond Remarba Schedule-may buttachd If more ap¢o bnqulnd) It is agreed the Certificate Holder listed below is included as Additional InsurT4RI!)VMiASI*y F0414n contract. Coverage is primary and non-contributory. By: __ _ MI E. GATES CITY ATTORNEY CITY OF HUNTINGTON BEACH CERTIFICATE HOLDER CANCELLATION SHOULDANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Iluntington Rcach,it's officers,clecicd or ACCORDANCE WITH THE POLICY PROVISIONS. appointed officials,employees,agents and volunteers AUTHOR OREPRESENTATIVE 2000 Main St. Htmlinglon Beach CA 92649 01988.2015 ACORD CORPORATION. All rights rosemed. ACORD 25(20116103) The ACORD name and logo are registered marks of ACORD 8T;,lw9l<'lbZUICI -16W�Eld 875 AGENCY CUSTOMER ID: LOC#: A�� ADDITIONAL REMARKS SCHEDULE _ _ Page of AGENCY NAMEUINSURED PIA Select Insurance Solutions Data Ticket,Inc. POLICY NUMBER DBA:Revenue Experts Various Polices-see below CARRIER NAIC CODE Various carriers-see below EFFECTIVE DATE: 11/112021 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORMTITLE: ARachment to Certificate of insurance Insurer C:Continental Casualty Company Professional Liability/Errors&Omissions Policy#287188360 Policy period:111112021 to 11/1/2022 Limit:$2.000,000 $10,000 Retention per claim Insurer D: Scottsdale Insurance Company Cyber Liatlity Policy#EKS3401536 Policy period: 11/1/2021 to 11/V2022 Llmil:$2,000,000 $25.000 Retention per claim Insurer E: Travelers Casualty and Surety Company of America Crime Policy#105702099 Policy perlod: 11/112021 10 11/1/2022 Limit:$1,000,000 $25.000 Retention per calm ACORD 101(2008/01) 02008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 876 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 20 26 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): CITY OF HUNTINGTON BEACH,ITS OFFICERS ELECTED OR APPOINTED OFFICIALS,EMPLOYEES,AGENTS AND VOLURiEERS 2000 MAIN ST HUNTINGTON BEACH, CA 92648 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II — Who Is An Insured is amended to B. With respect to the insurance afforded to these include as an additional insured the person(s) or additional insureds, the following is added to organization(s) shown in the Schedule, but only Section III— Limits Of Insurance: with respect to liability for 'bodily injury", "property If coverage provided to the additional insured is damage" or 'personal and advertising injury' required by a contract or agreement, the most we caused, in whole or in part, by your acts or will pay on behalf of the additional insured is the omissions or the acts or omissions of those acting amount of insurance: on your behalf: 1. Required by the contract or agreement;or 1. In the performance of your ongoing operations;or 2. Available under the applicable Limits of 2. In connection with your premises owned by or Insurance shown in the Declarations; rented to you. whichever is less. However: This endorsement shall not increase the 1. The insurance afforded to such additional applicable Limits of Insurance shown in the insured only applies to the extent permitted by Declarations. law;and 2. If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than That which you are required by the contract or agreement to provide for such additional insured. All terms and conditions apply unless modified by this endorsement. CG 20 26 04 13 ©Insurance Services Office, Inc., 2012 Page 1 of 1 ACP GLO 3079509589 LOFR 21321 INSURED COPY 47 0003100 877 IL 70 02 09 11 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADVANCE NOTICE OF CANCELLATION, NONRENEWAL OR COVERAGE REDUCTION OR RESTRICTION PROVIDED BY US This endorsement modifies insurance provided under the following: COMMERCIAL AUTOMOBILE COVERAGE PART COMMERCIAL CRIME COVERAGE PART COMMERCIAL GENERAL LIABILITY COVERAGE PART COMMERCIAL INLAND MARINE COVERAGE PART COMMERCIAL PROPERTY COVERAGE PART COMMERCIAL UMBRELLA LIABILITY POLICY FARM UMBRELLA LIABILITY POLICY LIQUOR LIABILITY COVERAGE PART MERCANTILE UMBRELLA LIABILITY POLICY SCHEDULE Person(s) or Organization(s) Address CITY OF HUNTINGTON BEACH,ITS OFFICERS, 2000 MAIN ST ELECTED OR APPOINTED