HomeMy WebLinkAbout2014-10-14 - AGENDA REPORTS - PARKING ENFORCEMENT CONTRACT (7)Agenda Item• 3
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Matthew Levesque
DATE: October 14, 2014
SUBJECT: AWARD CONTRACT FOR CITYWIDE PARKING
ENFORCEMENT PROGRAM
DEPARTMENT: City Manager's Office
RECOMMENDED ACTION
City Council award a contract to Data Ticket, Inc. for the Citywide Parking Enforcement
Program in an annual amount not to exceed $307,416.32, authorize the City Manager or designee
to execute all contracts and associated documents, and execute a three (3) year contract with up
to two (2) annual renewal options, not to exceed the above annual amount, 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 an efficient response -based parking enforcement
service to our residents. The City recently initiated a Request for Proposal (RFP) process for
parking enforcement services on July 16, 2014. The process was conducted in compliance with
the City's purchasing policy. The RFP was initially scheduled to close on August 29, 2014, but
was extended until September 5, 2014, in order to provide vendor requested information so that
all interested firms had adequate time to prepare a proposal. A total of 249 vendors were notified
of the RFP, with 28 vendors downloading the information. The City received four proposals from
the following vendors on or before the September 5, 2014, deadline:
Vendors
Ace Parking, San Diego, CA
Data Ticket, Inc. Newport Beach, CA
Parking Concepts, Inc. Los Angeles, CA
SP Plus Municipal Services, Los Angeles, CA
AFFIDWEI
City staff conducted an evaluation process of all four proposals. All proposals were reviewed
based on six evaluation criteria, which was also made available to all vendors in the RFP.
Evaluation criteria included:
1. Experience and technical competence in performing parking enforcement
2. Experience and technical competence in performing parking citation processing
3. Methodology for recording payments, managing (storage and retrieval) data and reporting
4. Methodology for providing excellent customer service
5. Completeness of Proposal
6. Price
Data Ticket, Inc. is adequately qualified to be selected as the vendor for the City's Parking
Enforcement program, as required by the City, and will do so in the most effective manner. Of
the proposals received, three of them placed a greater focus on enforcement of paid parking areas
and on proactive parking enforcement, neither of which are similar to the City's current reactive
parking enforcement program. The proposal provided by Data Ticket, Inc. was the most
consistent with the City's practice of providing a reactive and complaint -based parking
enforcement service.
In addition to the quality of the proposal submitted by Data Ticket, Inc., the City has been under
contract with Data Ticket, Inc. for parking enforcement services since 2010. Throughout the
duration of the contract, Data Ticket, Inc. has demonstrated a high quality of service to the
community. Since 2010, Parking Enforcement Officers have responded to more than 11,500
eService requests from residents, making it the most frequently requested service. In addition to
the high volume of service requests submitted by residents, Data Ticket, Inc. has maintained a
high level of customer service throughout their contract period. Since the Council renewed the
previous contract in 2011 for three years, 914 Customer Satisfaction surveys have been filled out
by residents regarding the quality of service received from Data Ticket, Inc.
Of the 914 surveys received:
• 91% rated employee effectiveness Superior or Good
93% rated response time Superior or Good
89% rated employee courtesy Superior or Good
• 91% said the service Exceeded or Met their expectations
Of those survey responses which rated satisfaction with the Parking Enforcement program either
below average or poor, a majority of unsatisfactory ratings are due to the fact that a vehicle
reported as abandoned was moved only a few feet during the 72 hour monitoring period,
preventing the vehicle from receiving a citation.
Service levels for the proposed contract with Data Ticket, Inc. will continue with the 10 -hour per
day parking response operation at 140 hours, seven days per week. This level of service delivery
has been successful in facilitating a comprehensive and complete response to all complaint -based
service requests related to parking enforcement. Additionally, the City's parking enforcement
NO
contract has been successful in relieving patrol deputies from non -emergency parking
enforcement matters, allowing deputies to devote their time to regular patrol duties.
