HomeMy WebLinkAbout07 - PSA for Citation Processing, Parking Permit Processing, Parking Adjudication Support Services, Parking Citation Issuance Hardware, and Citation Collections ServicesQ SEW Pp�T
CITY OF
z NEWPORT BEACH
c�<,FORN'P City Council Staff Report
February 22, 2022
Agenda Item No. 7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Scott Catlett, Finance Director/Treasurer - 949-644-3123,
scatlett@newportbeachca.gov
PREPARED BY: Caryl Bryant, Fiscal Specialist
PHONE: 949-644-3149
TITLE: Professional Services Agreement for Citation Processing, Parking
Permit Processing, Parking Adjudication Support Services, Parking
Citation Issuance Hardware, and Citation Collections Services
ABSTRACT:
Staff is recommending approval of a Professional Services Agreement (PSA) with Turbo
Data Systems, Inc. (TDS) at a not -to -exceed amount of $1,403,221 over five years for
management of the City of Newport Beach's (City's) parking permit and citation programs.
Most of this amount is demand -based, with actual costs fluctuating based on the number
of permits processed, citations issued, and appeals submitted.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve and authorize the Mayor and City Clerk to execute the Professional Services
Agreement with Turbo Data Systems, Inc. for a not -to -exceed amount of $1,403,221
over a five-year contract term.
DISCUSSION:
The City's parking management program ensures that limited parking spaces are fairly
shared by the City's residents, visitors and business customers. Lack of accessible
parking can hurt local businesses and decrease the quality of life for residents. The City
manages approximately 4,100 paid parking spaces, including two large public parking
lots, several smaller lots, and on -street metered spaces. In Fiscal Year 2020-21 and
Fiscal Year 2019-20, paid parking generated revenue of approximately $11.6 million and
$8.4 million, respectively.
7-1
Professional Services Agreement for Citation Processing, Parking Permit Processing,
Parking Adjudication Support Services, Parking Citation Issuance Hardware,
and Citation Collections Services
February 22, 2022
Page 2
The City has several parking permit programs and annually issues over 4,000 parking
permits to residents and visitors. In Fiscal Year 2020-21 and Fiscal Year 2019-20, the
parking permit programs generated revenue of approximately $632,000 and $608,000,
respectively.
TDS has provided citation hardware, parking and administrative citation processing,
parking permit processing, parking adjudication, support, and citation collection services
for the City since June 1, 2016. TDS was selected in 2016 after a lengthy RFP process.
The current TDS agreement expires on March 31, 2022.
Request for Proposals (RFP)
In October 2021, the City issued an RFP seeking proposals for the hardware, software
and collections components of a parking permit and citation processing solution. Six
proposals were received in response to the RFP. A panel consisting of staff from the
Finance, Recreation & Senior Services, and Police Departments evaluated the proposals.
IT staff also reviewed the proposal components related to the software, hardware and
compatibility requirements but did not participate in the scoring process.
The evaluation panel rated the proposals based on the technical qualifications, which
comprised of 70% of the total score, with the cost comprising the remaining 30% of the
total score. The technical score was based on the proposer's qualifications and
experience; the proposer's demonstrated experience and subject matter expertise in
providing the requested citation processing and parking permit administrative services;
the proposer's ability to deploy and provide services as listed in the Scope of Services;
and project costs. The cost score was determined by assigning the maximum (30) points
to the proposal offering the lowest overall cost. Points were deducted from the cost scores
for the other proposals based on the percentage that their cost proposal was higher than
the lowest cost proposal.
7-2
CONDUENT
ELECTRONIC
TURBO
STATEAND
DATA
DATA
IPS GROUP
T2
DATA
LOCAL
TICKET,
SYSTEMS,
SOLUTIONS,
INC.
COLLECTION
INC.
INC.
SYSTEMS,
INC.
CORPORATION
INC.
TECHNICAL
SCORE(OUT
OF 70):
46.50
53.50
36.50
51.00
35.25
68.50
COST RATIO
SCORE(OUT
OF 30):
8.21
21.72
29.24
21.26
30.00
17.21
AGGREGATE
SCORE(OUT
OF 100:
54.71
75.22
65.74
72.26
65.25
85.71
OVERALL
RANK:
6
2
4
3
5
1
7-2
Professional Services Agreement for Citation Processing, Parking Permit Processing,
Parking Adjudication Support Services, Parking Citation Issuance Hardware,
and Citation Collections Services
February 22, 2022
Page 3
At the conclusion of the RFP process, the panel recommended contracting with TDS for
a new agreement covering a five-year period. TDS has over 30 years citation processing
experience, and works with many California municipalities, including the cities of
Anaheim, Manhattan Beach, and Tustin. TDS provided comprehensive customer service
solutions in its proposal, including, but not limited to, online appeals processing, online
payment, permit fulfillment, and live customer help during business hours. TDS also
provided staff support solutions through payment processing, citation and appeals
tracking, and automated invoicing. Finally, TDS is integrated with many other
enforcement and payment vendor providers, facilitating data collection, processing and
presentment.
If the PSA is approved, TDS will continue to provide:
1. Hardware — smartphones and printers for parking citation issuance and supplies
such as paper rolls and preprinted envelopes.
2. Citation processing — citation database management; a web portal for City staff
data access; printing and mailing notices; payment processing; a web portal for
customer access for payments, appeals and information; customer service via
email and phone; and data reporting.
3. Parking permit processing — a web portal for City staff to process permit purchases
for in-person customers; a web portal for customers to order permits, upload
documents, make payments; customer service via email and phone; and data
reporting.
4. Parking adjudication support — parking citation appeal database management;
managing and enforcing appeal deadlines as defined by California Vehicle Code;
customer web portal for submitting online appeals and uploading documents; web
portal for City staff to review and adjudicate first level appeals; customer service
via email and phone; coordinating scheduling and documents for independent
hearing officers for second level of appeals process; and data reporting.
5. Collections — management of collection timelines; submitting delinquent accounts
to DMV for registration holds; submitting delinquent accounts to the Franchise Tax
Board for the tax refund intercept program; providing payment plans; and customer
service via email and phone.
FISCAL IMPACT:
Total five-year costs are expected to be $1,403,221, or $280,644 annually. Annual citation
revenues historically range between $3.5 million and $4.5 million and are expected to
reach $5 million per year during this five-year term. It should also be noted that the cost
proposal included several price reductions when compared to the previous agreement,
most notably the reduction of the collection fee from 30% to 20%. The annual cost for the
new agreement can be broken down as follows:
7-3
Professional Services Agreement for Citation Processing, Parking Permit Processing,
Parking Adjudication Support Services, Parking Citation Issuance Hardware,
and Citation Collections Services
February 22, 2022
Page 4
Service
Annual Cost
5 Year Total
Parking Citation Processing
$188,044.00
$ 940,220.00
Administrative Citation Processing
$ 26,958.00
$ 134,790.00
Permit Management Processing
$ 32,326.00
$ 161,632.00
Automated Ticketwrites
$ 33,316.00
$ 166,579.00
The adopted budget includes sufficient funding for these services. The majority of the
contract costs are budgeted in Account No. 0103032-811008 in the Finance Department
Revenue Division's Professional Services budget. Collections fees are netted against the
revenue collected.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Professional Services Agreement
Attachment B — Request for Proposal 22-15
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ATTACHMENT A
PROFESSIONAL SERVICES AGREEMENT
WITH TURBO DATA SYSTEMS, INC. FOR
PARKING PERMIT MANAGEMENT AND CITATION PROCESSING SERVICES
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and
entered into as of this 1st day of April, 2022 ("Effective Date"), by and between the CITY
OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and
TURBO DATA SYSTEMS, INC., a California corporation ("Consultant"), whose address
on file with the Secretary of State is 18302 Irvine Blvd., Suite 200, Tustin, California
92780, with a local address of 1551 N. Tustin Avenue, Suite 950, Santa Ana, California
92705, and is made with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Consultant to provide parking permit management and
citation processing services ("Project").
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on March 31, 2027, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). City may elect to delete certain Services within the Scope of Services at its
sole discretion.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this Agreement
and Consultant shall perform the Services in accordance with the schedule included in
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Exhibit A. In the absence of a specific schedule, the Services shall be performed to
completion in a diligent and timely manner. The failure by Consultant to strictly adhere to
the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely
manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Consultant shall not be responsible for
delays due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein not later than ten (10) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
3.4 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
hand -delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attachedhereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed One Million Four Hundred
Three Thousand Two Hundred Twenty One Dollars and 001100 ($1,403,221.00),
without prior written authorization from City. No billing rate changes shall be made during
the term of this Agreement without the prior written approval of City.
4.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the -Work, a brief description of the Services performed and/or the specific
task in the Scope of Services to which it relates, the date the Services were performed,
the number of hours spent on all Work billed on an hourly basis, and a description of any
reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar
days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Consultant only for those costs or expenses specifically
identified in Exhibit B to this Agreement or specifically approved in writing in advance by
City.
4.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
Turbo Data Systems, Inc. page 2
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reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
5. PROJECT MANAGER
5.1 Consultant shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Roberta J. Rosen to be its
Project Manager. Consultant shall not remove or reassign the Project Manager or any
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
5.2 Consultant, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
5.3 If Consultant is performing inspection services for City, the Project Manager
and any other assigned staff shall be equipped with a cellular phone to communicate with
City staff. The Project Manager's cellular phone number shall be provided to City.
6. ADMINISTRATION
This Agreement will be administered by the City's Finance Department, Revenue
Division. City's Revenue Manager or designee shall be the Project Administrator and
shall have the authority to act for City under this Agreement. The Project Administrator
shall represent City in all matters pertaining to the Services to be rendered pursuant to
this Agreement.
7. CITY'S RESPONSIBILITIES
To assist Consultant in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Consultant, one copy of all existing
relevant information on file at City. City will provide all such materials in a timely manner
so as not to cause delays in Consultant's Work schedule.
8. STANDARD OF CARE
8.1 All of the Services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the Services required by this Agreement, and that it will
perform all Services in a manner commensurate with community professional standards
and with the ordinary degree of skill and care that would be used by other reasonably
competent practitioners of the same discipline under similar circumstances. All Services
shall be performed by qualified and experienced personnel who are not employed by City.
By delivery of completed Work, Consultant certifies that the Work conforms to the
Turbo Data Systems, Inc. Page 3
7-7
requirements of this Agreement, all applicable federal, state and local laws, and legally
recognized professional standards.
8.2 Consultant represents and warrants to City that it has, shall obtain, and shall
keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's Work promptly, or delay or faulty performance by
City, contractors, or governmental agencies.
9. HOLD HARMLESS
9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, Liabilities, costs and expenses (including, without limitation,
attorneys' fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate
(directly or indirectly) to any breach of the terms and conditions of this Agreement, any
Work performed or Services provided under this Agreement including, without limitation,
defects in workmanship or materials or Consultant's presence or activities conducted on
the Project (including the negligent, reckless, and/or willful acts, errors and/or omissions
of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants,
subcontractors, anyone employed directly or indirectly by any of them or for whose acts
they may be liable, or any or all of them).
9.2 Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorneys' fees in any action on or to enforce
the terms of this Agreement. 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 Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No civil
Turbo Data Systems, Inc. Page 4
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service status or other right of employment shall accrue to Consultant or its employees.
Nothing in this Agreement shall be deemed to constitute approval for Consultant or any
of Consultant's employees or agents, to be the agents or employees of City. Consultant
shall have the responsibility for and control over the means of performing the Work,
provided that Consultant is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Consultant as to the details
of the performance of the Work or to exercise a measure of control over Consultant shall
mean only that Consultant shall follow the desires of City with respect to the results of the
Services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with the Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in order
to ensure the Project proceeds in a manner consistent with City goals and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain, provide and maintain at its own expense during the term
of this Agreement or for other periods as specified in this Agreement, policies of insurance
of the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit C, and incorporated herein by reference.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall be
construed as an assignment: The sale, assignment, transfer or other disposition of any
of the issued and outstanding capital stock of Consultant, or of the interest of any general
partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or
joint -venture or syndicate or co -tenancy, which shall result in changing the control of
Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five
percent (25%) or more of the assets of the corporation, partnership or joint -venture.
Turbo Data Systems, Inc. Page 5
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16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Consultant shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise required by law. City is an intended beneficiary of any Work
performed by the subcontractor for purposes of establishing a duty of care between the
subcontractor and City. Except as specifically authorized herein, the Services to be
provided under this Agreement shall not be otherwise assigned, transferred, contracted
or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
17.1 Each and every report, draft, map, record, plan, document and other writing
produced, including but not limited to, websites, blogs, social media accounts and
applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole right
to use such materials in its discretion without further compensation to Consultant or any
other party. Additionally, all material posted in cyberspace by Consultant, its officers,
employees, agents and subcontractors, in the course of implementing this Agreement,
shall become the exclusive property of City, and City shall have the sole right to use such
materials in its discretion without further compensation to Consultant or any other party.
Consultant shall, at Consultant's expense, provide such Documents, including all logins
and password information to City upon prior written request.
17.2 Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed Documents for other projects
and any use of incomplete Documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived against Consultant, and City assumes
full responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
17.3 All written documents shall be transmitted to City in formats compatible with
Microsoft Office and/or viewable with Adobe Acrobat.
18. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information.
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19. INTELLECTUAL PROPERTY INDEMNITY
Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including costs,
contained in Consultant's Documents provided under this Agreement.
20. RECORDS
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3) years,
or for any longer period required by law, from the date of final payment to Consultant
under this Agreement. All such records and invoices shall be clearly identifiable.
Consultant shall allow a representative of City to examine, audit and make transcripts or
copies of such records and invoices during regular business hours. Consultant shall allow
inspection of all Work, data, Documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment to Consultant
under this Agreement.
21. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction of
the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Consultant shall not
discontinue Work as a result of such withholding. Consultant shall have an immediate
right to appeal to the City Manager or designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of return
that City earned on its investments during the time period, from the date of withholding of
any amounts found to have been improperly withheld.
22. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what would have
resulted if there were not errors or omissions in the Work accomplished by Consultant,
the additional design, construction and/or restoration expense shall be borne by
Consultant. Nothing in this Section is intended to limit City's rights under the law or any
other sections of this Agreement.
23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the Project.
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24. CONFLICTS OF INTEREST
24.1 Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et
seq., which (1) require such persons to disclose any financial interest that may
foreseeably be materially affected by the Work performed under this Agreement, and (2)
prohibit such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
24.2 If subject to the Act and/or Government Code §§ 1090 et sea., Consultant
shall conform to all requirements therein. Failure to do so constitutes a material breach
and is grounds for immediate termination of this Agreement by City. Consultant shall
indemnify and hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
25. NOTICES
25.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
25.2 All notices, demands, requests or approvals from Consultant to City shall
be addressed to City at:
Attn: Revenue Manager
Finance Department, Revenue Division
City of Newport Beach
100' Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
25.3 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at-
Attn: Roberta J. Rosen
Turbo Data Systems, Inc.
151 N. Tustin Avenue, Suite 950
Santa Ana, CA 92705
26. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Consultant shall submit to City, in writing,
all claims for compensation under or arising out of this Agreement. Consultant's
acceptance of the final payment shall constitute a waiver of all claims for compensation
under or arising out of this Agreement except those previously made in writing and
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identified by Consultant in writing as unsettled at the time of its final request for payment.
Consultant and City expressly agree that in addition to any claims filing requirements set
forth in the Agreement, Consultant shall be required to file any claim Consultant may have
against City in strict conformance with the Government Claims Act (Government Code
sections 900 et seq.).
27. TERMINATION
27.1 In the event that either party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) calendar days, or if more than two (2) calendar days are reasonably required
to cure the default and the defaulting party fails to give adequate assurance of due
performance within two (2) calendar days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
thereafter diligently take steps to cure the default, the non -defaulting party may terminate
the Agreement forthwith by giving to the defaulting party written notice thereof.
27.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for which
Consultant has not been previously paid. On the effective date of termination, Consultant
shall deliver to City all reports, Documents and other information developed or
accumulated in the performance of this Agreement, whether in draft or final form.
28. STANDARD PROVISIONS
28.1 Recitals. City and Consultant acknowledge that the above Recitals are true
and correct and are hereby incorporated by reference into this Agreement.
28.2 Compliance with all „Laws. Consultant shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be subject
to approval of the Project Administrator and City.
28.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
28.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
Turbo Data Systems, Inc. Page 9
7-13
28.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
28.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
28.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney,
28.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
28.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
28.10 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
28.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
28.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
Turbo Data Systems, Inc. Page 10
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORN Y'S OFFICE
Date: V1,61202. -A.
CITY
1,6 2021 -
CITY OF NEWPORT BEACH,
a California municipal corporation
Date-
By:
ate:
By:�� By:
Aaron C. Harp Kevin Muldoon
City Attorney Mayor
ATTEST:
Date:
in
Leilani 1. Brown
City Clerk
CONSULTANT: Turbo Data Systems,
Inc., a California corporation
Date:
By:
Roberta J. Rosen
Chief Executive Officer and Chief
Financial Officer
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
Turbo Data Systems, Inc. Page 11
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EXHIBIT A
SCOPE OF SERVICES
Turbo Data Systems, Inc. Page A-1
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■ &4,-% t1 r--%n T n
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Y S 7 E M S
Proposal for
Citation Processing
and Parking Permit
Administrative Services
RFP No. 22-15
Submitted Electronically through
Planet Bids Oct. 14, 2021
CONFIDENTIAL INFORMATION DISCLAIMER:
This proposal contains certain confidential and valuable information in the form of ideas, know-how, concepts, processes, plans and trade
secrets that belong to Turbo Data Systems, Inc. In accordance with the California Public Records Act, this confidential information shall
not be disclosed outside the agency and shall not he 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.
7-17
7a3
Turbo Data
Systems, Inc.
Premier Parking Citation
Processing Solutions
18302 Ervine Blvd
Suite 200
Tustin, California
92780-3464
T: 714.573.5757
F: 714.573 01 C 1
210 N. 4th Street
Suite 150
San Jose, California
95112-5569
T: 408.971.1238
F: 408 918.0973
www.turbodata.com
V
■54010'% A r -1A T A
ri l 11111169 LWF LJ/ I I/ 1
S Y S T E M S
October 14, 2021
Electronic Submission to City of Newport Beach via Planet Bids
Turbo Data Systems, Inc., (TDS) is pleased to present our proposal for services to the City of Newport Beach.
TDS has partnered with the city since 2015, when we were fortunate enough to win the bid out of many
competitors. We assisted the city at that time with consolidating the many different vendors handling various
portions of the processing function and bringing them all under one system. We have watched the city
streamline their systems and transition from a hard to manage environment to a consolidated resource and
support system. This includes Processing, Payment and Collection services for Parking and Administrative
Citations, DMV Interface, Delinquent Collections, Permit Processing and Fulfillment services. TDS looks
forward to extending our partnership with the city and continuing our investment into resources and solutions
to align all relevant processes into one cohesive system. Additionally, TDS has provided support for multiple
parking management vendors that work with the city to ensure they are successful and provide the best
service possible.
TDS has been a constant in the California Parking Industry for 35 years for two primary reasons; service and
results. We provide customized, unified, fully integrated products and solutions that are proven to be very cost
effective and user friendly. We consistently collect higher revenue percentages for our customers than other
vendors can. TDS utilizes NLETS (to retrieve out-of-state registered owner information), Franchise Tax Board
collection, and ICS collection services to accomplish this. We achieve 85-95% revenue collections for clients
utilizing all collection options.
Our ticketPRO Mobile solution provides real-time access and sharing of citations and photos for the city and
the public. The enforcement software was developed with input from California parking officers throughout
the State and provides a fast, easy and efficient enforcement experience. Our leading software has a powerful
ALPR feature that provides speed, accuracy and cuts down the ticket time to 20 seconds or less.
TDS provides many functionally related services to our customers, including ALPR, Residential Permits, Traffic
Citation processing, RIPA solutions, etc. In addition, real-time integration with many industry leaders for pay -
by -phone and pay-station/meter products is already built-in and available. The city can be confident that they
can leverage our services and integration should they adopt such products for their processing solutions.
A major component for client retention is a direct result of our experienced, responsive customer service staff.
We share the back-office work with the city to allow the most effective use of their time. The average tenure
of our key members is over 18 years. TDS personnel are experts on everything related to parking and the
California Vehicle Code.
TDS is a 100% woman -owned company, and we are a certified State of California small business serving over
150 California municipalities and colleges. Most of our customers have remained with TDS for well over 20
years. I encourage you to consult with our references on our unmatched level of service.