OFFICIALS,EMPLOYEES HUNTINGTON BEACH, CA 92648 AGENTS AND VOLUNTEERS Number of Days Notice If this policy is cancelled (other than nonpayment of premium) or nonrenewed or if the coverage provided by this policy is reduced or restricted (except for any reduction in the Limits of Insurance due to claims payments), we will provide written notice to the person(s) or organization(s)listed in the Schedule. We will provide this notice by mail 30 days in advance of any policy cancellation, nonrenewal or coverage reduc- tion or restriction or as indicated in the Number of Days Notice in the Schedule. All terms and conditions of this policy apply unless modified by this endorsement. IL 70 02 09 11 Includes copyrighted material of Insurance Services Office, Inc., Page 1 of 1 with its permission. ACP GLO 3079509589 LDFR 21321 INSURED COPY 47 00031D1 878 Policy NACP GLO 3079509589 COMMERCIAL GENERAL LIABILITY CG 20 01 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY, PRIMARY AND NONCONTRIBUTORY OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance (2) You have agreed in writing in a contract or Condition and supersedes any provision to the agreement that this insurance would be contrary: primary and would not seek contribution Primary And Noncontributory Insurance from any other insurance available to the This insurance is primary to and will not seek additional insured. contribution from any other insurance available to an additional insured under you, policy provided that: (1) The additional insured is a Named Insured under such other insurance; and All terms and conditions of this policy apply unless modified by this endorsement. CG 20 01 04 13 ©Insurance Services Office. Inc.. 2012 Page 1 of 1 879 City of Huntington Beach a __ .� - 2000 Main Street ♦ Huntington Beach, CA 92648 (714) 536-5227 ♦ wv,,-.huntingtonbeachca.gov Office of the City Clerk ' Robin Estanislau, City Clerk January 28, 2022 Data Ticket, Inc. Attn: Brook Westcott 2603 Main Street, Suite 300 Irvine, CA 92614 Dear Ms. Westcott: Enclosed is a fully executed copy of the "Service Agreement between the City of Huntington Beach and Data Ticket, Inc. for Parking Citation Processing and Parking Permit Solution" approved by the Huntington Beach City Council on December 21, 2021. Sincerely, Robin Estanislau, CIVIC City Clerk RE:ds Enclosure Sister Cities: Anjo, Japan • Waitakere, New Zealand POLICE, FINANCE & COMM SVCS Parking Citation Payment Processing Weight Factor KY BW JZ AVG Total Total Rank Scores Weighted 10 COMPLIANCE PROFESSIONAL ACCT MGT (DUNCAN) 2 3 3.5 2.833 8.50 85 00 INET INC 1 2.5 1.833 _ 5.50 55 00 TURBO DATA SYSTEMS INC 3 I 2 I 4.8 3.267 9.80 98 00 DATA TICKET INC 5 5 4 8 4 933 14.80 148.00 25 UNDERSTANDING OF SCOPE PROFESSIONAL ACCT MGT (DUNCAN) 4 3 4 S 3 833 11.50 287 50 INET INC 1 4 2.333 7.001 17500 TURBO DATA SYSTEMS INC 4 4 8 3.600� 1080 270 00 DATA TICKET INC 4 48 4 600 1380 34500 25 EXPERIENCEIQUALIFICATIONS PROFESSIONAL ACCT MGT (DUNCAN) 1 4 4 5 3 167 9.50I 237 50 INET INC 2 2 _ 4.5 2.833 1 8.50 212.50 TURBO DATA SYSTEMS INC � 3 4 5 4 000 12.00 300.00 DATA TICKET INC 5 4 48 YYY 4 600 13 80 34500 10 RESPONSIVENESS PROFESSIONAL ACCT MGT (DUNCAN) 2 3 35 2 833 850 8500 INET INC 3 3 4 3 333 10.00 100.00 TURBO DATA SYSTEMS INC 3 3 48 3 600 10.80 108.00 DATA TICKET INC 5 5 48 4.933 14 80 148.00 25 COST PROFESSIONAL ACCT MGT (DUNCAN) 3 3 35 3 167 9.50 237.50 INET INC 3 2 2 2 333 _7.00 17500 TURBO DATA SYSTEMS INC 3 3 _ 4 3 333 10.00' 25000 DATA TICKET INC 4 5 4.5 4.500 13.50 337.50 1 r.f ? Parking Citation Payment Processing Weight Factor KY BW JZ AVG Total Total Rank Scores Weighted REFERENCES PROFESSIONAL ACCT MOT(DUNCAN) 3 2 48 3.267 9.801 49.00 INET INC 3 1 2 4 3.000 9.00 45.00 TURBO DATA SYSTEMS INC 3 1 4 5 4.000 12.00 60.00 DATA TICKET INC 3 3 4.8 3.600 10 80 54.00 KY BW JZ AVG Total Total Rank Scores Weighted Scores FESSIONAL ACCT MGT(DUNCAN) 255.00 320.00 A 981.50 3 INET INC 205.00 210.00 347,50 254.167 47.00 762.50 4 TURBO DATA SYSTEMS INC 325.00 295.00 466.00 362.000 65.40 1,086.00 2 DATA TICKET INC 440.00 465.00 472.50 459.167 81.50 1,377.50 1