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HomeMy WebLinkAbout2010-09-28 - AGENDA REPORTS - CONTRACT CITYWIDE PARKING (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT Agenda Item: CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval: Item to be presented by: September 28, 2010 AWARD CONTRACT FOR CITYWIDE PARKING ENFORCEMENT PROGRAM City Manager's Office RECOMMENDED ACTION City Council award a contract to Data Ticket, Inc. for the Citywide Parking Enforcement Program in an amount not to exceed $300,000, authorize the City Manager or designee to execute all contracts and associated documents, and execute up to three (3) annual renewal options not to exceed the above annual amount plus Consumer Price Index (CPI) adjustments, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year, subject to City Attorney approval. BACKGROUND The City of Santa Clarita strives to provide effective parking enforcement services that balance response -based enforcement with quality service to the community. As the community has grown, thousands of parking complaints have been generated involving issues such as: abandoned vehicles, illegally parked vehicles, safety hazards caused by parking, vehicle turnover in business districts, and neighborhood blight conditions. As a part of their on-going effort to identify a more efficient deployment of civilian staff and to reduce the volume of routine calls for service that are handled by sworn patrol deputies, the Sheriffs Department initiated an evaluation of the level of service related to response -based complaints. Over the past years, the City has contracted for two, full-time Community Service Assistants . (CSA) through the Sheriff s Department contract. It was the intent of this assignment that these two items would handle the non -emergent calls and requests for service related to parking enforcement. However, during the past two fiscal years, the Sheriff s Department has had difficulty maintaining the staff levels of the contract and have only been able to supply the City with one CSA due to the County's fiscal condition and a department -imposed hiring freeze on the classification. The CSA currently works five, eight hour shifts per week, for a total of 40 hours. Due to this staff shortage, sworn patrol deputies have had to respond to non -emergent parking enforcement requests in addition to their regular duties. It is estimated that in 2009 alone, sworn patrol deputies spent approximately 900 hours away from their regular patrol duties responding to complaint -based service requests related to parking enforcement. However, even with the additional assistance of sworn patrol deputies, the Sheriff s Department is still only able to address roughly half of the annual complaint -based parking violations reported throughout the City. In order to address and respond more effectively to all community complaints related to parking matters and alleviate sworn patrol deputies from responding to non -emergent service requests related to parking enforcement, the Sheriffs Department suggested the City contract with a vendor to provide a comprehensive turn -key parking enforcement program. Council subsequently blessed this concept and appropriated funds for the program in the FY 10-11 Annual Budget. City staff initiated a Request for Proposal process on June 30, 2010, which closed on August 12, 2010. The process was conducted in compliance with the City's purchasing policy. The Request for Proposals were published two times from June 30, 2010 to July 4, 2010. Notifications were sent to the Chamber of Commerce, Valley Industry Association, and to a list of suppliers on file. In total, 34 firms downloaded the RFP package from the City's website. The process was initially set to close August 5, 2010, but was extended by the City until August 12, 2010 in order to provide vendor requested information to all firms interested in the Request for Proposal. The following four companies submitted proposals, which were received by Purchasing on or before the August 12, 2010, deadline: Vendor Data Ticket Inc. Newport Beach, CA Five Star Parking Los Angeles, CA Serco Inc. San Francisco, CA SP Plus Municipal Services Los Angeles, CA The City conducted an evaluation process, reviewing all four submitted proposals and interviewing the two highest scoring candidates. The evaluation panel included City staff from multiple departments. In reviewing the submitted proposals, vendors were evaluated on multiple criteria. The proposal criteria, which were provided to all vendors in advance, are listed below: Experience and technical competence in performing parking enforcement Experience and technical competence in performing parking citation processing Methodology for recording payments, managing (storage and retrieval) data and reporting 0 Methodology for providing excellent customer service Completeness of Proposal Price During the initial proposal review period, the evaluation panel determined two of the prospective vendors' proposals did not meet the City's requirements to perform parking enforcement or parking citation processing. These two vendors were subsequently eliminated from further consideration. Interviews with the two remaining vendors were then conducted. Based on those interviews and the vendor's cost proposal, the evaluation panel unanimously agreed that Data Ticket, Inc. is, in fact, adequately qualified to perform the tasks required by the City and would do so in the most cost effective manner. Through this proposed contract with Data Ticket, Inc., service delivery would be expanded from the current CSA deployment of 40 hours per week to 140, creating a seven day, 10-hour'per day parking response operation. This expansion of service delivery will not only facilitate a comprehensive and complete response to all complaint -based service requests related to parking enforcement, but will also relieve patrol deputies from non -emergent parking enforcement matters and allow them to devote 100% of their time to regular patrol duties. Data Ticket Inc. will subcontract enforcement services with Securtec, a company with which Data Ticket Inc. has previously partnered to provide similar services for the City of San Clemente, City of San Juan Capistrano, and the North Orange County Community College District. Data Ticket Inc. will handle all matters related to citation processing, payment collection, and adjudication services. As the City's current parking citation processing vendor, Data Ticket has proven to manage these services effectively and professionally. Terms of the contract will allow for frequent evaluation of the service delivery through the production of regular reports and weekly meetings with both representatives from Data Ticket Inc. and Securtec. The contract would be able to be modified and/or expanded in the future, based on the. assessments made as the pilot program operates. ALTERNATIVE ACTIONS 1. Do not award the Citywide Parking Enforcement Program Contract to Data Ticket Inc. 2. Other action as determined by the City Council. FISCAL IMPACT Funds for the Citywide Parking Enforcement Program have been approved and budgeted in the FYI 0-11 annual budget in the amount of $701,722 in order to cover anticipated costs associated with contracting with a vendor to provide parking enforcement and citation processing services and the portion of citation revenue to be submitted to the State of California. Following the RFP process, it is now known that if this contract is awarded, total expenditures to the vendor will not exceed $300,000. It is also anticipated that approximately $125,000 will be ,6 remitted to the State of California. Approximately $425,000 in revenue is expected to be generated which will offset projected expenditures. If