In this proposal we have made our best effort to remain competitive while at the same time continue providing
a high level of service. All prices quoted in this proposal are valid for one hundred eighty (180) days from the
date submitted.
I can be reached at (714) 368-4808 or roberta@turbodatacom.
Sincerely,
Roberta J. Rosen'
President
7-18
Turbo Data Systems Inc. October 14, 2021 Submitted to: City of Newport Beach
Table of Contents
1. Statement of Qualifications............................................................... 4
History........................................
Turbo Data History Timeline............................................................. 5
2. Organizational Information............................................................... 6
Organizational Chart......................................................................... 6
Corporate Officers............................................................................ 7
KeyAssociates................................................................................. 8
3. Project Approach/Methodology...................................................... 10
Citation Management..................................................................... 10
Permit Management....................................................................... 21
Citation Issuance Devices/Printers................................................. 25
Citation Collections Services.......................................................... 25
Network Infrastructure.................................................................... 29
Systems Interfacing and integration ............................................... 31
4. References/Recent Project History ................................................ 33
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Turbo Data Systems Inc. October 14, 2021
1 . Statement of Qualifications
Submitted to: City of Newport Beach
Turbo Data Systems, Inc. (TDS) proposes to continue providing the City of Newport Beach with a
comprehensive, and flexible processing and management solution for services. It is important to recognize the
benefits of having a vendor/partner that will handle all your needs efficiently and effectively while increasing
collections and improving customer service. Over the years, TDS has proven time and time again that
we are able to provide our clients not only with the services originally requested, but additional services that
have become an integral part of their processing solution. Our reputation for excellent customer service and
technologically advanced services are benefits our customers and the public have come to appreciate and
expect.
List of our diverse products and services:
Full line of Services:
• Parking Citation Processing
• Admin Citation Processing
• Traffic Citation Processing
• Online - Paperless Appeals
• Administrative Adjudication Services
• Permit Management and Fulfillment
• Interactive Voice Response System
• Internet Credit Card Payments & Info
• Notice/Correspondence
• Cashiering Systems
• Banking Services
• Special Delinquent Collections
• Franchise Tax Board Collections
• CA DMV Interface
• NLETS Interface
• Digital Archiving
Cloud services:
• ticketPROTM Web Customer Citation Portal
• ticketPROT" Web Services API
• ticketPROT" nFORCER Parking
• ticketPROTm nFORCER Traffic
• ticketPROTm nFORCER Code
• ticketPROTm Reporter
• pticket.COM Payments & info
• eAppealsPRO Web Contesting
• reportNet Online Reports
• turbOINSIGHTS Dashboard
• fieldTRACKER Locate and Dispatch
• notifyLPR ALPR Integration
• getaPERIVIT Management Portal
• Partner Integrations
• Court Integrations
• RMS Integrations
Our reputation for excellent customer service and technologically advanced services are benefits our customers
and the public have come to appreciate and expect. TDS prides itself on partnering with our customers and
responding to their requests and concerns. Customer input is welcomed, and we continue to make
improvements and enhancements as technology advances and our clients' needs change.
Our approach has a proven record of some of the highest collection rates in our industry at the lowest total
net cost to our customers. With TDS, Newport Beach will continue to keep a higher percentage of their citation
revenue.
The difference between processing agencies will become apparent with our customer service, which is not
always easy to quantify:
• Is there always someone available to take citizen calls during business hours?
• Are citizens treated with respect when contacting the call center?
• is information provided by the system accurate and up to date?
• Are client requests completed timely?
• Are phone calls and emails addressed quickly and efficiently?
All these items are considered priorities at TDS. We know that we are representing the client and we don't
take that responsibility lightly.
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Turbo Data Systems Inc. October 14, 2021
History
Submitted to: City of Newport Beach
Turbo Data Systems, Inc. (TDS) has been a leading service provider for citation processing in California
since 1985. We are a privately held company, with two offices and thirty-two employees to effectively serve
our California clients. Our Corporate headquarters is in Tustin, California. Our northern California office, the
Office of Parking Violations (OPV), located in San Jose, within walking distance to San Jose City Hall.
TDS is 100% woman -owned, and we are a certified State of California small business serving over 140 California
municipalities and colleges. All our clients have experienced the reliable, flexible and innovative solutions
that TDS offers.
TDS parking customers range in size and issue from 500 to 250,000 citations annually. Parking citations are
processed per California Vehicle Code and local municipal code.
Turbo Data's History Timeline
• 1985 — Turbo Data Systems, Inc. is founded.
• 1985 — Roberta J. Rosen is CEO/President of TDS and still is today.
• 1993 — TDS offers adjudication services with notices integrated into citation system.
• 1996 — TDS adds delinquent collections for parking citations through Innovative Collection Services.
• 1998 — TDS opens second office in San Jose to service Northern California customers.
• 2001 — Online credit card payments for the public through pticket.com.
• 2003 — Agency Reporting made available online through the TDS Parking Portal.
• 2005 — ticketPRO Mobile is introduced. Handhelds fully serviced and supported by TDS.
• 2006 — Franchise Tax Board Collections added as a TDS service.
• 2007 -- eAppeals Online appeals for the public. Reviews/decisions entered online.
• 2008 — TDS adds Administrative Citation Processing Services and Collections.
• 2010 — eAppealsPRO: Cloud -based Agency Custom Review of Online and Mailed -in Appeals
• 2012 — Nlets approves TDS to become a strategic partner.
• 2012 — ticketPRO mobile: Smartphone, Always -Connected, real-time citation issuance.
• 2015 — getaPERMIT Parking Permit Management.
• 2016 — eCitations for moving violations.
• 2017 — eCitations for Admin/Code Enforcement violations.
• 2018 — Electronic Fare Evasion issuance with ticketPRO Mobile and nFORCER hardware.
• 2019 — Turbo Insights Analytics Dashboard.
• 2020 — Field Tracker Mapping- Locate and Dispatch.
• 2021 — RIPA Racial & Identity Profiling App.
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Turbo Data Systems Inc. October 14, 2021
2. Organizational Information
Organization Chart
Submitted to: City of Newport Beach
Turbo Data Systems, Inc. Corporate Officers and Key Personnel are fully proficient in our services and systems
as well as parking processing requirements in the State of California. The average years of experience for our
key staff is over 20 years each in the parking industry.
Tustirt, CA
Arrrdrl Assistanr
San Jose, CA
sarigi0 M. Doug AMtnerYe O_
C sffl r Service Elie S. client services O»ic-e Alan
Man4ger
Gyrtttria
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Support
Proprietary and Confidential
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Turbo data Systems Inc. October 14, 2021
Corporate Officers
Roberta J. Rosen
President and Owner
Chief Executive and Liaison
Submitted to: City of Newport Beach
Ms. Roberta Rosen is the President and owner of Turbo Data Systems, Inc. She serves as the
Chief Executive Officer for TDS and acts as a liaison with clientele management. She has been
the President of Turbo Data Systems, Inc. since its incorporation in 1985.
Under Ms. Rosen's direction, the company has grown and expanded its list of services and technology offerings.
Some of those services include payment processing services, out-of-state collections, Interactive Voice Response
System developments and installations, various computer system platform migrations, the development and
implementation of a web -based parking citation information and payment processing system. In addition to the
administrative responsibilities of the corporation, she has been responsible for overseeing parking citation processing
projects during many system conversions and implementations. Major accounts and management experience include
the Tri-CitiesANestside Cities Joint Database Project, the addition of the Administrative Adjudication Process to the
Parking Citation Collection System, and the addition of a fully staffed processing center in San Jose with a full-service
walk-up payment center. Prior to her work with Turbo Data Systems, Ms. Rosen was in the Information Technology
field working with an international oil drilling and exploration company on their material requisition systems. Ms. Rosen
is a graduate of Cal State Long Beach where she completed a Bachelors' Degree in Business Administration. She
has over 30 years of experience dedicated to providing service and innovative solutions to the corporate environment
as well as municipalities and universities.
Elie M. Sleiman
Vice President
Chief Technology Officer
Mr. Elie Sleiman is the Vice President and Chief Technology Officer of Turbo Data Systems, Inc.
He graduated in 1981 with a Computer Science Degree from Coleman University, San Diego.
Mr. Sleiman worked for Turbo Data Systems from 1986 through 1991, developing someof the
systems that are still in place today. In November 2002, he rejoined Turbo Data Systemsto assist
with its ongoing growth and development and since that time has been involved in every aspect
of the company, particularly systems and operations.
The development of our most recent technology solutions has been under the direct supervision of Mr. Sleiman.
These systems include geta Permit Management, ticket Mobile enforcement for Moving violations and
Code Enforcement, Turbo Insights Dashboard Analytics Reporting. In addition to above systems, Mr. Sleimanis also
responsible for partner integration efforts that bring more solutions and options for our customers. He has anextensive
information technology and customer service background spanning over 25 years. Prior to rejoiningTurbo Data
Systems in 2002, Mr. Sleiman worked in various technical and management capacities with Prudential Real Estate
Affiliates. Task and projects include MIS management, Security and controls, Disaster recovery/Business
Continuation Planning, customer service and help -desk management supporting in-house and field personnel for
over 11 years.
Proprietary and Confidential
Do not Distribute
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Turbo Data Systems Inc. October 14, 2021
Submitted to: City of Newport Beach
Key Associates
Doug R. Amos
Client Services Manager
Primary Liaison
Doug Amos is the Client Services Manager. He serves as the primary liaison for our existing
clients as well as managing the daily service functions of the Tustin office.
Mr. Amos' duties include project management, client acquisition and retention, company marketing and systems
research, design and development. He conducts online and onsite training for our ticketPRO Mobile and our
ticketPROweb back-office solutions. Client support items include the training, plus customer change requests, Vehicle
Code regulations and adherence, Franchise Tax Board services assistance, and new client onboarding. Mr.Amos
has been a significant contributor to our eAppealsPRO, ticketPRO Mobile and geta PERMIT applications. He annually
attends industry hosted conventions, including CPPA, CACEO, CSFMO and CPOA. Mr. Amos stays up to date
through parking industry training sessions on DMV, new Legislative Laws, Hearing examiner training and new
technologies for parking enforcement.
Mr. Amos has over 20 years of experience in management, sales and personnel. He has had extensive sales and
marketing experience. His educational background is in Electrical Engineering from Cal State University of Fullerton.
Denise Ortega
Client Services
Acquisition and Retention
Denise Ortega is a member of our Client Services team. Her responsibilities are client support,
acquisition and retention, company marketing and systems training and managing Permit
Support. She has over 22 years of customer service experience, and over 14 years of experience
in the parking industry
Ms. Ortega is experienced inclient set up and program implementation, ongoing account management, monitoring
contract compliance and renewals, writing bids and proposals and software application training. She assists with
new client presentationsand training. She received Hearing Examiner Training at CPPA. She is our DMV liaison and
manages and assists with all agency DMV PARC codes. She also handles the Franchise Tax Board annual agency
sign-ups, FTB resolutions and weekly updates to the Franchise Tax Board. In addition, Ms. Ortega handles all client
set-up and implementation for our getaPERMIT online permit system.
Proprietary and Confidential
Do not Distribute
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Turbo Data Systems Inc October 14, 2021 Submitted to: City of Newport Beach
Sergio Martinez
Customer Services Manager
Staff Development
Sergio J. Martinez is the Customer Service Manager. He manages our in-house call center and
customer service staff.
Mr. Martinez's duties include hiring, developing, mentoring, and retaining staff for our Tustin processing operations.
Mr. Martinez has over 7 years of prior experience in office management. He served as a mentor and trainer,
overseeing staff sizes ranging for 9 to 60 employees. Mr. Martinez has attended industry related professional training
classes such as the CPPA Hearing Examiner Training. He has been with TDS since 2012.
Sharon A. Watroba
Project Manager
Technical Installation Support
Sharon Watroba serves as the Project Manager for the development group as well as
technical and installation support.
Since 1990, she has worked out of our corporate office in Tustin and has maintained and developed technical
solutions for the company. Ms. Watroba has put extensive analysis and development effort into keeping the citation
system current with the many new features and enhancements that have been implemented over the years. Ms.
Watroba's roles include Program Maintenance and Development, Database Management, Processing Support,
Technical Training and Support, In -House Technical Support and Server Management.
Joseph C. Mendez
Telecommunications and Network Administrator
Customer Technical Support
Joey Mendez serves as our Telecommunications and Network Administrator.
He has worked out of the corporate headquarters supporting TDS since 1988. Mr. Mendez' roles include Customer
Technical Support, Handheld installation/Support, Equipment Installation, System Administration,
Telecommunications Support and In -House Technical Support.
Proprietary and Confidential
Do not Distribute
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Turbo Data Systems Inc. October 14, 2021
3. Project Approach/Methodology
Citation Management
Submitted to City of Newport Beach
Automated Transfer and Upload of Citations
ticketPPO mohite customers enjoy immediate upload of citations as they are written. Errors detected from
automated citation entries (discrepancies in violation amounts, violation codes, lack of required information,
etc.) are reviewed and corrected. Duplicate citation numbers are not entered into the system. They are
reported out for investigation.
TDS works directly with the city to coordinate and implement any changes.
TDS also accepts electronic transfers for administrative citations. Transfer files can be scheduled to be
received or picked up from the city. Data is reviewed for any discrepancies and the city department is
contacted for clarification. Citations are uploaded from Police, Code Enforcement, Harbor and Revenue
Departments for the City. These make up 98% of the issued Administrative Citations.
Data Entry from Manual Citations
Manual Administrative and Parking citations are forwarded to TDS via mail or scan. All manual citations are
entered into the database within two working days of receipt. All citation transactions are entered online with
tight controls to prevent errors.
Each batch of citations is entered into a log for tracking through the process. The date of receipt and who
received it, the data entry operators' ID and the date it was keyed, the count of citations in the batch,
thefling person's ID and the date it was filed are all tracked on the log. This citation batch log is updated as
the batch goes through the process. The log is a tool for supervisors to verify that all work is completed
in atimely manner. Edit capability allows corrections for all citation information fields.
Manual citations not processed due to incorrect or missing information are returned to the city for clarification.
Entry of disposition and other non -citation information is also a critical step in the processing cycle. Citations
that have been dismissed by city staff are updated to reflect the reduction or cancellation action that has been
taken. Also, suspensions and extensions are recorded when requested in writing by the city. Dismissals,
suspensions and extensions are processes that can be performed either by city staff or by TDS.
TDS scans all manual citations and are easily accessible by the city using our ticketPROWeb and
Online Appeals systems.
TDS files all hard copy citations and can provide these documents upon request by the Agency.
Customer Service Call Center
TDS Customer Service Representatives are available during our normal business hours (8:00 am —
5:00pm). TDS employs and trains staff with the ability to respond to calls received in English and Spanish.
Assistance is available for Administrative Citations, Parking Citations and Permits. Call center
representatives also support the public on permit inquiries via email.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
We provide in-house training to all our Customer Service staff allowing them to provide general information
on each Agency's policies and procedures with the ability to research information and respond accordingly.
In addition, the staff is also trained to handle complaints professionally and provide information on all levels
of the administrative adjudication process. Where specified information on violations, code compliance or
property inspections are necessary, our representatives will refer callers to the appropriate City
Department's number and/or office location.
TDS can enter "Notes" on a citation record or permit account as calls are taken in instances where specific
information will be helpful for future reference. All "Notes" entered can be viewed and/or printed by
the Agency and TDS staff.
Supervisors within the Customer Service Department can monitor all calls received. This is helpful not
only for training purposes, but also for support, should the call need to be escalated.
Interactive Voice Response Systems (IVR)
TDS' Interactive Voice Response system (IVR) provides real-time, detailed citation information directly
linked to the Agency's database. Each caller has the option of hearing the information in English or Spanish,
The IVR allows parking citation recipients 24/7 access (with a brief interval maintenance occurring between
12:00 midnight and 1:00 a.m.). The public can inquire by citation number or license plate number and obtain
the issue date, citation number, delinquent date and amount due on all open citations.
The system has the unique ability to relay contesting status on citations in the adjudication process.
Pre-recorded, City of Newport Beach specific information includes a greeting, the address for mailing a
payment, making a payment over the Internet, instructions for contesting a citation and instructions
forcorrecting equipment violations.
Options for reaching a Customer Service Representative are also available through this system during
business hours.
Staff Support
TDS provides in-house staffing for all aspects of processing parking citations during normal business hours.
All key contacts direct phone numbers and emails are provided to the City's contract administrator and all
designated City staff.
User manuals for the citation system are provided during training sessions and clearly identify all steps
required to access and use system information.
Initial onsite training at the city is provided for all systems to be used. Additional training is provided to
the City as requested throughout the term of the contract.
Technical Support
TDS provides City staff with telephone support between 8:00am and 5:00pm Pacific Standard Time (PST),
Monday through Friday, except TDS' holidays. Multiple direct contact numbers to key staff and management
are provided. Our staff follows up on client requests to ensure an effective solution is provided in a timely
manner. With permission, we can conduct remote support sessions to assist or train users when necessary.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Support via email is also available during normal hours and monitored before and after hours and
weekends by key personnel. TDS provides special customer service and technical support emails which are
viewed by primary staff and operations to ensure requests are responded to quickly, usually in minutes.
Correspondence Processing
A courier picks up mail each weekday from a Post Office Box provided by TDS. The mail is taken to
ourTustin office where the payments are processed immediately. All information entered in our systems is
updated real-time. All mail received at TDS is sorted by category (payments, correspondence, etc.).
Correspondence related to citations is opened and forwarded immediately to the appropriate department for
further investigation by staff experienced in identifying and separating contesting information from
complaints.
All correspondence is processed within two (2) business days of receipt. Envelopes for all correspondence
are stamped with the date received and kept with the source documents to validate the posting dates
used for processing.
Upon receiving unidentifiable payments or incomplete information from a citizen, TDS staff requests
additional information or documentation when necessary. All correspondence mailed to citizens on behalf of
the Agency is automatically laser printed by the system and documented in the system for future reference.
All correspondence to the public provides complete citation information, amount due and instructions
regarding how to make a payment. A bar-coded, pre -addressed stub is included for payment and
documentation return.
Vehicle Change of Ownership/Rented Vehicles (Parking)
Daily updates are performed on citations when a change of ownership or notification of a rental with
bonafide proof is received. All prior name information is kept on the system for historical reference. Once
these updates are made, another notice is mailed to the new responsible party.
Payment Processing
Payments are sorted by postmark date and processed each day. Audit controls are in place to ensure
accountability of all transactions and monies for payment processing, from initial receipt through final
resolution and filing.
TDS staff does all payment processing in-house. Payment batches are balanced and reconciled at three
separate steps of our process. Payments are processed into the system within two (2) business days of
receipt. To reduce the number of refunds required to be processed by the Agency's finance department,
TDS does not accept duplicate payments or payments attempting to be made toward citations which are
already closed.
All payment documents are stored in an easily retrievable format. Payment documents are stored for
two years and then periodically shredded.
Unmatched Payments
Our system accepts payments for citations that are not yet in the system. Basic information about the citation
is entered into the database with the payment. Upon receipt of the original citation, the basic information
entered with the payment is compared for accuracy, then merged with the issued citation and all other data
fields are updated.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Partial Payments and Returned Checks
A second notice is mailed for bounced checks (adding a returned check charge to the system that
is established by the Agency), and for the balance due on partial payments or payment plans. If no payment
is received on these second notices, the system continues processing the citation through the penalty
phase and additional notifications.
Due Date Extensions
The system has the capability to accept suspensions or due date extensions when requested by the
Agency. These entries can be entered by the Agency or by TDS upon request.
Payment Plans
TDS has a payment plan to support AB503 legislation. The plan will take into consideration indigent
and non -indigent individuals. Plan requests will be submitted to the Agency for review/approval/denial. TDS
will mail correspondence of the Agency decision. Payment Plans will support recurring payments, waive fees
for indigent, length of plan and minimum payments due. If a plan defaults prior, the system automatically
resumes the citation process (DMV, Collections, etc.). TDS provides required city specific online information
or city link for AB503 indigent payment plans on pticket.com.
Depositing of Agency Funds
TDS scans checks and deposit parking funds into the city's bank account. This method is safe, secure
and efficient. Check scanning hardware and software is provided by each city.
Credit Card Payments
TDS provides a toll-free telephone number for the public to inquire and take credit card payments on citations.
Payments by Credit Card are accepted 24/7. This number is unique for your city. Customized city agency
information is provided when callers reach this service. Pre-recorded, agency information includes the
address for mailing a payment, making a payment over the internet, instructions for contesting a citation and
instructions for correcting equipment violations. Options for reaching a customer service representative are
also available through this system. The system secures immediate authorization from the processor, with
immediate updates to the citation status. All TDS credit card processing platforms (Web & Phone) are
PCI compliant.
For online payments, an email is generated to the payee on the web with their unique confirmation
number/payment information. Monies collected are processed into the merchant account established by the
City, which deposits directly into the City's bank account. Daily reconciliations are performed by TDS to
validate all credit card transactions.
Registered Owner Name Retrieval (Parking)
TDS has a direct online interface with the California Department of Motor Vehicles (DMV) for the retrieval of
registered owners' names and addresses for California vehicles. Requests for registered owners are
submitted to the DMV each business day. Multiple citations issued under one plate or VIN may have
different registered owners depending on the issue date of the citation. Most registered owner information is
retrieved within 24-48 hours of a citation being entered.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
During the name retrieval process, the vehicle make on file with DMV is obtained and compared with
the make from the original citation. Discrepancies are reported and investigated to ensure the license has
been entered correctly. Upon correction the citation is once again eligible for DMV name retrieval through our
automated system.
Also during the name retrieval process, the full vehicle identification number (VIN) and the registration
expiration date is retrieved and placed on the system. This allows a comparison of the last 4 of the VIN
onthe citation with the VIN from the DMV and the registration expiration date on the citation with the
registration expiration date at the DMV. These are important tools to verify that the license plate on
the citation was recorded properly and that the correct violator is pursued.
When a name and address is not available from the DMV on the first inquiry, multiple attempts are made
until we successfully obtain an RIO or at a minimum nine (9) attempts. Corrections are made when
necessary and the DMV name retrieval process continues. This process has been successful in ensuring
accuracy and increasing both our DMV Hit Rate and our collection rate.
Updates are conducted on citations when a change of ownership or notification of a rental with bonafide
proof is received. All prior name information is kept on the system for historical reference. Once these
updates are made, another notice is mailed to the responsible party.
Out -of -State Registered Owner Name Retrieval (Parking)
A Registered Owner inquiry is generated for citations issued to vehicles registered outside California. TDS
currently has agreements to retrieve registered owner information from all DMVs in the United States,
Washington DC, and Canadian Provinces that allow retrieval of registered owner information. TDS is a
strategic partner/member of Nlets (National Law Enforcement Telecommunications System). like Clets, but
on a national basis. Nlets allows electronic access for all 50 states for vehicle registered owner
information. Non- California registered owner names are retrieved quickly and without delay. All specific
out-of-state activities (generation of inquiries, sending inquiries, update of citation records with name and
address information), are functions of the out-of-state process and happen automatically.
DMV Registration Holds/Releases (Parking)
TDS can inquire/update DMV records and Disabled Placards on demand based on a request by the
Agency. This eliminates the need for issuing abstracts on closed citations. The DMV is notified each business
day to modify the amount due on citations already on DMV hold that receive a partial payment. DMV
Status Reports are published monthly for citations placed/released from DMV hold. A report of payments
made at the DMV is provided to the Agency for reconciliation.
Custom Notices and Letters
Our professionally printed notices are printed in color and were designed for ease of reading and providing
important information to the public, as well as containing all information required by the California Vehicle
Code. Our notices meet all current requirements for size, proportion and weight as defined by the USPS.
All notices, letters, and postage are provided by TDS and mailed using first-class mail. Parking and
Administrative violation notices are mailed based on their own Agency -determined schedule. DAC and Lugo
violation notices are sent to both violators and owners when they are separate individuals. All mailings are
imprinted with the post net barcode and FIM markings as requested by the USPS.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Using the Postal Service National Change of Address (NCOA) database allows TDS to ensure the
most rapid and accurate delivery of notices. This feature allows the new address of respondents that have
moved (and filed a notice with the USPS) to be directly printed on the notice form as it is mailed, to
eliminate the time delay normally encountered by the mail piece going to the old address, getting a
forwarding sticker, and then going to the new address.
Mail returned as undeliverable is tracked and identified as returned mail on the inquiry screen. All notices
contain information required by the California Vehicle Code or Agency Municipal Code.
Included Notice Form Information
• Issuing Agency & Description
Due Date
• Phone Number for Inquiries/Questions
Amount Due Before Due Date
• Registered Owner Name & Address
Amount Due After Due Date
• Property Owner or Violator/Tenant
Consequences of Late Payment
• Vehicle State & License Plate Number
Consequences of No Payment (DMV Hold)
• Vehicle Registration Expiration Date
Scofflaw/Repeat Offender Repercussions
• Vehicle Make/Color/Full VIN
Payment Mailing Address
• Citation Number, Issue Date & Time
Return Envelope
• Violation Location
Payee Name
• Notice Mailing Date
Inquiry/Payment Website Address
• Violation Description
Instructions to Clear/Contest Citation
A unique feature of our system is the ability to modify the agency -specific text that is printed on the notice.
This allows the Agency the flexibility of changing the text should policies or procedures change (i.e, hours
of operation, etc.).
TDS has contracted with InfoSend, Inc. to print and mail our notices since 2004. We electronically transmit
our notice files, and they duplex and color print, fold, stuff and mail our notices out of their facility with their
modern and very rapid equipment multiple times each week. InfoSend, Inc. mails out over 35,000 letters
and notices for us each week. Their main production facilities are in Anaheim, California and serve many
clients including municipalities. They provide a backup facility for printing and mailing. Working with
InfoSend, Inc. allows us to take advantage of their ability to pre -certify addresses using the USPS NCOA
database. Utilizing a vendor that specializes in mailing services increases our compliance with ever-
changing postal regulations and ensures our notices get into the mail -stream faster and with the
most accurate postal bar-coding.
Client Online Access - ticketPROWeb
Cloud -based access is available to the city using a web -browser and a secure Internet Connection 2417.
Real-time access offers our clients the most current database information. All transactions such as citation
records, payments, dismissals, administrative adjudication information, notes, registered owner
information and all other citation data are immediately displayed and can be printed if desired.
ticket Web allows retrieval of information by citation, license plate, ID, location with wild -card search,
name and VIN. The search results can be sorted or used to select individual citation details, plates or
registered ownernames. Results can be filtered by citation status types of All, Open, Delinquent and Closed.
Searches can also be done by predefined or custom date periods.
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Turbo Data Systems Inc. October 14, 2021
Our citation details screen contains all pertinent information on each citation:
Submitted to : City of Newport Beach
Our citation details screen contains all pertinent information on each citation
Citation Date/Time
DMV Registration Expiration
• Violations and Fines
DMV Registered Owner Name/Address
• Location of Violation
Responsible Party Name/Address
• Current Status
Contesting Dates and Results
• Vehicle Information
Payment and Collections History
• Notices Mailed and Dates
Payment and Collections History
• DMV Vehicle Make
DMV Vehicle VIN
Additional information is easily available through toolbar buttons:
• Scan of Original Manual Citation
• Listing and Amount Due for Habitual Offender (bootableltowable) Vehicles
• View PDFs of Notice Mailed
• View Photos/Map taken by ticketPRO Mobile
• View Submitted contesting Documents for Appealed Citations
• View all Prior Names/Addresses Associated with Citations
• Review or Add Notes Added to the Citation by City Staff or TDS Call Center
Processing of Administrative Review Requests (Parking)
Our Administrative Appeals process was designed to save our clients a significant amount of time, relieving
the staff of the day-to-day clerical tasks associated with the process, and to provide an organized, efficient
and professional way to process their appeals.
TDS' Administrative Appeals processing tracks relevant dates, automatically interfaces with and updates
the citation system, provides adjudication status on our IVR (automated telephone system) and
ptrcket.com (public website) and mails all notifications. We provide the scheduling of hearings and mail all
required hearing notifications.
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Turbo Data Systems Inc. October 14, 2021
Benefits of Using TDS' Adjudication Services
Submitted to : City of Newport Beach
• Automatically tracks each citation through the adjudication process
• Dispositions (liable, not liable, liable for a reduced amount, etc.) are updated automatically
• Custom decision codes entered online
• Automatically post refunds to the citation database on dismissed citations that are already paid,
and generates a request for refund
• Automatically tracks due dates for contesting as described in CVC 40215 by interacting with the
citation database and the specific citation data
• Interacts with other automated systems - IVR and public website - pticket.com
• Public can appeal online with the ability to upload photos and documents
• Agency can perform paperless online reviews and decisions through eAppeals
• Provides specific status on IVR and pticket.com on contested citations for the public
• Automated hearing scheduling
• TDS staff works directly with the hearing officer and Agency when scheduling in-person hearings
• Automated letter mailings which include decisions codes at 1st and 2nd level and hearing
notification letter which provide specific date, time, location and directions to the hearing
Using this service has proven successful by having appeal information easily accessible in the parking
citation database. All adjudication activities are tracked real-time by the system and therefore are available
to the public 2417 online and by telephone.
The system tracks information pertaining to each citation contested through the administrative adjudication
process and allows for updates as each citation progresses through the steps for contesting. The
Administrative Review and Hearing Tracking System is fully integrated with the parking citation database
and has complete inquiry capabilities.
The process starts with TDS entering all mailed -in Initial Review requests into the system. Citations are
stopped at this point from progressing further in the citation process (no notices, etc.). The Agency
determines the disposition of each contested citation. A decision code corresponding to a brief description
of the reason that will appear on the result letter is selected. The reviewer can edit decision codes, or enter
custom decisions from scratch. Once saved, the system automatically activates the citation and sends a
result letter with information relating to the decision and amount due.
Reporting for the Adjudication system includes a monthly report of Outstanding Administrative Reviews and
the Administrative Adjudication Services report which provides a summary of the adjudication activities
for the month.
Hearing Scheduling Services
Payment of the citation fine is required at the time of hearing entry. In the case of indigence, the system
allows an override to accept the hearing request without payment of the fine. Hearing information and
documentation is prepared in advance of the hearings.
In-person and telephone hearing requests receive a hearing date notification letter with detailed instructions
for the scheduled hearing. If requested, one reschedule is allowed for the appellant. A new hearing date
notification letter is mailed with the new date and time once the hearing is rescheduled.
Hearing schedules are available online for Agency viewing. Reporting for the Administrative Hearing portion
of the system includes a monthly report of Hearing Results by Violation and a report of Outstanding Hearing
Requests.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Hearing Officer Coordination
TDS coordinates with the Agency on hearing location, dates and times for parking and administrative citation
hearings to be scheduled. Hearings are scheduled within the guidelines of California Vehicle Code 40215
and Agency municipal code.
The hearing examiner receives a packet containing a cover sheet and all documentation required for each
hearing. The hearing examiner records the decision for each hearing. The Hearing Officer will select from a
h e a ri n g disposition code list and enter the results electronically. TDS will mail result letters and file any
required documentation.
TDS staff ensures that both the Hearing Officer and a room are available three (3) weeks in advance of
scheduling hearings and prior to mailing Hearing Notification Letters to the citizens. Hearing information and
documentation is prepared in advance of the hearings. TDS will notify the agency and Hearing Officer
of any hearing reschedules.
When a liable decision is appealed further through the court system, TDS will provide the Agency with all
related documents for the Agency to appear at court. Information regarding court appeals is also tracked
inthe system for each citation.
Appeals to the Superior Court
Hearing result letters that find the contestant liable will provide the time frame, court address and phone
number where the appellant can file for a civil appeal. Upon notification to TDS by the court or agency of an
appeal to the court, TDS will provide all required contesting documents to the agency in a timely manner.
Ifthe court finds in favor of the contestant, TDS will notify the agency of any undeposited parking penalty plus
filing fee for refund. If citation is upheld, TDS will continue to pursue any unpaid penalties on behalf of the
agency.
Status of court decisions (court requested date; court decision and date) are tracked in the TDS inquiry
system for the agency.
Online Access to the public - pticket.com
pticket.com is a public web site that is customized for each customer with branding capabilities. It
provides the public with online inquiry, payment capability, and online appeal access to contest their
parking citations. Information provided to the public includes:
• Citation information
• Adjudication information
• Contesting information
• Pay single or multiple citations
• Printable Forms
• View Photos
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Citizens accessing the www.pticket.com website will find only specific information related to City of Newport
Beach citations. No other agency data will be displayed. City of Newport Beach agency graphics (logos,
banners, etc.) are used to compliment the agency web site or identity. It includes several web pages with
content unique to the Agency. These pages are customized to reflect the desired information about your
parking and administrative citation program. - contesting, payment options, forms, etc.
Data security is provided using the highest industry SSL encryption. pticket.com is PCI compliant. An
address link can be placed on the Agency's website to provide convenient public access.
eAppealsPRO - Online and Scanned Appeals
Through the pticket.com website, we provide an integrated, online appeals process that is completely
paperless. The system is dynamic in that it will prevent late appeals from being submitted, saving
Newport Beach time, money and resources. Once they have submitted their electronic appeal, and uploaded
any desired documents, a confirmation of each submitted appeal is emailed to the citizen.
The citation process is suspended pending review of the appeal, saving considerable processing effort and
time. All processed appeals and decisions can be reviewed at any time by Agency personnel. All results
and key dates for initial reviews and hearings are viewable on pticket.com, including the written reasons
ifthe citation is upheld. Result and notification letters are automatically mailed as per requirement of
CVC402 1 5.
Through our online review system, the Agency can review the submitted online appeals, including uploaded
files and photos. Mailed in appeals are scanned and added for a fully ;: . _ _:; appeal review process.
List of prior citations, original citation image (paper ticket), appellant documents, phone notes, agency
notesfor all citations issued for the same license can also be viewed.
For our clients that use ticket Mobile handheld ticket writers, citation photos taken are accessible to
each online appeal. Notices are automatically stopped at appeal submission and activated when the online
decision is made.
All appeal and decision documents are stored electronically on eAppeals for immediate access and
viewing by the Agency. Results can be filtered by violation, decision reason, etc. Additional documents
maybe added for appeals continuing to the hearing level.
Reporting
TDS provides its customers with a dedicated web site accessible to authorized personnel. This site provides
access to parking related information and resources available 2417. TDS will provide the Agency with a wide
variety of electronic reports. Over 40 standard reports are generated. Custom reports can be created on
anas needed basis upon request at no additional cost to the Agency. Frequency of reports generated can
be on a one-time only basis, monthly, weekly or as the Agency desires. Using the Internet, authorized Agency
staff is provided with a unique logon and password. These reports are provided in PDF format and can be
viewed and printed. Reports can be viewed online 2417 and will remain online for a minimum of five
(5) years.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Turbo Insights is a dynamic home dashboard reporter. Insights allows
Vrs�h, I IGHT your agency to see how your ticketing program is performing and
r +�v provides valuable statistics and charting. Items include:
• Live dashboard and issuance reporting
• Daily average and average for day off week
• Multi-year view and compare
• Top violation issuance
• Top location issuance
• Charted issuance by month, day of week and hour of day
• Mapping of issued citations, filter by date, officer for citations issued by ticketPRO Mobile
• Issuance gap reporting
• Set filtering to search and report violations by date range, time, location, block and officer
• Monthly forecasting
• Revenue financial reporting
• Inventory reporting
Standard and custom reporting can be scheduled and automatically emailed to various department staff on
daily, weekly or monthly basis.
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Turbo Data Systems Inc October 14, 2021 Submitted to : City of Newport Beach
Permit Management System
TDS offers a comprehensive Residential Permit solution comprised of a self-
service web application accessible to the public and city staff. This is a very
customizable solution which supports city specific content, information and
activities. The public can register for a new account which can be used as a
f*f portal to view profile, applications, history, vehicles, obtain guest permits
and pay online. The system allows for permit renewals; either by letter
generation and mailing, and/or electronic notification. TDS can assist
thecity with creating email campaigns to improve customer service and
communication. It is a complete solution with flexibility to help the city
address their parking permit needs and provide convenience to the public.
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7-37
Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
getaPERMIT is a cloud -based solution that simplifies the management and maintenance of residential
permit issuance and enforcement while adhering to city policies and ordinance. Required documents can be
collected during the registration and application process and digitally viewed and maintained during the
verification process by the city and/or TDS.
The permit management system is scalable and is designed to handle multiple permit types:
• Multiple physical permits and multiple combinations (bumper sticker, decal, hangtag)
• Virtual Permits - use vehicle license plate
• Guest permits
• Overnight permits
• Multiple residential zones/ districts
• Annual residential permits
• Business parking permits
• RV permits
• Yard sale permits
• Discount permits for qualified applicant
Permit pricing can be tier -structured, prorated or allow for special exceptions and discounts. Our permit
program is customized to fit your needs. Our system will allow both TDS and designated city staff to
issue and administer permits as needed
TDS Permit Services
We take pride in the quality of service that we provide to the city and the public. We don't just offer products.
We provide a service and have built relationships with city staff that cannot be surpassed. TDS provides
manual entry for Newport Beach permits from several departments. Examples are.-
Citywide
re:Citywide virtual work permits for City employees
• Marina Park virtual permits
• Newport Elementary parking permits
• Newport Lifeguard permits
• Group orders of Annual Blue Pole and Master Permits
Manual processing of mailed in (TDS) and over the counter (City) applications includes:
• Mail retrieval daily by TDS
• Opening and sorting of incoming documents
• Data entry by TDS
• Scanning mailed Documents
• Revenue collection and daily payment reconciliation
• Review of account and permit documents
• Notifications by email of approval or rejection
• Permit validation
• Fulfillment mailing for permit decals and hangtags
Both TDS and the city can perform the verification of required documents (proof of residence verification,
vehicle license information, etc.), data entry, maintenance functions, permit fulfillment and all required
mailings, depending on the city's needs.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Account holders are notified when their account and application has been approved and if they need to sign
back in their account to pay for the permit. Rejected accounts and applications also result in an email
notification sent to the applicant notifying them of further actions or corrections.
All mailed -in, online, over the counter submitted applications and documents are available for viewing and
managing via a single interface.
The getaPERMIT website offers many features to help first time and returning visitors with easy access to
navigate and move about the site. Each page can have custom content to better communicate instructions,
announcements, a custom FAQ and policies to visitors. This can be updated at any time.
Permit Support for the Public (Call Center and Email Assistance)
TDS provides experienced CSR's to assist with any questions or help needed from 8am to Spm, Mon -
Fri. Permit Support assists via email and by phone in both English and Spanish.
Permit Support for the City (Call Center and Email Assistance)
A permit group email address was created for the use of specific city staff for all permit needs. The
emails come through to the entire team for an expedited response. Individual phone numbers and email
addresses for our key team players for permits are provided to the city.
Website Branding
Our permit solution supports branding features to provide assurance to the visitors and that they
havereached the correct web site. The URL link would be set as oc.getapermit. net and customized graphics
are used.
Multi-lingual Support
The getaPERMIT website supports multi-lingual translations to help non-English speaking citizens or
visitors.
Public Online "Self -Help" Access
TDS provides a cloud -based "self-service" website that residents and visitors alike can use to complete a
permit application, upload required documents, and pay for their permits. Applicants will have the option
of saving the application prior to completion and returning to where they left off. The getaPERMIT website
will accept payments made with Visa, MasterCard or Discover.
The getaPERMIT website can display description/FAQ related to the permit program, as well as provide
forms and instructions for a manual permit application. A link to the city website can also be provided.
Vehicle Changes/ Permit Replacement
getaPERMIT allows for permits to be replaced at a cost or to have the fee waived if the permit is lost
or stolen. Permits can also be replaced or transferred to a different vehicle.
Real Time Enforcement
The TDS permit management system was designed to interface directly with our ticketPRO mobile solution
to provide real-time information of parking permits. Officers in the field will be able to check on permit status
and receive pertinent information regarding permits even on same day, including virtual permits. ticketPRO
can search by permit number as well as by plate for virtual permits.
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7-39
Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Permit Manager integrates with LPR systems by providing current permit information such as type, status,
lost, stolen, temporary, etc. TDS has partnered with an I_PR solution provider to provide a streamlined
enforcement. Both Newport Beach and Culver City are using this solution to leverage and benefit the
ticketPRO integration.
Unpaid Citation Notification (checkCITATION)
getaPERMIT supports the option to interface with the citation database and reports on outstanding citations.
This can be used to prevent purchase/ renewal of a permit until the outstanding citations are paid. Visitors
will be redirected to the payment website and then returned to the permit page to continue their purchase.
getaPERMIT Mobile App
getaPERMIT mobile applications will be available for 10S and Android
smartphones and tablets. Our mobile website will also support visitors from any
mobile platform. The public will be able to access their account, order permits,
submit their required documents, make their payment and obtain a receipt.
This is ideal and convenient for guest and daily permits.
Reporting
TDS provides reporting showing the dollar amounts collected and deposited daily. Detail and management
summary reporting is provided online.
Monthly reporting shows the number of permits applied for, the number of permits pending, and the number
of permits issued. Financial and statistical reports will be customized as needed. Management reports will
identify account type and permit activities.
Using the web application, users can easily report on a wide variety of information such as account types,
account status, permit type, permit or application status, and more.
Predefined pages will automatically filter additional data and allow manual filtering as well. For example, filters
are available for account information regarding type, status and city zone.
Type, status and city zone filters are also available for permits. Other filter or search criteria can be added.
Additionally, we offer heat -maps and other permit mapping reports that will help visually identify permit
information throughout the city with filters to support current or older data as well as status and specific
permit types.
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Turbo Data Systems Inc. October 14, 2021 Submitted to : City of Newport Beach
Citation Issuance Devices/Printers
ice• ,ent _= There arevarlous hardware choices to meet your needs. A two-piece
%"WJF1&%"' 4- option with a smartphone and printer or an all -in -one model. We also
"ZagLC offer an AT&T and a Verizon option to match the best coverage in your
city.
ticketPRO magic has capabilities never offered before in citation issuance products. The concept is
revolutionary and incomparable to other solutions in the parking industry. It is based on a smart -app design
to take advantage of the native smartphone technologies and features. This is not a mobile
browser -based that is dependent on a 100% powerful signal.
With our solution, we have seen an increase of 24% in issuance volume. Below is a short list of
the many features:
notifyLPR -ALPR Integration with Tannery Creek/Vigilant
With one button push, our exclusive notifyLPR feature allows the city's current vendor, Tannery Creek, to
transfer vehicle info, violation and photos onto a ticketPRO Mobile unit to start a citation. The ALPR vehicles
also receive active permit status from our getaPERMIT application for real-time permit enforcement of virtual
and standard parking permits. TDS also has this feature with the NBPD ALPR vendor, Vigilant by Motorola
Solutions should the City want to implement integration.
Advanced On -Board LPR
No need to type in Plate, Make or Calor. Enforcement simply snaps a photo, verify, and the
information is filled in on the citation. With a single picture snap, the app will handle seven different
steps, hence saving the officer precious time. We have reduced the time to issue a ticket down to
15-20 seconds depending on the type of violation.
Permit Lookups and History
With TDS' Permit Management, Physical and Virtual parking permits are reported to each ticketPRO
Mobile device and to the Tannery Creek ALPR solution.
Live Always Connected Device
Citation data and photos are transferred to and from all handheld units into our server in real-time. Agency
and public will have immediate access for information and payment. No workstation computer is needed,
and no batch process will be required. Furthermore, the public can pay or appeal their citation immediately
after issuance.
This improves customer service and lessens the burden of having to wait a few days before someone can
pay their ticket.
Pay -by -phone Integration
Integrates with pay -by -phone and pay -by -space systems that provide real-time reporting to officer so they
will know if Plate/Space has additional paid time. This is active now in the City with ParkMobile and T2/Digital
Pay Stations. IPS meters and pay stations are also integrated.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Real-time Scofflaw and VIP Alerts
Scofflaw and VIP alerts notify the issuing officer of 5 or more previous violations or other important
information, even if updated same-day. City staff can easily add plates with specific instructions and the
officer will be alerted immediately when the same plate is used.
Real-time Meter and Permit Lookup
Meter and permit information from the agency can be integrated into the system and used during
issuance for lookups and validation
Meter Mapping
By entering or scanning a meter number only, violation and location are automatically filled in, saving
issuance time.
Real-time Data Sharing to All Units
All units can share citation data information, even if issued within minutes by another handheld.
Sticky Fields
State, Location, Violation and Comment can be easily set by user to remain for the next issued
citation. Ideal for Street Sweeping enforcement.
Ticket History, Retention and Lookup
The system allows for automatic notification if a ticket is about to be issued to a plate that has previously
been cited or warned. The information from the previous ticket is used to populate the current ticket
information.
Marking/ Chalking
The software allows tracking of vehicles by time, zone, location or photo. Chalk alerts and Maps show
expired vehicles and locations.
Shared Chalks
Enforcement staff can retrieve chalk records from other units on the same day to allow for continual
chalking enforcement, even after shift changes.
Live Software Support to Each Device
Our infrastructure is set up to allow us to interact remotely with each individual device. This is used for
training and troubleshooting, even while in the field.
Software Upgrade with no User Intervention
Software upgrades are done remotely to each individual unit by our support staff.
Issue and Warn
Officers can issue warnings and tickets for different violations at the same time. This saves time and
provides public service for citizens.
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7-42
Turbo Data Systems Inc October 14, 2021
Submitted to : City of Newport Beach
Voice Memo Record
One touch record option on citation issue screen; no interruption to issue process.
CPS
Citations are geo-tagged and mapped on ticketPRO Viewer for Agency access.
Tow Agency Notifications
Email notifications with map, photos, issued citations and amounts due can be sent directly to a designated
tow company or police department.
Visual Reporting/ Mapping
Our new Field Mapper is a visual dashboard showing issuance activities. Options to filter by Officer,
Violation, Route, etc. Thisa very flexible reporting tool that offers management a quick glance at vital
parking information including mapping, date driven counts and statistics, Top 10 information by Officer,
Violation, etc.
Support Features
Our support offering includes constant monitoring of device vital information such as storage, battery,
memory and other resources. Our support team can instantly connect to any device in the field to provide
training, troubleshooting or to perform software update. Our solution offers an always -connected device
that is independent of the City's network.
Call or email directly from device:
• Remote Control/ In -field Support
• Unattended Software Development & Upgrades
• Quick &Easy Recovery
• Hot Swap Program to Ensure Continuous Operation
• Phone/ Email Support
• Proactive Notifications from Device to Support Team
Staff Support
TDS provides in-house staffing for all aspects of processing parking citations during normal business hours.
All key contacts direct phone numbers and emails will be provided to the City's contract administrator and all
designated city staff.
User manuals for the citation system are provided during training sessions and clearly identify all steps
required to access and use system information. Initial onsite training at the city is provided for all systems
to be used. Additional training is provided to the City as requested throughout the term of the contract.
Technical Support
TDS provides City staff with telephone support between 8: 0 0 a m a n d 5: 0 0 p m Pacific Standard
Time(PST), Monday through Friday, except TDS' holidays. Our staff follows up on client requests to ensure
an effective solution is provided in a timely manner. With permission, we can conduct remote support
sessions to assist or train users when necessary.
Support via email is also available during normal hours and monitored before and after hours and
weekends by key personnel. TDS provides special customer service and technical support emails which are
viewed by primary staff and operations to ensure requests are responded to quickly, usually in minutes.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Scofflaw Report
A scofflaw file and a scofflaw report are generated each day. The file contains the most current habitual
offenders and is used with the automated ticket writers and ALPR vehicles. The reports are updated
daily for manual use. Taking advantage of multi -agency contracts, TDS can provide a combined scofflaw
list.
TDS also provides a detailed scofflaw report, containing vehicle location information, which includes
all license plates that have accumulated five or more delinquent parking violations.
Both TDS and the city can perform the verification of required documents (proof of residence verification,
vehicle license information, etc.), data entry, maintenance functions, permit fulfillment and all required
mailings, depending on the city's needs.
Account holders are notified when their account and application has been approved and if they need to sign
back in their account to pay for the permit. Rejected accounts and applications also result in an email
notification sent to the applicant notifying them of further actions or corrections.
Citation Collections Services
Special Collections and Delinquent Follow -Up
TDS provides two special collection programs to help maximize collection efforts. Our delinquent collections
processes have been designed to deliver maximum revenue for our Agencies with minimum possible costs.
For Administrative citations, collection letters start after the responsible party has received a first notice before
late penalties and a second notice with penalty added. Mailing timeline to start collection letters will start
at 60 days, 90 days, or as determined by Agency.
Parking citation collections do not proceed until after citations have been through the DMV hold process or
are unable to hold at California DMV. This allows the DMV process to collect a maximum before moving to
collections. DMV holds last up to 18 months.
While other vendors are offering low percentage collection pricing, they are often collecting much earlier in
the citation timeline or providing little more than another mailed notice, or both. TDS uses the highest quality
of collection service to get consistent high results. More important, we successfully collect more citation
revenue before entering special delinquent collections.
Innovative Collection Services
Innovative Collection Services (ICS) has been providing supplemental collection services since 1996.
The ICS system is fully integrated with our citation system allowing for easy retrieval of parking citation and
collection agency data.
Incoming new accounts as well as payment and "stop" information transmitted from the citation system are
monitored and validated to ensure accuracy. ICS collects many citations considered otherwise non -
collectable. Violators become responsive when a collection agency becomes involved, resulting in payments
that normally would remain uncollected.
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Turbo Data Systems Inc. October 14, 2021
Franchise Tax Board
Submitted to : City of Newport Beach
TDS also provides for collections through the Franchise Tax Board Interagency Offset Program. We comply
with all requirements set forth by the FTB for the Interagency Offset Program and we provide all theresources
necessary so that you don't have to.
For all FTB-qualified citations, TDS:
• Combines all Admin and Parking citations by responsible party into single accounts
• Retrieves Social Security numbers
• Mails the pre -intercept notice to each registered owner. No multiple notices required.
• Process the mailed payments and enter FTB intercept payments
• Handle all calls from the public.
• The public may also make credit card payments online at pticket.com.
We have provided this service to our customers since 2007 and it has proven to maximize citation collection
rates for all participating agencies. Every agency that has participated in this program has continued to
useit every year thereafter. All FTB-qualified accounts that remain unpaid are sent to the FTB to be
ready forthe submission of State tax returns. The FTB will send all intercepted funds directly to the City. TDS
will receive the offset funds electronically and update the system to show the accounts/citations as closed,
andto perform an ongoing reconciliation for the City.
TDS notifies the FTB of any interim payments received on our end or at the city and reports to the FTB
so they will close the account on their system.
Network Infrastructure
TDS' network and security infrastructure provides secure access to all systems including Agency access
to the TDS hosted applications and public access to pticket.com. Redundant Internet availability is based
on a two-way scheme which includes Fiber connection to an MPLS network and dedicated wireless links.
Dual firewalls provide redundancy and automatic failover in case of hardware failure and Internet link
failover in case of circuit failure. Primary access is provided via local Data Center that offers a reliable
and highly- secure Managed Internet service.
Critical servers are hosted in the Data Center which provides the following benefits:
Advanced MPLS WAN via DSL, Fiber, Ethernet & Wireless
Cutting Edge Infrastructure
Fully Redundant, Data Grade Power
Finest Internet Backbone
Hi -Tech Physical and Network Security
PCI Compliant, HIPPA, SSAE16
IDS/ IPS/ Cloud Firewall/ Content Filtering
Our Tustin corporate office also hosts a redundant server and network to enhance availability.
TDS takes every measure and every precaution to ensure that the data is managed and properly protected.
We incorporate high -industry standard security with SHA256withRSA data encryption for all our web server
and online systems. Our managed firewalls employ Intrusion Detection Service (IDS) and Intrusion
Prevention Service (IPS) with hourly updates of new signatures and threats.
TDS staff are required to connect via an SSL -Virtual Private Network (VPN) with multi -factor authentication
for remote access control and support.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
TDS has taken the leap into virtualization. We have reduced our physical server footprint and implemented
the latest in optimization. Virtualization provides us with benefits including high -availability and replication.
We have also invested into a cutting-edge multi -site SAN technology that provides us with scalable storage;
high-performance and site -to -site replication to protect our critical servers and data and ensure a backup that
can be as real-time as possible.
PCI Compliance
Our e-commerce web sites go through a monthly intrusion detection test to make sure that our firewall
and web servers adhere to the Payment Card Industry Data Security Standard (PCI DSS). The site is
recertified at least quarterly to guarantee continued PCI compliance. Certification and encryption seals are
visible to visitors to ensure their trust and confidence when conducting a payment transaction. As part of the
PCI compliance, we also complete an annual questionnaire to maintain a valid certification. An active
certificate can be made available if requested.
Security Policy
TDS has a strict internal policy regarding the security of information. Access to information is confined to a
select few individuals strictly on a need -to -know basis. Our technology department staff is provided access
to systems on an as needed basis to service the hardware and software and to support our on-going
operations.
All access to our systems requires, at a minimum, a unique username and password combination.
This access is governed by rules associated with each user's access level within the applications. By policy,
usernames and passwords cannot be written down, nor stored in a computer anywhere, and as an added
measure all passwords are regularly updated.
Email Security & Virus Protection
Since email has become one of the primary methods of communication and collaboration with our clients,
TDS feels that email security and protection is as important and as critical as any web or online system.
TDS employs a third -party solution/service that not only filters out SPAM, Spyware and viruses, but
also stores and forwards email in case of failure or network outages. This ensures that emails sent to our
clients are SPAM and Virus free.
All systems including PCs, Laptops and servers within our network have managed anti-virus software tools
to protect against file, system and email viruses and Spyware. Virus signature and protection policies are
managed and updated by a centralized management console with reporting and alerting capabilities.
Data Backup
System backups occur daily or in some cases hourly depending on the critical nature of the data. In addition
real-time site -to -site replication, other backups are directed to disk as well as tape media. Our backup
media are sent from our corporate headquarters to an off-site facility in southern California and a duplicate
is sent to our northern California facility in San Jose. Backups are scheduled to run automatically. Backup
logs are created and reviewed by our operations staff for exceptions and errors.
Systems and Network Services
Our core network services are in an SSAE16 data center facility. This is a highly secure off-site facility
designed to withstand major disasters. Our equipment is housed in a controlled environment providing a
complete access lock -down.
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
Furthermore, having redundant power generators, Air Conditioning and Internet backup, guarantees
a continuous systems operation, data safety and integrity. Coupled with our site -to -site real-time
replication, off-site media backup storage, and contractual agreement with other facilities, we continue
business operation in case of an outage or major disaster. Access policy requires credentials and bio -
scan to enter facility, along with another bio -scan to enter the server space. TDS's systems are
locked in an unshared space with no external access possible. Video surveillance cameras are available
throughout the facility.
Office Security (Tustin & San Jose)
Our two California office space facilities are secured at the building level by access cards allowing
entrance to only certain individuals outside of normal business hours. Our suites are secured by access
cards for all staff allowing entrance to the suite only at permissible hours. An intercom system is used to
grant access to vendors and visitors after identification by company staff.
Our data center is secured by access cards allowing only certain individuals access. All entries are logged
and reviewed on a regular basis. Our suite is also secured by a monitoring service that detects entry
and motion within our suite during off hours. Surveillance cameras are throughout the facility with 24-
hour recording and monitoring capability so any activity may be reviewed.
Systems Interfacing and Integration
TDS Systems are designed to perfo--- 9e'L_1- -- -nd/or retrieve required
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Turbo Data Systems Inc. October 14, 2021
Submitted to : City of Newport Beach
with Agency systems and other vendor applications. We have successfully integrated with Agency payment
systems, specialty hot lists, real-time ALPR systems, multi -space meter, pay by phone apps, and permit
systems.
LPR Importt Export
TDS can import up to real-time from License Plate Recognition systems to our ticket Mobile
solution. This can be used for scofflaw and parking permit enforcement. Exports of habitual offender
and other citation information can also be exported to LPR systems as needed.
Data Export
TDS exports citation data for several of our agencies as requested. For example, TDS currently exports
citation data to Coplink for the San Mateo County Cities. TDS has also partnered with License Plate
Recognition systems to provide scofflaw information to flag 5 or more delinquent citation vehicles to send an
alert to the agency's tow service.
Pay -by -space
TDS' ticketPRC:? Mobile is compatible with pay -by -space services that provide live status access to
parking spaces/meters. Enforcement can lookup status directly on the r>cket Mobile software,
Pay -by -phone
TDS' ticketMobile is compatible with pay -by -phone services that provide live status access
to spacelmeter payments. TDS currently supports MobileNow, Parkmobile, Passport Parking
and, Paybyphone.
Multi -space Meters
TDS' ticketPRC Mobile is compatible with IPS, DigitalPayTechlT2, Ventek, and soon will support
CALE and Parkeon meters.
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Turbo Data Systems Inc. October 14, 2021 Submitted to : City of Newport Beach
4. References/Recent Project History
TDS currently provides services to over 140 clients, consisting of municipalities and universities throughout
the State of California. The following information contains a few clients with similar services we are already
providing to the City of Newport Beach.
Client Name
Project Manager
Project Services
Project Start Date
Phone Number
Email Address
Parking and Administrative Citations processing,
City of Anaheim
Ayumi Takayasu
Credit Card Payment, NLETS Out -of -State Citation
2005 -Present
714-765-6860
Processing, Appeals, Collections and Franchise Tax
ataka asu anaheim.net
Board services, 50+ ticketPRO mobile issuance
devices
Parking and Administrative Citations processing,
City of Bellflower
Joel Hockman
Permit management and fulfillment, Credit Card
2015 -Present
562-925-0124
Payment Processing, Collections and Franchise Tax
ihockman@beliflower, org
Board services, Appeals, ticketPRO mobile issuance
Parking Citation processing, Residential Parking
Culver City
Gabe Garcia
Permit management, Credit Card Payment, NLETS
1993 -Present
310-721-7103
Out -of -State Citation Processing, mobile
gabriel.narciaCa culvercity.org
enforcement, Permit LPR Enforcement, Hearing
officer services, ICS, and Franchise Tax Board
collections, Tannery Creek ALPR
Parking citations processing, NLETS Out -of -State
City of Malibu
Renee Neermann
Processing, Collections and FTB, appeals, credit
2014 -Present
310-456-2489 x 222
card payment processing, ticketPRO Mobile devices
rneermann malibucit .or
wl summer rentals
Parking citations processing, NLETS Out -of -State
City of Manhattan
Steve Charelian
Processing, Collections and FTB, appeals, credit
Beach
310-802-5558
card payment processing, ticketPRO Mobile devices
2005 -Present
scharelian cit mb.info
Parking citations processing, Handhelds, NLETS
City of Monterey
Christie Steffy
Out -of -State Processing, Collections and FTB, credit
2015 -Present
831-646-3755
card payment processing, and we are about to begin
steffy@monterey.org
Residential Permit services
Parking and Administrative Citation processing,
City of Tustin
JJ Garzone
Permit Management, Credit Card Payment
2002 -Present
714-573-3261
processing, Out -of -State Citation Processing,
jgarconeCcDtustinca.org
Appeals, Collections and Franchise Tax Board
services, ticketPRO mobile issuance devices
Virtual Residential Permits, Vigilant ALPR
City of San Jose
Elisa Khoury
ticketPRO mobile issuance devices, Parking Citation
2002 -Present
408-975-3707
processing, Appeals, Collections and Franchise Tax
Elias. khou san'oseca. ov
Board services, Out-of-state citation processing.
Proprietary and Confidential
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EXHIBIT B
SCHEDULE OF BILLING RATES
Turbo Data Systems, Inc. Page B-1
7-50
Newport Beach Estimated Total Costs:
:Application
Year 1
ESTIMATE
Year 2
ESTIMATE
Year 3
Year 4
Year 5
Volume
Tota I -
Parking Citation Processing
$ 188,044
$
188,044
$
188,044
$188,044
$188,044
$
940,220
Administrative Citation Processing
$ 26,958
$
26,958
$
26,958
$ 26,958
$ 26,958
$
134,790
Permit Management Processing
$ 32,326
$
32,326
$
32,326
$ 32,326
$ 32,326
$
161,632
Automated Ticketwriters
$ 33,316
$
33,316
$
33,316
$ 33,316
$ 33,316
$
166,579
Tata 1
$ 280,644
$
280,644
$
280,644
$ 280,644
$ 280,644
$1,403,221
Details by Application_
PARKING CITATION PROCESSING
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
Volume
Parking Citations AUTOMATED/MANUAL
0.40
34,572
34,572
34,572
34,572
34,572
172,858
86,429
First Notices*
0.85
25,128
25,128
25,128
25,128
25,128
125,639
29,562
2nd Notices*
0.85
15,154
15,154
15,154
15,154
15,154
75,769
17,828
Paperless Appeals
1.50
11,904
11,904
11,904
11,904
11,904
59,520
7,936
Adjudication Letters*
0.85
6,506
6,506
6,506
6,506
6,506
32,530
7,654
Credit Card Fees
1.5%
47,510
47,510
47,510
47,510
47,510
237,550
Payment Plan Costs*
$5/.85
198
198
198
198
198
990
31/50
ICS Delinquent Collection Fees
20%
18,865
18,865
18,865
18,865
18,865
94,325
FTB Collection Fees
20%
6,660
6,660
6,660
6,660
6,660
33,300
Out of State Collection Fees
20%
21,548
21,548
21,548
21,548
21,548
107,740
PARKING TOTAL
188,044
188,044
188,044
188,044
188,044
940,220
Application
earYear
3
Year ,
Year 5
Total 0.
ADMINISTRATIVE CITATION PROCESSING
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
Volume
Admin Citations Electronic
4.00
15,960
15,960
15,960
15,960
15,960
79,800
3,990
Admin Citations Manual
4.00
256
256
256
256
256
1,280
64
First Notices*
0.85
1,546
1,546
1,546
1,546
1,546
7,730
1,819
2nd notices*
0.85
843
843
843
843
843
4,215
992
Adjudication Letters Hearing Results*
0.85
-
-
-
-
-
-
ICS Deiinquent Coiiection Fees
20%
5,013
5,013
5,013
5,013
5,013
25,065
FTB Collection Fees
20%
1,387
1,387
1,387
1,387
1,387
6,935
Credit Card Fees
1.50%
1,953
1,953
1,953
1,953
1,953
9,765
ADMIN CITATION TOTAL
26,958
26,958
26,958
26,958
26,958
134,790
A.. .YearearYear
,
Year 5
Total
PERMIT MANAGEMENT
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
Volume
Monthly Fee
650
7,800
7,800
7,800
7,800
7,800
39,000
12
Permit Fee - All Issued Permits
2.00
8,690
8,690
8,690
8,690
8,690
43,450
4,345
Processing Fee - Permits Entered by TDS
2.00
2,124
2,124
2,124
2,124
2,124
10,620
1,062
Permit Mailing Fulfillment*
2.58
6,140
6,140
6,140
6,140
6,140
30,702
2,380
Credit Card Fees
1.50%
7,572
7,572
7,572
7,572
7,572
37,860
PERMIT MANAGEMENT TOTAL
32,326
32,326
32,326
32,326
32,326
161,632
Application .
YearYear
3
Year ,
5
TotalYear
AUTOMATED TICKETWRITERS
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
ESTIMATE
Volume
23 Units x $80 per month per unit
80.00
22,080
22,080
22,080
22,080
22,080
110,400
Citations
0.07
6,050
6,050
6,050
6,050
6,050
30,250
86,429
Envelopes - Custom
0.06
5,186
5,186
5,186
5,186
5,186
25,929
86,429
AUTOMATED TICKETWRITERS TOTAL
33,316
33,316
33,316
33,316
33,316
166,579
* Postage Increases USPS postage increases will he passed through directly on all postage -included items
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Cost File
NEWPORT BEACH RFP#22-15
Parking Citation Cost Details:
Processing Fees — Parking Citations Annual issuance of
This offer is contingent on having an active contract for Parking Collection 5D,000 to iOD,DDO
Services with Turbo Data Systems.
Fee per Parking Citation Issued (Electronic and Manual) $0.40 per citation
Fee per Manual Parking Citation Data Entry Included
The price includes the following services:
• Entry/import of all citations
• Citation dispositions (bounced checks, payments, extensions, etc.)
• DMV interface (r/o retrieval and placing and releasing registration holds)
• Weekly/monthly reporting readily available and accessible over the Internet
• Toll-free telephone number (for public access); Interactive Voice Response System (IVR)
• Customer Service Representatives (8:00 am — 5:00 pm, Mon - Fri, excluding holidays)
• Daily pick up of payments and other documents from a TDS provided P. 0. Box
• www.pticket.com Web pages customized for the City
• Database maintenance / Daily system backups
• Secure, online access for City Staff to citation database; City provides PC with internet access
• Ongoing Client support and Training
Reminder Notices (Notice of Violation) $ ( per notice mailed
(Includes Postage)
Includes: all forms, envelopes, return envelopes, printing andosp tape. Reminder notices are mailed 21 days
after issuance or per agency timeline.
Other Correspondence $0.85 per notice mailed
(Includes Postage)
Includes: all forms, envelopes, printing andosp tage. NSF letters, Partial payments, Name and address
changes, etc.
Out -of -State Processing 20% of amt. collected
No charge for payments off the windshield. Nlets electronic access for all 50 states.
Review & Hearing Notices/ Letters $0.85 per letter mailed
(Includes Postage)
Paperless Appeals with eAppealsPRO
$ 1.50 per A ppeal
All mailed -in appeals are scanned in to the system and are reviewable by City staff using the eAppe_a sPRO
online review system. Online appeals are in the same place, and the documentation is saved electronically. A
complete history of all appeals, results etc. is available online at all times for the Ci
Payment Plans $5 per plan
TDS will provide for the entry and tracking of Payment Plans within the existing TPW system. Reporting will
be provided.
Credit Card Payments 1.50/6 of amount processed
• Credit card payments will be processed using merchant account provided by agency
• Resident ability to pay via credit card 24 hours per day, 7 days a week
• Immediate approval and updating of payment information to the client's database
7-52
CoSt File NEWPORT BEACH RFP#22-15
Administrative Citation Cost Details:
Processing Fees — Administrative Citations
Annual issuance of
2,000 to 5,000
Fee per Citation Issued
$4 per citation
Fee per Manual Administrative Citation Data Entry
Included
The pricing above includes the following services:
• Citation Entry - including name and address of responsible party
• Citation payments/dispositions (bounced checks, payments, extensions, etc.)
• Call Center live assistance 8am-5pm Monday -Friday (excluding Holidays)
• Weekly/monthly reporting readily available and accessible over the Internet 24/7
• Daily pick up of payments and other documents from a TDS provided P. 0, Box
• Payment processing
• Bank deposits
• Database maintenance
• Daily system backups
• Documentation and training for use of TDS provided online system
• Ongoing Client support
• www.pticket.com Web pages customized for the City; available 24/7
Notice Mailing
$0.85 each
• Ist class postage included. Certified/Other mailing costs will be billed to the City.
• Notices, Correspondence, Partial Payment Notices, Hearing Letters, etc.
Credit Card Payments
1.5% of amount processed
• Credit card payments will be processed using merchant account provided by agency
• Resident ability to pay via credit card 24 hours per day, 7 days a week
• Immediate approval and updating of payment information to the client's database
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1 Cost File E
NEWPORT BEACH RFP#12-I5
Parking Permit Cost Details:
Processing Fees — Permit Management
Annual issuance of
2,000 to 10,000
One Time Startup Cost
WAIVED
Includes: Database Creation, System Setup of Tables, Project Management,
Client Approval, Client training, Web Site Customization
Monthly Service/Cloud-Hosting Fee
$650/month
This fee will cover the basic maintenance and availability of the system for the
public and the City.
Permit Fee — All Issued Permits
$2 per issued permit
Processing Fee — Permits Entered by TDS
$2 per permit
The above fees include the following services performed by TDS;
• Accounts Established/Accounts Renewed
• Permit Entry by Resident & Uploading of Documents
• Mailed -in or OTC Permit Applications
• TDS Scanning, Data Entry, Payment Processing
• Account & Permit Application Validation (Decision Making)
• Detail and Summary reporting each month
• Active Permit reporting to ticketPRO Mobile and ALPR enforcement systems
• Daily pick up of mail at a PO Box established by TDS
• All other correspondence will be mailed or scanned to and from TDS and the City
• "Self -Service" Internet access 24/7 for the public to view their permit information
• Call Center live assistance Sam -spm Monday -Friday (excluding holidays)
• TDS will review/validate permit applications/documents, and approve/deny
the request
Additional permit services:
Notice Mailing
This fee will cover the mailing of a single page of information, such as a simple
$1 per letter + first
renewal letter or a rejection letter, etc. Other mailings outside of the fulfilment
class postage
process can be negotiated.
Permit Mailing Fulifillment
$2 per permit +first
TDS will assign approved permits and deliver via mail with letter.
class postage
Permit Supplies
Provided by City
Online Credit Card Payments
• Payments processed through merchant account provided by agency
1.5% of amount paid
• Resident ability to pay via credit card 24 hours per day, 7 days a week
• Immediate approval and updating of payment information permit system
Customization Charges
$120 per hour
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1 Cost File
NEWPORT BEACH RFP#22-I5
Automated Ticketwriter Cost Details:
ticketPRO Magic Mobile Solution
Item Description
[Unit Cost
Initial One-time Fees
• ticketPRO Mobile software setup and configuration:
$0.00
• Initial setup and installation of software with agency specific information
ticketPRO Mobile 5 -Year Lease
5 -Year ticketPRO Mobile Lease (Monthly)
Samsung Galaxy xCoverPRO rugged phone; Maintenance/Support/Software
$80/month each
Licenses; Hosted Data Plan/ ticketPRO CarePLUS Service and early upgrade
Details
Monthly Smartphone/Printer wlticketPRO Mobile Software
• Samsung Galaxy xCover PRO FirstNet Ready Rugged Smartphone
Included
• Zebra ZQ511 Bluetooth printer
• ticketPRO Mobile parking software
• Additional phone models are available (Fee may vary)
Maintenance/SupporUSoftware Licenses
• ticketPRO Mobile parking software
Included
• Remote management software
• ticketPRO Mobile and RM software licenses
• Software Maintenance, Support and Software upgrades
Hosted Cellular Data Plan
• 4G with AT&T or Verizon
Included
• Agency may upgrade to 5G plan (Fee may vary)
• Fee does not apply should Agency choose to subscribe
to their own Cellular or FirstNet plan
Citations and Envelopes
TDS can order Standard or Custom citations and envelopes that are guaranteed
compatible with our ticketPRO Mobile solution. TDS will work with citation design Varies with size and
quantity ordered
to ensure system compatibility.
• Rugged Smartphone and printer hardware are subject to availability.
• Agency is responsible for lost, stolen or damaged hardware at then current retail rate.
• TDS may subscribe to various 3rd party software services for the purpose of automating input of
information while writing the ticket. These services may include Google Maps, location services GPS,
LPR services, and VIN lookups. TDS reserves the right, should these services terminate, to disable those
services in the software. These services are integrated into the software for convenience and do not
affect the issuance of citations.
7-55
Cost FileNEWPORT BEACH RFP#22-15
Parking and Administrative Citation Delinquent Collections Costs:
Innovative Collection Services (ICS) 20010 of amount collected
✓
Delinquent Follow-up Collections for unpaid accounts
✓
All ICS notices are mailed at no cost to the City, including postage
✓
Toll free ICS number and P.O. Box provided to public to handle inquiries and disputes
✓
Payments can be made via mail or www.pticket.com
✓
25% cost recovery amount added to initial collection amount outstanding
Franchise Tarr Board Collection Services 20% of amount collected
✓
Social Security lookup (citations for one violator combined to one lookup)
✓
Notice mailed combining same violator's citations to one account
✓
Notices and postage are included. No Notice Fee
✓
Accounts sent to FTB Interagency Offset Program
✓
Toll free call center assistance
✓
Payments can be made via mail or www.oticket.com
✓
Monthly reconciliation and reporting of offset payments
✓
25% cost recovery amount added to initial collection amount outstanding
Potential Cost Increases — All Services:
Postal Rate Increase Offset:
Postal fees shall be passed through directly on all postal items.
7-56
EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council, boards
and commissions, officers, agents, volunteers and employees.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The policy
shall cover liability arising from premises, operations, personal and
advertising injury, and liability assumed under an insured contract (including
the tort liability of another assumed in a business contract).
C. Automobile Liability Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
Turbo Data Systems, Inc. Page C-1
7-57
D. Professional Liability (Errors & Omissions) Insurance. Consultant shall
maintain professional liability insurance that covers the Services to be
performed in connection with this Agreement, in the minimum amount of
one million dollars ($1,000,000) per claim and two million dollars
($2,000,000) in the aggregate. Any policy inception date, continuity date,
or retroactive date must be before the Effective Date of this Agreement and
Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the Services required by this
Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, and shall require similar written express waivers from
each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but not
including professional liability, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers
and employees shall be included as insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days' notice of cancellation (except for nonpayment for which ten
(10) calendar days' notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by City's Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this Agreement. The
certificates and endorsements for each insurance policy shall be signed by
a person authorized by that insurer to bind coverage on its behalf. At least
Turbo Data Systems, Inc. Page C-2
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fifteen (15) days prior to the expiration of any such policy, evidence of
insurance showing that such insurance coverage has been renewed or
extended shall be filed with the City. if such coverage is cancelled or
reduced, Consultant shall, within ten (10) days after receipt of written notice
of such cancellation or reduction of coverage, file with the City evidence of
insurance showing that the required insurance has been reinstated or has
been provided through another insurance company or companies. City
reserves the right to require complete, certified copies of all required
insurance policies, at any time.
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days' advance
written notice of such change. If such change results in substantial
additional cost to Consultant, City and Consultant may renegotiate
Consultant's compensation.
C. Right to Review Subcontracts. Consultant agrees that upon request, all
agreements with subcontractors or others with whom Consultant enters into
contracts with on behalf of City will be submitted to City for review. Failure
of City to request copies of such agreements will not impose any liability on
City, or its employees. Consultant shall require and verify that all
subcontractors maintain insurance meeting all the requirements stated
herein, and Consultant shall ensure that City is an additional insured on
insurance required from subcontractors. For CGI, coverage,
subcontractors shall provide coverage with a format at least as broad as CG
20 38 04 13.
D. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
E. Requirements not Limiting_. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Consultant maintains higher
limits than the minimums shown above, the City requires and shall be
entitled to coverage for higher limits maintained by the Consultant. Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
F. Self-insured Retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured
retentions be eliminated, lowered, or replaced by a deductible. Self -
Turbo Data Systems, Inc.
Page C-3
7-59
insurance will not be considered to comply with these requirements unless
approved by City.
G. City Remedies for Non -Compliance. If Consultant or any subconsultant fails
to provide and maintain insurance as required herein, then City shall have
the right but not the obligation, to purchase such insurance, to terminate this
Agreement, or to suspend Consultant's right to proceed until proper
evidence of insurance is provided. Any amounts paid by City shall, at City's
sole option, be deducted from amounts payable to Consultant or reimbursed
by Consultant upon demand.
H. Timely Notice of Claims. Consultant shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Consultant's
performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve
City.
Consultant's Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the
Work.
Turbo Data Systems, Inc. Page C-4
7-60
ATTACHMENT B
CITY OF NEWPORT BEACH
REQUEST FOR PROPOSAL NO. 22-15
CITATION PROCESSING AND PARKING PERMIT
ADMINISTRATIVE SERVICES
RFP DUE DATE: October 14, 2021 at 1:00 P.M.
RFP ADMINISTRATOR: Sander Huang
Purchasing and Contracts Administrator
949-644-3080
shuang(a-)newportbeachca.gov
Interested parties may obtain a copy of this RFP by contacting the RFP Administrator
or by accessing the City of Newport Beach portal:
http://www. newportbeachca.gov/bidderportal
7-61
Q�
C�tFOR�I
RFP No. 22-15
INTRODUCTION
OBJECTIVE
The City of Newport Beach ("City") is seeking proposals to provide a cloud -based system
to manage and process administrative and parking citations as well as the City's parking
permit program. The system shall integrate with the City's current parking payment and
enforcement systems to provide a seamless, efficient, customer -friendly and cost-
effective parking operation. The objective of this Request for Proposal ("RFP") solicitation
is to identify the highest -qualified proposer to provide these services over the course of a
proposed five (5) year contract term.
BACKGROUND
The City of Newport Beach was incorporated September 1, 1906 and the current City
Charter was adopted in 1954. The City operates under a Council -Manager form of
government. The City is located in the County of Orange and serves a population of
approximately 86,000 people. The City covers an area land of approximately 26 square
miles, with an additional 25.5 square miles of ocean, bay, and harbor waters.
The Revenue Division currently manages the City's parking program, with approximately
4,100 paid parking spaces, including 2 large public parking lots, several smaller lots and
on -street metered spaces. In FY 2021, paid parking generated approximately $11.6M,
and in FY20, paid parking generated approximately $8.4M.
DEFINITIONS
The following is an explanation of terms frequently referred to in this document:
■ "City": Refers to the City of Newport Beach.
■ "Request for Proposal (RFP)": Refers to the solicitation process wherein the City
is seeking proposals.
■ "Proposal": The formal response to this solicitation submitted to the City by a
Proposer or Proposers.
■ "Proposer": Refers to the individual, partnership, or corporation that is submitting
a proposal in response to this RFP process.
■ "Project": The provision of parking citation and citation administrative services, as
requested in this solicitation.
■ "Shall": Refers to a mandatory requirement.
■ "Contractor": Refers to the individual, partnership, or corporation that is awarded a
contract by the City upon conclusion of this RFP process.
RFP No. 22-15
9
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■ "Contract" or "Agreement": A promissory agreement with specific terms between
the City and one or more parties that creates, modifies or destroys a legal relation
in exchange for consideration.
■ "Project Manager": The City's Revenue Manager, or designee as assigned by the
City.
RFP No. 22-15
7-64
INSTRUCTIONS
RFP REGISTRATION:
All aspects of this RFP will be managed on the City of Newport Beach PlanetBids portal.
Interested proposers are required to register with the City by using the following URL/link:
http://www.newportbeachca.gov/bidderportal
After you have registered as a vendor/bidder on the City of Newport Beach PlanetBids
portal (hereby referred to as "the Portal"), please search for this solicitation (RFP No. 22-
15) to register as a bidder for this project specifically. Any and all updates, addenda,
questions and answers and changes to this RFP will be distributed through the Portal.
The City shall not be held responsible or liable if interested bidders or proposals do not
register for this solicitation specifically and miss any information relevant to this RFP.
SUBMITTAL INFORMATION:
Proposals are due on October 14, 2021 at 1:OOPM. It is the sole responsibility of the
Bidder to ensure that their Bid is submitted through the City of Newport Beach PlanetBids
portal before the stated deadline. In the event you encounter any complications with the
Portal or require further assistance, please contact the RFP Administrator using the
contact information listed below. The submittal status of a bid can be checked any time
using the Portal. The City shall not be held liable for complications arising due to
connectivity or network issues.
RFP Administrator: Sander Huang, Purchasing and Contracts Administrator
100 Civic Center Drive
Newport Beach, CA 92660
T: 949.644.3080
Email: shuang(a-).newportbeachca.gov
QUESTIONS, ANSWERS AND ADDENDA TO RFP:
Questions are due on October 4, 2021 at 12:OOPM. Prior to the RFP submission
deadline questions may arise regarding the specifications and procedural or
administrative matters. All questions pertaining to this RFP shall be submitted using
the City of Newport Beach PlanetBids portal before the Q&A deadline, using the
"Q&A" tab within this solicitation. Proposers shall contact PlanetBids for all
technical matters related to the use and function of PlanetBids; Proposers shall
not contact any other City staff with questions. The RFP Administrator will provide
formal answers to all questions. Changes to the RFP itself shall only be made by the
City via formal written addenda. Addenda will be published and distributed through the
Portal. All addenda shall become a part of the RFP document requiring
acknowledgment by the proposer.
RFP No. 22-15
5
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It is the sole responsibility of the Proposer to ensure that they have received the entire
Request for Proposal, including any and all questions, answers and addenda by visiting
the City of Newport Beach PlanetBids portal.
PROPOSAL EVALUATION CRITERIA:
Proposals will be evaluated on the basis of the response to all provisions of this RFP.
Since this solicitation is an RFP as opposed to a Bid, pricing alone will not constitute the
entire selection criteria. The City may use some or all of the following criterion and
corresponding percentages in its evaluation and comparison of proposals submitted. The
criteria listed are not necessarily an all-inclusive list. The order in which they appear is
not intended to indicate their relative importance. The City reserves the right to modify the
evaluation criterion and percentage of score as deemed appropriate prior to the
commencement of evaluation.
POTENTIAL PROPOSAL EVALUATION CRITERION
EVALUATION CRITERION
PERCENTAGE OF SCORE
Qualifications and experience of the Proposer based
30%
on Statement of Qualifications and Organizational
Information.
Proposer's demonstrated experience and subject
20%
matter expertise in providing the requested citation
processing and parking permit administrative
services.
Proposer's ability to deploy and provide services as
20%
requested in the Scope of Services.
Project costs.
30%
The City reserves the right to determine whether or not a proposal meets the specifications and
requirements of this RFP and reject any proposal that, in the City's opinion, fails to meet the detail
or intent of the requirements. The City reserves the right to reject any and all proposals.
SELECTION PROCESS:
The City shall employ a two-step process to select a contractor for this Project, with an option for
a third step, if necessary. In the first step, a panel shall rate all Proposals using the criteria
described in this section. Each criterion shall be assigned a unique scoring weight based on the
significance of each criterion to the overall success of the Project. Proposals must earn a minimum
of 70% of the available points in Step 1 to advance to Step 2. In the second step, a cost analysis
shall be performed on all cost proposals and/or fee schedules received from the Proposals. A
Ratio of Cost score shall be assigned to each Proposal based on the proposed rates for the
requested services, adjusted to reflect a projection commensurate with the anticipated contract
term. The City reserves the right to initiate a third step which shall involve a panel interview.
RFP No. 22-15
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Proposers invited to this third step shall have their panel interviews evaluated and scored, with
the average interview score combined with the scores from the previous two steps, resulting in a
new aggregate score.
PROJECT SCHEDULE:
The following is a tentative schedule of this entire RFP process. While the City will attempt to
apply the necessary resources to maintain this schedule, the following dates are merely
projections and the City reserves the right to modify this schedule as needed to accommodate
the completion of this RFP process.
TENTATIVE PROJECT SCHEDULE
RFP Published:
September 22, 2021
Questions from Proposers Due:
October 4, 2021 at 12:00 P.M.
Questions and Answers Posted:
October 7, 2021
Proposals Due:
October 14, 2021 at 1:00 P.M.
Anticipated Contract Award:
November to December, 2021
PROPOSAL FORMAT:
Please refer to the Proposal Format Checklist (available for download as an attachment to this
RFP) for a comprehensive guide regarding the format of the proposal submittal.
RFP No. 22-15
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TERMS AND CONDITIONS
I. Acceptance of Terms and Conditions
Submission of a proposal indicates acceptance by the company submitting the proposal of
the terms, conditions and specifications contained in this RFP and Draft Agreement, unless
clearly and specifically stated otherwise in the completed Statement of Compliance.
II. Precedence of Terms and Conditions
All other terms and conditions of the Draft Agreement attached within this RFP are hereby
incorporated into the terms and conditions of this RFP. In the event of a conflict of terms and
conditions between the RFP document and the Draft Agreement, the terms and conditions
expressed in the Draft Agreement shall take precedence.
III. Public Record
Upon submission of a proposal and other materials for consideration by the City, such
proposals and materials shall become the property of the City of Newport Beach. Proposals
may be subject to public inspection and disclosure pursuant to state and federal law after the
award of a contract for this Project. Prior to the RFP deadline, proposals may be modified or
withdrawn by an authorized representative of the Proposer by written notice to the Purchasing
Office.
IV. Availability of Records
All relevant documents pertaining to this RFP and procurement process shall be made
available by the Purchasing Office upon successful conclusion of the entire procurement
process.
V. Late Proposals
Any proposal which is not received by the City's Purchasing Office prior to the deadline date
and time set forth in this RFP shall not be considered. The City assumes no responsibility or
liability for the transmission, delay, or delivery of a proposal by either public or private carriers.
VI. Specificity of Information
No verbal or written information which is obtained other than through this RFP or its addenda
shall be binding on the City. No employee of the City is authorized to interpret any portion of
this RFP or give information as to the requirements of the RFP in addition to that contained in
or amended to this written RFP document.
VII. Errors and Omissions
This RFP cannot identify each specific, individual task required to successfully and completely
implement this Project. The City relies on the professionalism and competence of Proposers
to be knowledgeable of the general areas identified in the scope of work and to include in their
proposals all materials, equipment, required tasks and subtasks, personnel commitments,
man-hours, labor, direct and indirect costs, etc. Proposers shall not take advantage of any
errors and/or omissions in this RFP document or in the firm's specifications submitted with
RFP No. 22-15
7-68
their proposals. Where such errors or omissions are discovered by the City, full instructions
will be given by the City in the form of an addenda.
VIII. Proposal Validity
Unless otherwise noted by the Proposer, all proposals shall be held valid for a period of 180
days.
IX. Right of Rejection
The City reserves the right to: (1) Accept or reject any and all proposals or any part of any
proposal, and to waive minor defects or technicalities in such; (2) Request clarification of any
information contained in a proposal; (3) Solicit new proposals on the same project, or on a
modified project, which may include portions of the original RFP as the City may deem
necessary; (4) Disregard all non -conforming, non-responsive, or conditional proposals, (5)
Reject the response of any proposer who does not pass the evaluation to the City's
satisfaction, (6) Allow for the correction of errors and/or omissions; (7) Select the proposal
that will best meet the needs of the City, and (8) Negotiate service contract and terms with the
successful Proposer.
X. Right of Rejection of Lowest Fee Proposal
The City is under no obligation to award this project to the Proposer offering the lowest fee
proposal. Evaluation criteria expressed in this RFP solicitation shall be used in the proposal
evaluation process. In evaluating proposals, the City may consider the qualifications of the
proposers and whether the proposals comply with the prescribed requirements. The size and
scope of the Project at hand may dictate the degree to which Qualifications -Based Selection
processes are utilized.
XI. Non -Compliance
Proposers and/or proposals that do not meet the stated requirements for this Project may be
considered noncompliant and may be disqualified, unless such noncompliance is waived by
the City. During the evaluation process, the City reserves the right to request additional
information or clarification from those submitting proposals, and to allow corrections of errors
and/or omissions
XII. Exceptions to Proposal Requirements
Proposers may find instances where they must take exception with certain requirements or
specifications of the RFP and/or Draft Agreement. All exceptions shall be clearly identified
using the Statement of Compliance, and written explanations shall include the scope of the
exceptions, the ramifications of the exceptions for the City, and a description of the advantage
to be gained or disadvantages to be incurred by the City as a result of these exceptions.
XIII. Determination of Responsiveness and Responsibility
The City shall have sole authority in determining the responsiveness and responsibility of any
and all Proposals. For Proposals containing exceptions to specifications and/or requirements,
the City shall have sole authority in determining the extent to which exceptions affect the
responsiveness and responsibility of any and all Proposals.
XIV. Obligation to Award
RFP No. 22-15
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The City of Newport Beach is not obligated to enter into a Contract or Agreement on the basis
of any proposal submitted in response to this RFP. City reserves the right to award multiple
contracts for this Project if is deemed most advantageous to the City.
XV. Bidder Reimbursement Prohibition
The City will not pay for any information herein requested, nor are they liable for any costs
incurred by any vendors prior to award of a contract or purchase order. The City may require
the finalist proposer(s) to provide on-site presentations and demonstrations of the
product(s)/service(s) proposed by the proposer(s). All costs associated with the
demonstrations or follow-up interviews are the sole obligation of the proposer(s).
XVI. Gratuity Prohibition
Proposers shall not offer any gratuities, favors, or anything of monetary value to any official,
employee, or agent of the City for the purpose of influencing consideration of this proposal.
Submission of a Proposal indicates Proposer certifies that they have not paid nor agreed to
pay any person, other than a bona fide employee, a fee or a brokerage resulting from the
award of the contract.
XVII. Contact with City Personnel or Entities
During the RFP procurement process, proposal evaluation process and proposal selection
process, the RFP Administrator is to serve as the primary point of contact for any and all
matters pertaining to this RFP and Project. Proposers shall not contact any City personnel or
entities other than the RFP Administrator or those from the City's Purchasing Office for matters
regarding this Project until conclusion of the entire procurement process, which shall be
defined as Agreement Award. Unauthorized contact may result in disqualification of
Proposals.
XVIII. Indemnification
Proposer, at its own expense and without exception, shall indemnify, defend and pay all
damages, costs, expenses, including attorney fees, and otherwise hold harmless the City, its
employees, and agents, from any liability of any nature or kind in regard to the delivery of
these services. Submission of a Proposal indicates Proposer waives the right to claims for
damages of any nature, whatsoever, based on the Proposal solicitation and/or selection
process.
XIX. Insurance Requirements
The selected Contractor(s) for this Project shall be required, prior to the execution of a
Contract, to furnish proof of insurance. The specific insurance types and limits depend on the
Project and can be found in the Draft Agreement of this RFP solicitation.
XX. Compliance with All Applicable Laws
Proposer declares that it shall comply with all licenses, statutes, ordinances, regulations and
requirements of all governmental entities, including federal, state, county or municipal,
whether now in force or hereinafter enacted, including, but not limited to, appropriate
Contractor licensing, permits and business licensing.
XXI. Inclusive Proposal Pricing
RFP No. 22-15
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Proposal pricing shall include any and all applicable licenses, insurance coverage,
endorsements, bonding and if necessary, any wage compliance deemed necessary to
perform the Work or Services as part of the Project described in this RFP. City will not be
responsible for reimbursing Contractors for any charges not included in the Proposal pricing
that are incurred in securing these requirements.
XXII. Subcontractor/Joint Ventures
The selected Contractor shall be the Prime Contractor performing the primary functions of the
Agreement. If any portion of the Agreement is to be performed by a subcontractor, this must
be clearly set forth in the Proposal submittal as to what part(s) is/are to be delegated. The
City reserves the right to reject any Proposal wherein use of subcontractors significantly
affects the ability of the Proposer to function as the Prime Contractor on the awarded
Agreement. The Prime Contractor will at all times be responsible for the acts and errors or
omissions of its subcontractors orjoint participants and persons directly or indirectly employed
by them. Acceptance or rejection of a Proposer's request to use subcontractors is at the sole
discretion of the City.
RFP No. 22-15
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SCOPE OF SERVICES
7-72
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SCOPE OF SERVICES
Objective:
The City of Newport Beach ("City") is soliciting proposals from qualified vendors to provide a
cloud -based system to manage and process administrative and parking citations as well as the
City's parking permit program. The system shall integrate with the City's current parking payment
and enforcement systems to provide a seamless, efficient, customer -friendly and cost-effective
parking operation.
Contract Term: Five (5) years
Description:
Parkina Proaram
The Revenue Division manages the City's parking program to: 1) ensure that payment for
parking is customer friendly and efficient; 2) enforce compliance with the Newport Beach
Municipal Code ("NBMC"), California Vehicle Code ("CVC") and City Council policies; 3)
process administrative and parking citations in a timely manner; 4) allow payment and
appeals for administrative and parking citations to be made online, by phone and in person;
and 5) collect parking citation payments.
Payment for parking is made through 142 multi -space T2 Systems ('72") pay stations and
ParkMobile's pay-by-app/web/phone/text services. Most parking in the City is hourly, from 8 a.m.
to 6 p.m., except for the Corona del Mar Beach Parking Lot, which operates 6 a.m. to 10 p.m.
and the Balboa Pier Parking Lot, which is 24 hours.
The City contracts with AmeriPark, LLC ("AmeriPark") to collect cash and coin from
the paystations, manage and maintain the paystations, assist in maintaining the parking lots,
spaces and signage, and enforce the City's NBMC as it pertains to parking. The City uses
Tannery Creek's License Plate Recognition ("LPR") software for enforcement of timed parking
zones and pay -by -plate enforcement. The City has two vehicles outfitted with LPR cameras for
enforcement.
Enforcement
Parking enforcement services are provided by AmeriPark, the City's Police Department and
the City's Park Patrol. The City retains control of the parking rates and operating hours. The
City's parking infrastructure includes T2 pay stations operating in pay -by -plate mode,
Parkmobile pay -
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by -phone, and Tannery Creek vehicle -based LPR hardware and software. The City intends to
expand to multiple pay -by -phone app and text providers in the near future.
Administrative citations are issued by the City's Police Department, Fire Department, Public
Works Department, Park Patrol and Code Enforcement. Administrative citations are individual,
business entity and/or location based. Parking and administrative citation activity for FY2020 and
FY 2021 were as follows:
Citation Processing Activity
Parking Citations
FY19/20 Totals
FY20/21 Totals
Citations Processed Phone Devices
72,876
55,955
Citations Processed -Manual
513
474
First Notice
24,877
29,562
Misc & Final Notices
1.5,979
17,828
Adjudication letters
7,791
7,6.54
1st Level Appeals processed
7,079
7,9.35
Revenues
$ 4,384,264.00
3,431,81.3.00
Admin Citations
Citations Processed Data Import
1,903
3,990
Citations Processed -Manual
62
64
First Notice
1,907
1,819
Misc & Final Notices
1,256
992
Revenues
$ 222,101.00
210,90.5.00
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MONTH
July
August
Septem ber
October
November
December
Januar,
Februa
March
April
May
June
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Parking Citation Issuance by Device Activity by Month
The City currently uses the Ticketpro system by Turbo Data Systems ("TDS") for administrative
and parking citation management, processing and collection. The City has an in-house review
officer for first level review of parking citations, and contracts with hearing officer(s) to adjudicate
second level parking appeals and first level administrative citation appeals.
Parking Permits
The City has several parking permit programs and annually issues over 4,000 parking permits to
residents and visitors. Currently, most permits are window decals, assigned to one vehicle and
valid from January 1 through December 31, but the permits may be converted to virtual during
the term of this agreement. The most popular permits are:
Master Parking Permit - entitles a motor vehicle of 20 feet or less in length to occupy a single
City parking space in any metered parking area or any municipal parking lot, if space is available,
without depositing coins in the parking meter or paying a parking fee. Discounted rates are
available for Seniors and Military.
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FY 2020
FY 2021
WARNINGS
ISSUED
CITATIONS
ISSUED
TOTAL
ISSUED
WARNINGS
ISSUED
CITATIONS
ISSUED
TOTAL
ISSUED
2,301
6,841
9,142
2,360
7,659
10,019
1,826
5,795
7,621
2,090
6,810
8,900
1,204
4,9.31
6,135
1,852
6,833
8,685
935
4,309
5,244
1,686
6,186
7,872
1,131
4,398
5,529
1,216
5,211
6,427
1,295
4,888
6,186
1,194
4,623
5,817
1,501
5,00❑
6,501
1,350
5,222
6,572
1,340
5,311
6,651
1,053
4,628
5,681
859
3,189
4,048
1,273
5,331
6,604
852
1,816
2,668
1,424
5,020
6,444
1,774
3,730
5,504
1,267
4,20.3
5,470
2,419
5,221
7,640
1,539
5,926
7465
17,440
55,429
72,869
18,304
67,652
85,956
The City currently uses the Ticketpro system by Turbo Data Systems ("TDS") for administrative
and parking citation management, processing and collection. The City has an in-house review
officer for first level review of parking citations, and contracts with hearing officer(s) to adjudicate
second level parking appeals and first level administrative citation appeals.
Parking Permits
The City has several parking permit programs and annually issues over 4,000 parking permits to
residents and visitors. Currently, most permits are window decals, assigned to one vehicle and
valid from January 1 through December 31, but the permits may be converted to virtual during
the term of this agreement. The most popular permits are:
Master Parking Permit - entitles a motor vehicle of 20 feet or less in length to occupy a single
City parking space in any metered parking area or any municipal parking lot, if space is available,
without depositing coins in the parking meter or paying a parking fee. Discounted rates are
available for Seniors and Military.
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Annual Parking Permit (or Blue Pole Permit) - entitles a motor vehicle to occupy a single parking
space designated by a blue parking meter post or a painted "A" on the parking space, without
depositing payment. There are 967 Annual Parking Permit spaces in the City. Discounted rates
are available for Seniors and Military. Since the City has replaced single space with multi -space
pay stations and pay -by -phone applications, the City may migrate to a geographic zone type
permit.
Balboa Municipal Lot Overnight Parking Permit - entitles a motor vehicle of 20 feet or less in length
to occupy a single parking space in the Balboa Municipal Parking Lot, day and/or overnight, for
up to fourteen consecutive days. Overnight parking is defined as being between the hours of 3:00
a.m. and 6:00 a.m. Thereafter, vehicles must be removed from the parking lot by midnight of
the fourteenth day.
Residential Zone Permits — entitles residents to park in certain residential neighborhoods without
being subject to the one or two-hour time limits. Permits can be purchased online and proof of
residence must be provided. These permits are offered as transferrable guest hang tags or
bumper stickers.
More information on the City's parking permits can be found at:
https://www.newportbeachca.gov/qovernment/departments/finance/revenue-division/parkinq-
ep rm its
The City currently contracts with TDS for customers to purchase their permits online. Customers
may request permits to be mailed to them, or may pick them up at the City's front counter.
Scope of Services:
The Scope of Services is subdivided into four (4) main modules:
A. Cloud based software system for parking permit, administrative citation and
parking citation processing;
B. Administrative Functions and Customer Service;
C. Handheld Parking Citation Issue Devices; and
D. Citation Collection Services.
Module A: Software
The proposed software system should provide cloud based online parking permit fulfillment,
citation management, and customer appeals.
Citation Management
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Consultant's software package shall process parking and administrative citations issued
within the City, pursuant to California State law and City ordinance, which shall include
citation tracking, payment acceptance, appeals processing and collections. Ideally, the
system shall:
Parking and Administrative Citations
1. Process parking citations and other code enforcement violations unrelated to parking;
2. Provide an integrated system to track citation from issuance to adjudication, payment and
collections in real time;
3. Send and receive electronic data files using a scheduler function;
4. Provide the City's IT Department access to an FTP site where a file will load daily
containing citation information including: Citation ID/Number, Citation Type, Citation Date,
and Lat/Long;
5. Allow designated City staff to correct dates, duplicated citations, violation codes and fine
amounts;
6. Allow customers to pay citations immediately after issuance;
7. Allow online credit card payments (Visa, Mastercard, AMEX and Discover) 24 hours/day,
7 days/week — must be PCI compliant;
8. Allow for notes to be attached to tickets, names, vehicles, addresses and accounts;
9. Provide online real-time citation information for customers, including citation issue date,
delinquent date, amount owed, and, for parking citations, other open citations with the
same license plate numbers; all searchable by name, license plate number, citation
number;
10. Allow customers to appeal citations online, and to attach photos and documents to their
online appeals;
11. Provide a Frequently Asked Questions page to assist customers through the appeals or
correction process;
12. Allow for various timelines for invoicing. Administrative citations have differing payment
and appeal timelines from parking citations;
13. Automate invoicing, late fees, appeals, collections with scheduler function; and
14. Allow City staff to retrieve all source documents and photos online.
Parking Citations
1. Track customer name, address, other contact information, vehicle type, vehicle
registrations;
2. Track multiple customer relationships to vehicle i.e. registered owner, permit holder and
appellant;
3. Identify scofflaw vehicles;
4. Store and track previous and current owner information when transfer of vehicle ownership
has occurred;
5. Store and track car rental agency reports of responsible billing parties; and
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6. Accept electronic file from Department of Motor Vehicle ("DMV") VPN for registered owner
information and DMV payments files.
Appeals
The proposed software system should provide a customer portal, allowing customers to
appeal their citations online. The ideal system shall:
1. Record data and comments for historical background and attach to account;
2. Suspend action while appeals are under investigation;
3. Manage supporting evidence submitted by customers in support of their appeals;
4. Sort citations by type of violation and/or defense;
5. Record case decisions; and
6. Generate letters and use customized liability reason codes.
Reporting Capabilities
The ideal software system shall allow staff to generate the following reports at any time:
1. Repeat offender list (5 or more violations, same vehicle);
2. Citations by officer;
3. Citations by violation with description of violation;
4. Citation status report;
5. Out of state status;
6. Out of state revenues;
7. Cashiering reports for reconciliation;
8. Hot sheet - scofflaw (5 or more any violations);
9. Distribution revenue summary;
10. Revenue by City designated General Ledger accounts;
11. Daily, monthly and annual citation statistics;
12. Citation summaries;
13. Bail payment summaries;
14. DMV citation cleared with bail (collected);
15. DMV citations cleared without bail (not collected);
16. DMV registration hold listing;
17. Refunds report; and
18. Flexible data queries as needed by staff.
In addition, the ideal software system shall contain the following data fields (with storing and
sorting capability):
1. Citation number;
2. Date and time of issuance;
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3. Identification/badge number of issuing officer;
4. Vehicle license plate number;
5. Vehicle identification number;
6. State code;
7. Registration expiration date;
8. Vehicle make/color;
9. Violation codes - minimum 30 characters;
10. Violation code descriptions;
11. Location of violation;
12. Citation amount;
13. Delinquent amount;
14. Delinquent date;
15. Received payments;
16. Notification dates;
17. DMV hold date;
18. Date citation entered into system;
19. Disposition codes;
20. Registered owner information;
21. Photos taken by issuing officers;
22. Warnings and alerts;
23. User defined fields, city tracking purposes;
24. Attachments; and
25. Comment field of 30 characters or more, for both public and staff.
Parking Permits
The proposed software system should allow for online permit application and renewals,
integrate with existing vehicle -based LPR automated enforcement technology, and provide
real-time permit data for hand-held enforcement devices. Ideally, the system shall:
1. Allow customers to purchase any of the City's various parking permits online or by cell
phone payment;
2. Allow customers to create their own accounts using ID/Password authentication to edit
and update their vehicle type, license plate number and contact information;
3. Allow customer to complete the parking permit application online and to upload credential
evidence of residence or other required permit documentation requirements;
4. Allow partially completed online permit applications to be saved and completed at another
time by the applicant or City staff;
5. Determine permit eligibility based on uploaded customer information and permit
requirements;
6. Allow customers to renew, change and cancel their permits online;
7. Provide a shopping cart feature that allows multiple permits to be registered to multiple
vehicles in one transaction;
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8. Provide 24 hour, 7 days/week, 365 days/year customer and staff online access (except
planned system maintenance and/or upgrades);
9. Provide a "Frequently Asked Questions" ("FAQ") page to assist customers through the
permit application process;
10. Provide automated activation date, expiration date and renewal noticing to permit holder;
11. Provide customers with e-mail or text messages regarding the approval or status of their
permit;
12. Email receipts for permits purchased and issued online;
Staff Use
1. Allow for multiple permit types, i.e. physical permits (decals/hangtags), virtual (license
plate) permits, permits restricted to geographical zones or specific lots, temporary permits,
fee based and free permits;
2. Check for unpaid administrative and parking citations and disallowing issuance of permits
before citations are paid;
3. Accept payment of unpaid citations before allowing online purchase of permits;
4. Accept credit card payments — must be PCI compliant;
5. Track customer name, address, phone number, parking permit history, vehicle type,
vehicle registrations;
6. Allow staff to edit customer accounts/records (i.e. customer name, address, vehicle
information, notes, etc.), and maintain an audit history for all inputs and changes;
7. Allow staff to add notes to customer accounts during and after the permit registration
process;
8. Allow City staff to search, update information, perform queries and run reports and
reconciliations;
9. Integrate with the City's LPR enforcement system, handheld enforcement technology
devices and citation processing software;
10. Provide real-time permit data to handheld enforcement technology devices;
11. Allow designated City staff to monitor the number of permit applications that have been
approved, rejected, or in pending status;
12. Store email correspondence per City's document retention timeline;
13. Have customizable permission -based user groups for different levels of access for City
specific to the user's roles and responsibilities;
14. Provide report creating tools with various criteria selections; and
15. Evolve with changes in the City's parking permit program. Proposer's permit management
program should allow for the removal and addition of various parking permit zones, allow
residents in residential parking permit zones to purchase guest permits online, and allow
for other parking permit iterations as may be requested and approved by City Council.
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Module B: Administrative and Customer Service Functions
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In addition to providing a software system, proposers shall offer administrative and customer
service functions as part of their proposal. Ideally, such services shall include the following:
Permit Processing
1. A toll-free number to be used exclusively for permit applications with live operators to
assist applicants during the permit registration process;
2. Enter and process payments within one (1) business day of receipt, including opening all
mail received, verifying payment amounts, updating computer system, and making daily
bank deposits in the City's bank account; and
3. Process mailed permit applications with 48 hours of receipt and provide
confirmation/follow up of residency requirements with application.
Parkina and Administrative Citation Processin
1. Receive and date stamp all handwritten citations;
2. Enter and process handwritten citations into software system;
3. Batch, record, and verify receipt of all handwritten citations within two (2) business days;
4. Correct dates, duplicated citations, violation codes and fine amounts;
5. Process all correspondence within two (2) business days from date of receipt;
6. Obtain prior approval from the City on all standard forms, delinquent notices and other
correspondence, and ensure all forms conform to applicable State and Federal laws;
7. Allow credit card payments via web and telephone;
8. Provide customer service staff to answer phone calls regarding how to contest a violation,
determine outstanding penalty amounts or delinquent fees, identify time frames for
appeals, and any other pertinent information in order to contest a citation;
9. Maintain the system database and physical system security in such a way as to provide
complete confidentiality and protection from unwanted access; and
10. File and store citations in an easily retrievable format for a minimum of two (2) years and
then dispose in accordance with City direction.
Registered Owner Name and Information Retrieval from California Department of Motor
Vehicles
1. Have access to registered owner information from DMV;
2. Be responsible for any and all fees associated with obtaining registered owner information;
3. Validate DMV vehicle makes and models upon return of registered owner information from
DMV to ensure proper make and model of vehicle on issued citation;
4. Review DMV "No Hit" list to ensure that license plate and state have been entered
correctly; and
5. Continuously attempt to retrieve registered owner information for all unpaid parking
citations when registered owner information is not yet in the DMV system.
Registered Owner Name and Information Retrieval from Out -of -State DMV
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1. Ability to obtain registered owner information from all out-of-state DMV agencies and
Transportation Ministries in Canada; and
2. Responsibility for any and all fees associated with obtaining registered owner information.
DMV Registration Holds/Releases
1. Process DMV holds or releases within 48 hours. The timetable to establish a registration
hold at DMV shall be at the discretion of the City;
2. Modify and correct DMV originated files if the amount of the penalty on hold at DMV has
changed, without additional charges to the City;
3. Place registration holds on the unpaid balance, for citations that have not been paid in full;
4. Notify DMV of any change in the bail amount of citations on hold;
5. Provide additional grace periods, as authorized by the City, which will automatically allow
for additional payment processing time; and
6. Provide monthly report of all reported make mismatches and bad address mail returns,
which shall include citation number, license plate number with State, and error
explanation.
Registered Owner Correspondence
1. Mail parking violation notices within fifteen (15) calendar days after the date of citation
issuance;
2. Process and mail Drive Away notices to registered owners of vehicles that drive away
from the officer at citation issuance time, as required by the CVC;
3. Provide the necessary postage, correspondence, and ability to track forms to meet all
applicable State and local laws regarding citation processing and adjudication;
4. Generate delinquent notices for unpaid citations between twenty-one (21) days and thirty
(30) days (or other time period as directed by the City) after the violation issuance date;
5. Mail notices to lessees or renters of cited vehicles, including loaner vehicles, when
provided with proof of written lease or rental agreement; and
6. Generate and mail Notice of Intent to submit to Franchise Tax Board (FTB) prior to creating
FTB submission file.
Payment Processing
1. Enter and process payments received within one (1) business day, including opening all
mail received, verifying payment amounts, updating computer system, and making daily
bank deposits in the City's bank account;
2. Conduct daily reconciliation of all payments entered with bank deposits;
3. Provide daily reporting of bank deposits made for the City;
4. Retain a complete audit trail for each citation;
5. File and store all source documents in an easily retrievable system;
6. Indicate all applicable citation numbers on checks submitted to the City;
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7. Track rebilling on partial payments, checks returned for insufficient funds upon notification
from the City, vehicle change of ownership, and leased vehicle information;
8. Credit card payments shall be immediately updated to the City's database in real time;
9. Verify payment data against the citation record at the time of payment to ensure payment
is due and correct;
10. Return duplicate payments to payors;
11. Identify and process partial payments; and
12. Reconcile payments to funds deposited to the bank. Payments shall be reconciled daily
with bank deposits.
Appeals Processing
1. Enter and maintain database of all administrative reviews, showing current status of each
request;
2. Enter hearing requests into its system within two (2) business days from date of receipt;
3. Schedule appeal hearings;
4. Print and mail (by first class mail) all administrative review result letters; and
5. Notify City of citations that have been successfully dismissed through the review process
within two (2) weeks of review date.
Module C: Handheld Parking Citation Issue Device
Proposer shall supply citation issuance equipment and materials for twenty parking
enforcement personnel, including handheld, computerized citation issuing equipment,
printers and customized citation forms. The consultant shall be responsible for normal
maintenance and service of this equipment.
Handheld Citation Issuance Devices
Ideally, the handheld citation issuance devices shall include the following features:
1. Water resistant;
2. Ruggedized;
3. Light weight;
4. Durable screen that is scratch resistant over the life of the device;
5. Screen is easily viewable in full sun light and at night;
6. Multiple supported operating systems;
7. Extended battery operation, minimum 10 hours;
8. Wireless communications and data download capability (4G or LTE, at a minimum);
9. Printer (all -in -one or separate);
10. Color camera;
11. Enabled for portable printer communications;
12. GPS location identification and reporting capability;
13. Daily hot list storage/search functions;
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14. Vendor to specify size of RAM and application responsiveness when providing requested
application processing and daily hot list storage/search functions;
15. Bar code reader;
16. LPR capability;
17. User/Staff wide notification capability;
18. In -vehicle charger;
19. USB plug-in port;
20. Ability to support other applications and web services as may be requested by the City;
and
21. A maintenance and warranty service for handhelds and printers for the length of the
contract term.
Handheld Citation Issuance Device Software
Ideally, the handheld software shall:
1. Accept electronic files of scofflaw and parking permits on a daily basis;
2. Provide a user-friendly interface for ease of use and durability;
3. Be configurable so that the City may select data entry fields and make them a required
entry, an optional entry, or an unused field;
4. Require a password/security sign on to prevent unauthorized use;
5. Facilitate data entry such as vehicle make, model, color, style, plate type, violation, void
and standard California and City code information;
6. Easily allow the user to display all citation data entered to that point and to edit or modify
any field without disruption of the citation entry process;
7. Allow the user to view and void any citation written by the user since the last upload of
data to the host. A valid void code must be entered for the voiding of any completed
citation;
8. Support the reprinting of an issued citation, this reprinted citation must contain the same
time as the original citation not simply the time it was reprinted;
9. Produce a voided ticket audit trail;
10. Upon entering a license plate during citation entry, automatically search the customer
name, vehicle, and scofflaw request file for a match. If a match is found, automatically
enter data into the proper fields. If a match is found in the scofflaw request file, the system
should display the number of citations in the last 90 days;
11. Upon entering a license plate during citation entry, automatically search for payment
through all integrated payment sources.
12. Support monitoring of vehicles in a fixed time zone;
13. Timestamp transactions by the systems internal clock;
14. Support the issuance and tracking of warnings as well as actual citations;
15. Support standard location codes and descriptions, location comments, block numbers,
and meter numbers. Locations shall also be manually generated when necessary; and
16. The system shall allow up to three violations per citation;
17. Interact with pay stations and display all license plates with active parking sessions;
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18. Display time elapsed since a license plates parking session has expired; and
19. Allow for the manual and automatic synchronization of settings and information.
Support
Ideally, software support shall:
1. Provide technical support and troubleshooting assistance during normal City business
hours and provide a contact for emergency after hours support;
2. Provide available staff support during normal City business hours;
3. Provide on-going support and training to the City using real-time remote support capability
with existing internet browser applications;
4. Provide training program to City staff; and
5. Provide user manuals which include step-by-step instructions.
Module D: Citation Collections Services
Proposers shall provide collection services for both parking citations and administrative citations.
Ideally, the consultant shall:
1. Solicit payment for delinquent citations;
2. Maintain records of all actions taken to solicit payment for each citation, and make such
records and information available to City upon City's request;
3. Provide City with management reports of all activities on behalf of the City on a monthly
basis;
4. Process DMV holds or releases within 48 hours. The timetable to establish a registration
hold at DMV shall be at the discretion of the City;
5. Modify and correct DMV originated files if the amount of the penalty on hold at DMV has
changed, without additional charges to the City;
6. Place registration holds on the unpaid balance, for citations that have not been paid in full;
7. Notify DMV of any change in the bail amount of citations on hold;
8. Provide additional grace periods, as authorized by the City, which will automatically allow
for additional payment processing time;
9. Receive electronic files of new accounts for collections and updates to any accounts
already in collections; and
10. Transmit electronic payment files that can be imported into citation management system;
and
11. Submit annual FTB collection file and interface directly with FTB's SWIFT system.
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This Draft Agreement DOES NOT need to be completed and
returned as part of your proposal. Rather, you are required
to review the Draft Agreement and identify any terms that
you do not agree with or need to take exceptions to. These
changes and exceptions shall be noted in the Statement
of Compliance.
*NOTE* The text appearing in light gray font MAY
NOT BE APPLICABLE to this project.
W,
O
�z
ON -CAL PROFESSIONAL SERVICES AGREEMENT
WITH F O R
THIS ON-CALL PROFESSIONAL SERVICES AGREEMENT ("Agreement") is
made and entered into as of this day of ("Effective
Date"), by and between the CITY OF NEWPORT BEACH, a California municipal
corporation and charter city ("City"), and [21, a California corporation ("Consultant"),
whose address is , and is made with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Consultant to ("Project").
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on , unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED {STANDARD AGREEMENT
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). City may elect to delete certain Services within the Scope of Services at its
sole discretion.
SERVICES TO BE PERFORMED {ON-CALL AGREEMENT}
3.1 Consultant shall perform the on-call services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). Upon written request from the Project Administrator as defined herein,
Consultant shall provide a letter proposal for Services requested by the City (hereinafter
referred to as the "Letter Proposal"). The Letter Proposal shall include the following:
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3.1.1 A detailed description of the Services to be provided;
3.1.2 The position of each person to be assigned to perform the Services,
and the name of the individuals to be assigned, if available;
and
3.1.3 The estimated number of hours and cost to complete the Services;
3.1.4 The time needed to finish the specific project.
3.2 No Services shall be provided until the Project Administrator has provided
written acceptance of the Letter Proposal. Once authorized to proceed, Consultant shall
diligently perform the duties in the approved Letter Proposal.
4. TIME OF PERFORMANCE
4.1 Time is of the essence in the performance of Services under this Agreement
and Consultant shall perform the Services in accordance with the schedule included in
Exhibit A {and the Letter Proposal}. In the absence of a specific schedule, the Services
shall be performed to completion in a diligent and timely manner. The failure by
Consultant to strictly adhere to the schedule set forth in Exhibit A {and the Letter
Proposal), if any, or perform the Services in a diligent and timely manner may result in
termination of this Agreement by City.
4.2 Notwithstanding the foregoing, Consultant shall not be responsible for
delays due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
4.3 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein not later than ten (10) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
4.4 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
hand -delivery or mail.
5. COMPENSATION TO CONSULTANT
5.1 City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section {and the Letter Proposal}
and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein
by reference. Consultant's compensation for all Work performed in accordance with this
Agreement, including all reimbursable items and subconsultant fees, shall not exceed
Dollars and 001100 ( ), without prior
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written authorization from City. No billing rate changes shall be made during the term of
this Agreement without the prior written approval of City.
5.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the Work, a brief description of the Services performed and/or the specific
task in the Scope of Services to which it relates, the date the Services were performed,
the number of hours spent on all Work billed on an hourly basis, and a description of any
reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar
days after approval of the monthly invoice by City staff.
5.3 City shall reimburse Consultant only for those costs or expenses specifically
identified in Exhibit B to this Agreement {and the Letter Proposal} or specifically approved
in writing in advance by City.
5.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B {and the Letter Proposal}.
6. PROJECT MANAGER
6.1 Consultant shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated to be
its Project Manager. Consultant shall not remove or reassign the Project Manager or any
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
6.2 Consultant, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
6.3 If Consultant is performing inspection services for City, the Project Manager
and any other assigned staff shall be equipped with a cellular phone to communicate with
City staff. The Project Manager's cellular phone number shall be provided to City.
7. ADMINISTRATION
This Agreement will be administered by the City's
or designee shall be the Project Administrator and
shall have the authority to act for City under this Agreement. The Project Administrator
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shall represent City in all matters pertaining to the Services to be rendered pursuant to
this Agreement.
8. CITY'S RESPONSIBILITIES
To assist Consultant in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Consultant, one copy of all existing
relevant information on file at City. City will provide all such materials in a timely manner
so as not to cause delays in Consultant's Work schedule.
9. STANDARD OF CARE
9.1 All of the Services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the Services required by this Agreement, and that it will
perform all Services in a manner commensurate with community professional standards
and with the ordinary degree of skill and care that would be used by other reasonably
competent practitioners of the same discipline under similar circumstances. All Services
shall be performed by qualified and experienced personnel who are not employed by City.
By delivery of completed Work, Consultant certifies that the Work conforms to the
requirements of this Agreement, all applicable federal, state and local laws, and legally
recognized professional standards.
9.2 Consultant represents and warrants to City that it has, shall obtain, and shall
keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
9.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's Work promptly, or delay or faulty performance by
City, contractors, or governmental agencies.
10. HOLD HARMLESS
10.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, employees and any person or entity owning or otherwise in legal control of
the property upon which Consultant performs the Project and/or Services contemplated
by this (collectively, the "Indemnified Parties), from and against any and all claims
(including, without limitation, claims for bodily injury, death or damage to property),
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys'
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a Claim; collectively, "Claims"), and which may arise from or in any manner relate (directly
or indirectly) to any breach the negligence, recklessness, or willful misconduct of the
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terms and conditions of this Agreement, any work performed or Services provided under
this Agreement including, without limitation, defects in workmanship or materials or
Consultant's presence or activities conducted on the Project (including the negligent,
reckless, and/or willful acts, errors and/or omissions of Consultant or its principals,
officers, agents, employees, vendors, suppliers, subconsultants, subcontractors, anyone
employed directly or indirectly by any of them or for whose acts they may be liable, or any
or all of them.
10.2 Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the sole
negligence, active negligence or willful misconduct of the Indemnified Parties. Nothing in
this indemnity shall be construed as authorizing any award of attorneys' fees in any action
on or to enforce the terms of this Agreement. 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 the
Consultant.
11. INDEPENDENT CONTRACTOR
11.1 It is understood that City retains Consultant on an independent contractor
basis and Consultant is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No civil
service status or other right of employment shall accrue to Consultant or its employees.
Nothing in this Agreement shall be deemed to constitute approval for Consultant or any
of Consultant's employees or agents, to be the agents or employees of City. Consultant
shall have the responsibility for and control over the means of performing the Work,
provided that Consultant is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Consultant as to the details
of the performance of the Work or to exercise a measure of control over Consultant shall
mean only that Consultant shall follow the desires of City with respect to the results of the
Services.
11.2 Consultant agrees and acknowledges that no individual performing
Services or Work pursuant to this Agreement shall: work full-time for more than six (6)
months; work regular part-time service of at least an average of twenty (20) hours per
week for one year or longer; work nine hundred sixty (960) hours in any fiscal year; or
already be a CalPERS member.
11.3 Consultant must submit to and pass a criminal background investigation by
providing a complete set of fingerprints to City prior to commencing or performing
Services or Work. Consultant is required to submit any fees for the criminal background
investigation according to the City's most current administrative fee schedule or
successor document. Fingerprints may be required to be updated every five (5) years.
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12. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with the Consultant on the Project.
13. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in order
to ensure the Project proceeds in a manner consistent with City goals and policies.
14. PROGRESS
Consultant is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
15. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain, provide and maintain at its own expense during the term
of this Agreement or for other periods as specified in this Agreement, policies of insurance
of the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit C, and incorporated herein by reference.
16. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall be
construed as an assignment: The sale, assignment, transfer or other disposition of any
of the issued and outstanding capital stock of Consultant, or of the interest of any general
partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or
joint -venture or syndicate or co -tenancy, which shall result in changing the control of
Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five
percent (25%) or more of the assets of the corporation, partnership or joint -venture.
17. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A {and the Letter Proposal}. Consultant shall be fully responsible to
City for all acts and omissions of any subcontractor. Nothing in this Agreement shall
create any contractual relationship between City and any subcontractor nor shall it create
any obligation on the part of City to pay or to see to the payment of any monies due to
any such subcontractor other than as otherwise required by law. City is an intended
beneficiary of any Work performed by the subcontractor for purposes of establishing a
duty of care between the subcontractor and City. Except as specifically authorized herein,
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the Services to be provided under this Agreement shall not be otherwise assigned,
transferred, contracted or subcontracted out without the prior written approval of City.
18. OWNERSHIP OF DOCUMENTS
18.1 Each and every report, draft, map, record, plan, document and other writing
produced, including but not limited to, websites, blogs, social media accounts and
applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole right
to use such materials in its discretion without further compensation to Consultant or any
other party. Additionally, all material posted in cyberspace by Consultant, its officers,
employees, agents and subcontractors, in the course of implementing this Agreement,
shall become the exclusive property of City, and City shall have the sole right to use such
materials in its discretion without further compensation to Consultant or any other party.
Consultant shall, at Consultant's expense, provide such Documents, including all logins
and password information to City upon prior written request.
18.2 Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed Documents for other projects
and any use of incomplete Documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived against Consultant, and City assumes
full responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
18.3 All written documents shall be transmitted to City in formats compatible with
Microsoft Office and/or viewable with Adobe Acrobat.
18.4 CADD data delivered to City shall include the professional stamp of the
engineer or architect in charge of or responsible for the Work. City agrees that Consultant
shall not be liable for claims, liabilities or losses arising out of, or connected with (a) the
modification or misuse by City, or anyone authorized by City, of CADD data; (b) the
decline of accuracy or readability of CADD data due to inappropriate storage conditions
or duration; or (c) any use by City, or anyone authorized by City, of CADD data for
additions to this Project, for the completion of this Project by others, or for any other
Project, excepting only such use as is authorized, in writing, by Consultant. By
acceptance of CADD data, City agrees to indemnify Consultant for damages and liability
resulting from the modification or misuse of such CADD data. All original drawings shall
be submitted to City in the version of AutoCAD used by the City in .dwg file format, on a
CD, and should comply with the City's digital submission requirements for improvement
plans available from the City's Public Works Department. The City will provide Consultant
with City title sheets as AutoCAD file(s) in .dwg file format. All written documents shall
be transmitted to City in formats compatible with Microsoft Office and/or viewable with
Adobe Acrobat.
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18.5 All improvement and/or construction plans shall be prepared with indelible
waterproof ink or electrostatically plotted on standard twenty-four inch (24") by thirty-six
inch (36") Mylar with a minimum thickness of three (3) mils. Consultant shall provide to
City `As -Built' drawings and a copy of digital Computer Aided Design and Drafting
("CADD") and Tagged Image File Format (.tiff) files of all final sheets within ninety (90)
days after finalization of the Project. For more detailed requirements, a copy of the City
of Newport Beach Standard Design Requirements is available from the City's Public
Works Department.
19. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents the
Consultant's judgment as a design professional and is supplied for the general guidance
of City. Since Consultant has no control over the cost of labor and material, or over
competitive bidding or market conditions, Consultant does not guarantee the accuracy of
such opinions as compared to Consultant or contractor bids or actual cost to City.
20. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information.
21. INTELLECTUAL PROPERTY INDEMNITY
Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including costs,
contained in Consultant's Documents provided under this Agreement.
22. RECORDS
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3) years,
or for any longer period required by law, from the date of final payment to Consultant
under this Agreement. All such records and invoices shall be clearly identifiable.
Consultant shall allow a representative of City to examine, audit and make transcripts or
copies of such records and invoices during regular business hours. Consultant shall allow
inspection of all Work, data, Documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment to Consultant
under this Agreement.
23. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction of
the dispute with respect to such payment. Such withholding shall not be deemed to
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constitute a failure to pay according to the terms of this Agreement. Consultant shall not
discontinue Work as a result of such withholding. Consultant shall have an immediate
right to appeal to the City Manager or designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of return
that City earned on its investments during the time period, from the date of withholding of
any amounts found to have been improperly withheld.
24. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what would have
resulted if there were not errors or omissions in the Work accomplished by Consultant,
the additional design, construction and/or restoration expense shall be borne by
Consultant. Nothing in this Section is intended to limit City's rights under the law or any
other sections of this Agreement.
25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the Project.
26. CONFLICTS OF INTEREST
26.1 Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et
seq., which (1) require such persons to disclose any financial interest that may
foreseeably be materially affected by the Work performed under this Agreement, and (2)
prohibit such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
26.2 If subject to the Act and/or Government Code §§ 1090 et seq., Consultant
shall conform to all requirements therein. Failure to do so constitutes a material breach
and is grounds for immediate termination of this Agreement by City. Consultant shall
indemnify and hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
27. NOTICES
27.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
27.2 All notices, demands, requests or approvals from Consultant to City shall
be addressed to City at:
Attn :
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City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
27.3 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at:
28. CLAIMS
28.1 Unless a shorter time is specified elsewhere in this Agreement, before
making its final request for payment under this Agreement, Consultant shall submit to
City, in writing, all claims for compensation under or arising out of this Agreement.
Consultant's acceptance of the final payment shall constitute a waiver of all claims for
compensation under or arising out of this Agreement except those previously made in
writing and identified by Consultant in writing as unsettled at the time of its final request
for payment. Consultant and City expressly agree that in addition to any claims filing
requirements set forth in the Agreement, Consultant shall be required to file any claim
Consultant may have against City in strict conformance with the Government Claims Act
(Government Code sections 900 et seq.).
28.2 To the extent that Consultant's claim is a "Claim" as defined in Public
Contract Code section 9204 or any successor statute thereto, the Parties agree to follow
the dispute resolution process set forth therein. Any part of such "Claim" remaining in
dispute after completion of the dispute resolution process provided for in Public Contract
Code section 9204 or any successor statute thereto shall be subject to the Government
Claims Act requirements requiring Consultant to file a claim in strict conformance with the
Government Claims Act. To the extent that Contractor/Consultant's claim is not a "Claim"
as defined in Public Contract Code section 9204 or any successor statute thereto,
Consultant shall be required to file such claim with the City in strict conformance with the
Government Claims Act (Government Code sections 900 et seq.).
29. TERMINATION
29.1 In the event that either party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) calendar days, or if more than two (2) calendar days are reasonably required
to cure the default and the defaulting party fails to give adequate assurance of due
performance within two (2) calendar days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
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thereafter diligently take steps to cure the default, the non -defaulting party may terminate
the Agreement forthwith by giving to the defaulting party written notice thereof.
29.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for which
Consultant has not been previously paid. On the effective date of termination, Consultant
shall deliver to City all reports, Documents and other information developed or
accumulated in the performance of this Agreement, whether in draft or final form.
PREVAILING WAGES
30.1 Pursuant to the applicable provisions of the Labor Code of the State of
California, not less than the general prevailing rate of per diem wages including legal
holidays and overtime Work for each craft or type of workman needed to execute the
Work contemplated under the Agreement shall be paid to all workmen employed on the
Work to be done according to the Agreement by the Consultant and any subcontractor.
In accordance with the California Labor Code (Sections 1770 et seq.), the Director of
Industrial Relations has ascertained the general prevailing rate of per diem wages in the
locality in which the Work is to be performed for each craft, classification, or type of
workman or mechanic needed to execute the Agreement. A copy of said determination
is available by calling the prevailing wage hotline number (415) 703-4774, and requesting
one from the Department of Industrial Relations. The Consultant is required to obtain the
wage determinations from the Department of Industrial Relations and post at the job site
the prevailing rate or per diem wages. It shall be the obligation of the Consultant or any
subcontractor under him/her to comply with all State of California labor laws, rules and
regulations and the parties agree that the City shall not be liable for any violation thereof.
30.2 Unless otherwise exempt by law, Consultant warrants that no contractor or
subcontractor was listed on the bid proposal for the Services that it is not currently
registered and qualified to perform public work. Consultant further warrants that it is
currently registered and qualified to perform "public work" pursuant to California Labor
Code section 1725.5 or any successor statute thereto and that no contractor or
subcontractor will engage in the performance of the Services unless currently registered
and qualified to perform public work.
31. PREVAILING WAGES {MODIFIED PREVAILING WAGES}
31.1 If any of the Work contemplated under the Agreement is considered a
"public work", pursuant to the applicable provisions of the Labor Code of the State of
California, including but not limited to Section 1720 et seq., not less than the general
prevailing rate of per diem wages including legal holidays and overtime Work for each
craft or type of workman shall be paid to all workmen employed on such. In accordance
with the California Labor Code (Sections 1770 et seq.), the Director of Industrial Relations
has ascertained the general prevailing rate of per diem wages in the locality in which the
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Work is to be performed for each craft, classification, or type of workman or mechanic
needed to execute the Agreement. A copy of said determination is available by calling the
prevailing wage hotline number (415) 703-4774, and requesting one from the Department
of Industrial Relations. The Consultant is required to obtain the wage determinations from
the Department of Industrial Relations and post at the job site the prevailing rate or per
diem wages. It shall be the obligation of the Consultant or any subcontractor under
him/her to comply with all State of California labor laws, rules and regulations and the
parties agree that the City shall not be liable for any violation thereof.
31.2 In such event, unless otherwise exempt bylaw, Consultant warrants that no
contractor or subcontractor was listed on the bid proposal for the Services that it is not
currently registered and qualified to perform public work. Consultant further warrants that
it is currently registered and qualified to perform "public work" pursuant to California Labor
Code section 1725.5 or any successor statute thereto and that no contractor or
subcontractor will engage in the performance of the Services unless currently registered
and qualified to perform public work.
32. STANDARD PROVISIONS
32.1 Recitals. City and Consultant acknowledge that the above Recitals are true
and correct and are hereby incorporated by reference into this Agreement.
32.2 Compliance with all Laws. Consultant shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be subject
to approval of the Project Administrator and City.
32.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
32.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
32.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
32.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
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32.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney.
32.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
32.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
32.10 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
32.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
32.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
By:
Aaron C. Harp
City Attorney
ATTEST:
Date:
By:
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
-31
CONSULTANT:
Date:
By:
Date:
By:
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
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EXHIBIT
SCOPE OF SERVICES
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EXHIBIT B
SCHEDULE OF BILLING RATES
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EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1. Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council, boards
and commissions, officers, agents, volunteers, employees and any person
or entity owning or otherwise in legal control of the property upon which
Consultant performs the Project and/or Services contemplated by this
Agreement.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council, boards
and commissions, officers, agents, volunteers and employees.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The policy
shall cover liability arising from premises, operations, personal and
advertising injury, and liability assumed under an insured contract (including
the tort liability of another assumed in a business contract).
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C. Automobile Liabilitv Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
D. Professional Liabilitv (Errors & Omissions) Insurance. Consultant shall
maintain professional liability insurance that covers the Services to be
performed in connection with this Agreement, in the minimum amount of
one million dollars ($1,000,000) per claim and two million dollars
($2,000,000) in the aggregate. Any policy inception date, continuity date,
or retroactive date must be before the Effective Date of this Agreement and
Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the Services required by this
Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers,
employees and any person or entity owning or otherwise in legal control of
the property upon which Consultant performs the Project and/or Services
contemplated by this Agreement or shall specifically allow Consultant or
others providing insurance evidence in compliance with these requirements
to waive their right of recovery prior to a loss. Consultant hereby waives its
own right of recovery against City, and shall require similar written express
waivers from each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but not
including professional liability, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers,
employees and any person or entity owning or otherwise in legal control of
the property upon which Consultant performs the Project and/or Services
contemplated by this Agreement shall be included as insureds under such
policies.
C. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, and shall require similar written express waivers from
each of its subconsultants.
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D. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but not
including professional liability, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers
and employees shall be included as insureds under such policies.
E. Primary and Non Contributory. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
F. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days' notice of cancellation (except for nonpayment for which ten
(10) calendar days' notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by City's Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this Agreement. The
certificates and endorsements for each insurance policy shall be signed by
a person authorized by that insurer to bind coverage on its behalf. At least
fifteen (15) days prior to the expiration of any such policy, evidence of
insurance showing that such insurance coverage has been renewed or
extended shall be filed with the City. If such coverage is cancelled or
reduced, Consultant shall, within ten (10) days after receipt of written notice
of such cancellation or reduction of coverage, file with the City evidence of
insurance showing that the required insurance has been reinstated or has
been provided through another insurance company or companies. City
reserves the right to require complete, certified copies of all required
insurance policies, at any time.
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days' advance
written notice of such change. If such change results in substantial
additional cost to Consultant, City and Consultant may renegotiate
Consultant's compensation.
C. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
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D. Requirements not Limiting. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Consultant maintains higher
limits than the minimums shown above, the City requires and shall be
entitled to coverage for higher limits maintained by the Consultant. Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
E. Self-insured Retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
F. City Remedies for Non -Compliance. If Consultant or any subconsultant fails
to provide and maintain insurance as required herein, then City shall have
the right but not the obligation, to purchase such insurance, to terminate this
Agreement, or to suspend Consultant's right to proceed until proper
evidence of insurance is provided. Any amounts paid by City shall, at City's
sole option, be deducted from amounts payable to Consultant or reimbursed
by Consultant upon demand.
G. Timely Notice of Claims. Consultant shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Consultant's
performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve
City.
H. Consultant's Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the
Work.
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STATEMENT OF COMPLIANCE
The undersigned declares that the Proposal submitted to provide citation processing and
parking permit administrative services, as described in, and in response to City of Newport
Beach RFP No. 22-15 was prepared in strict compliance with the instructions, conditions, and
terms listed in the RFP, Scope of Services and Draft Agreement, with exceptions listed below, if
applicable. At least one box for each item must be checked.
RFP Instructions and Terms & Conditions (Check One)
❑ No Exceptions Taken ❑ Exceptions Taken
Scope of Services (Check One)
❑ No Exceptions Taken
❑ Exceptions Taken
Draft Aareement (Check One
F1No Exceptions Taken
❑ Exceptions Taken
If any exceptions are taken, this Statement of Compliance shall include a narrative that identifies each
item to which the Proposer is taking exception or is recommending change, including the suggested
rewording of the contractual obligations or suggested change in the RFP, and identifies the reasons for
submitting the proposed exception or change. When available, please reference specific line item
numbers as provided in the RFP. The City reserves the right to rule as non-responsive and reject any
Proposals that are not accompanied with the required documentation as described above.
Signature
Printed Name and Title
Date
Name of Proposer
[ Attach a separate sheet(s) detailing each exception being taken, if applicable ]
RFP No. 22-15
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PROPOSER INFORMATION FORM
PROPOSER INFORMATION
PROPOSER/FIRM NAME:
ADDRESS FOR NOTICES:
MAIN CONTACT (NAME AND TITLE):
CONTACT NUMBERS: TELEPHONE: FAX:
E-MAIL ADDRESS:
PROPOSER SIGNATURE AUTHORIZATION AND CERTIFICATION
Per the California Corporate Code, Business and Professions Code, the Proposer's Bylaws/Operating Agreement and/or the attached Board
Resolution (if applicable), I/we hereby verify that I/we am/are (an) authorized signatory(ies) for the aforementioned Contractor and as such am/are
authorized to sign and bind the Proposer in contract with the City of Newport Beach.
1. PROPOSER AUTHORIZED SIGNATORY(IES):
SIGNATURE PRINT NAME TITLE DATE
SIGNATURE PRINT NAME TITLE DATE
2. SIGNATURE AUTHORIZATION IS PROVIDED IN ACCORDANCE WITH:
❑ Proposer's Bylaws/ Operating Agreement Section ❑ Copy Attached
❑ Board Resolution ❑ Copy Attached
❑ Corporate or Business and Professions Code**
**If Proposer is a corporation, two (2) authorized signatories will be required on all documents submitted, unless
specified in the organization's Bylaws or corporate resolution.
IMPORTANT NOTE: If the signature authorization status of any individual changes during the term of the contract, it is
the responsibility of the Proposer to contact the City Administrator for the Proposer regarding the change and to
complete and submit a new Signature Authorization Form. Incorrect information on file may delay the processing of
any of the documents submitted.
RFP No. 22-15 Proposer Information Form
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COST FILE
One of the mandatory attachments that the PlanetBids portal will prompt you for is called a "Cost
File." Please upload this document to satisfy the requirement. Proposers may submit pricing
information on their own forms but this Cost File must also be completed. Do not include the Cost
File in the proposal. Failure to follow directions shall lead to a deduction in the proposal evaluation.
Please attach company rate sheets for items not listed below.
COST FILE INSTRUCTIONS
A. All work shall be performed in accordance with specifications described in the RFP.
B. Please provide a projection of the total anticipated cost over the term of the agreement
C. Provide the breakout costs for Module A — Software
D. Provide the breakout costs for Module B — Administrative and Customer
Service Functions
E. Provide the breakout costs for Module C — Handheld Parking Citation Issue Device
F. Provide the breakout costs for Module D — Citation Collections Services
G. Provide a rate sheet for any additional contingency costs that might not be
captured above.
RFP No. 22-15
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COST FILE
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Pricing provided shall include any and all labor; materials; equipment; supervision; travel and
expenses; and insurance to provide the services described in this RFP solicitation.
The undersigned certifies that submission of this Proposal is made without prior understanding,
arrangement, agreement, or connection with any corporation, firm or person submitting a Proposal for the
same services, and is in all respects fair and without collusion of fraud. The undersigned certifies that they
have not entered into any arrangement or agreement with any City of Newport Beach public officer. The
undersigned understands collusive practices are a violation of State and Federal law and can result in fines,
prison sentences, and civil damage awards.
Proposer Signature
Printed Name and Title
RFP No. 22-15
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Date
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SUBMITTAL FORMAT CHECKLIST
1. PRE -PROPOSAL REQUIREMENTS
REGISTER ON CITY OF NEWPORT BEACH PLANETBIDS PORTAL AND DOWNLOAD DOCUMENTS
Visit http://www.newportbeachca.gov/bidderportal to register for this RFP and download all documents.
2. PROPOSAL FORMAT
Click on the "Place eBid" button (located in the bottom right hand corner of the screen) to start
submitting your proposal. After you complete the "Detail" tab with your information, click on
the "Attachments" tab, which will prompt you to attach each of the following items that is
accompanied with a checkbox:
RESPONSE FILE
For the Response File, please upload a document that addresses the following areas:
• STATEMENT OF QUALIFICATIONS
A statement not to exceed two (2) pages in length shall summarize key elements of the proposal and
highlight your firm's qualifications as they relate to this project and these services requested. The
Statement of Qualifications should demonstrate to the City that you possess the experience and
qualifications to provide the services requested.
• ORGANIZATIONAL INFORMATION
Identify key personnel from your firm, including specific management personnel that would be assigned
to this Project, if any. Any and all Prime Contractor and Subcontractor relationships and responsibilities
must be detailed. If you are not utilizing subcontractors, please provide a narrative confirming this. Identify
the City's primary point(s) of contact for service requests.
• PROJECT APPROACH/METHODOLOGY
Confirm that you can perform all services requested in the Scope of Services If there are any items that
cannot be performed, please indicate as such in your response. The response in this section should
demonstrate relevant subject matter expertise and convey confidence that you can successfully perform
all requested services.
• REFERENCES/RECENT PROJECT HISTORY
Provide at least three (3) references for which your firm has performed similar services. Provide a brief
synopsis of the services performed, and contact information for each reference. Emphasis will be placed
on references that are local government entities. The City reserves the right to contact any references
provided.
The information requested above is intended as a baseline minimum in order to give the
evaluation panel an understanding and familiarity with your operations. If you have more
information that can help the panel assess your experience and qualifications for this project,
please include it in the Response File.
PROOF OF INSURANCE
Provide documentation showing proof of insurance coverage limits, which must meet or exceed coverage limits
detailed in the Draft Agreement (Exhibit C, Section 4). Failure to disclose proof of insurance will result in a
Proposal deemed as non-responsive.
RFP No. 22-15
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Submittal Format Checklist
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SUBMITTAL FORMAT CHECKLIST
STATEMENT OF COMPLIANCE
The Statement of Compliance is available for download from the Portal as part of this RFP.
1-1 PROPOSER INFORMATION FORM
The Proposer Information Form is available for download from the Portal as part of this RFP.
3. COST FILE
One of the mandatory attachments that the PlanetBids portal will prompt you for is called a
"Cost File." This requirement can be satisfied by completing and uploading the Cost File,
which is available for download as part of this RFP.
DO NOT INCLUDE A COPY OF YOUR COST FILE WITH THE MAIN PROPOSAL FILE. Failure to
comply with directions may result in a penalty during the evaluation of the proposal
COST FILE
Completed the provided form and, if necessary, attach rate sheets.
4. SUBMISSION INSTRUCTIONS
DOWNLOAD AND ACKNOWLEDGE ADDENDA (IF APPLICABLE)
If issued for this RFP, the Portal will prompt you to download any active addenda. Such addenda will need to
be electronically acknowledged before your proposal is accepted. If your proposal is submitted before an
addendum is issued, you will be prompted to log back in to the Portal and acknowledge outstanding addenda.
ELECTRONICALLY TRANSMIT THE PROPOSAL USING THE CITY OF NEWPORT BEACH PLANETBIDS
PORTAL
Click on the "Submit' (green) button to finalize and submit your proposal to the City.
RFP No. 22-15
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