Data Ticket, Inc. will continue to subcontract enforcement services with Securtec, a company
Data Ticket Inc. has previously partnered to provide similar services for the City of San Juan
Capistrano and the North Orange County Community College District. Securtec has proven to be
a responsive and flexible partner with the City. Throughout the duration of the City's partnership
with Securtec, the company has been accommodating City requests for enforcement at special
events, as well increased patrols in specific areas. Data Ticket, Inc. will continue to be
responsible for all matters related to citation processing, payment collection, and adjudication
services. As the City's current parking citation processing vendor, Data Ticket, Inc. has proven to
manage these services effectively and professionally.
The terms of the contract will allow for frequent evaluation of service delivery through the
production of regular reports and weekly meetings with both representatives from Data Ticket,
Inc. and Securtec. The awarded contract of $307,416.32 includes all labor services provided by
parking enforcement staff and citation processing services. Citation processing services can vary
on a monthly basis, as they are dependent on the number of citations issued per month.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Total expenditures for each year of parking enforcement service through Data Ticket, Inc. will
not exceed $307,416.32. Revenues are anticipated to meet expenditures.
ATTACHMENTS
Proposed Contract with Data Ticket, Inc. available in the City Clerk's Reading File
3
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA AND
Data Ticket, Inc.
Contract No. w
This AGREEMENT is entered into this _ day of 20`, by and
between the CITY OF SANTA CLARITA, a municipal corporation and general law city
("CITY") and [Data Ticket, Inc.], [a parking enforcement and citation processing]
("CONSULTANT").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement; and
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed three hundred seven thousand four hundred sixteen dollars and thirty-two
cents ($307,416.32) for CONSULTANT's services. CITY may modify this
amount as set forth below. Unless otherwise specified by written amendment to
this Agreement, CITY will pay this sum as specified in the attached Exhibit `B,"
which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
Revised 112011 Page I of 10
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit `B") the tasks performed, the percentage of the task completed during the billing period,
the cumulative percentage completed for each task, the total cost of that work during the
preceding billing month and a cumulative cash flow curve showing projected and actual
expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the CITY with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed; and
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from November 1, 2014 toOctober 31, 2017.
Unless otherwise determined by written amendment between the parties, this Agreement will
terminate in the following instances:
A. Termination as stated in Section 15.
Revised 1/2011 Page 2 of 10
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 22
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the CITY within forty-eight hours
(48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with
the Agreement's schedule. The CITY will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION.
A. CITY may terminate this Agreement at any time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
Revised 1/2011 Page 3 of 10
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT'S own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION. CONSULTANT agrees to indemnify and hold CITY harmless from
and against any claim, action, damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of the performance of this agreement by CONSULTANT.
Should CITY be named in any suit, or should any claim be brought against it by suit or
otherwise, arising out of performance by CONSULTANT of services rendered pursuant to this
Agreement, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory
to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in
settlement or costs incurred in defense otherwise.
19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
Revised 1/2011 Page 4 of 10
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
22, INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds"
under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be
excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10
11 85 or 88, or equivalent. Such insurance will be on an `occurrence," not a
"claims made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
Revised 112011 Page 5 of 10
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 0106 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain coverage at CONSULTANT'S
expense and deduct the cost of such insurance from payments due to
CONSULTANT under this Agreement or terminate. In the alternative. should
CONSULTANT fail to meet any of the insurance requirements under this
agreement City may cancel the Agreement immediately with no penalty.
G. Should CONSULTANT'S insurance required by this Agreement be cancelled at
any point prior to expiration of the policy. CONSULTANT must notify City
within 24 hours of receipt of notice of cancellation. Furthermore.
CONSULTANT must obtain replacement coverage that meets all contractual
requirements within 10 days of the prior insurer's issuance of notice of
cancellation CONSULTANT must ensure that there is no lapse in coverage.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
25. NOTICES. All communications to either parry by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
Attention: Brook Westcott
If to CITY:
City of Santa Clarita
23920 Valencia Boulevard., Suite 300
Santa Clarita, CA 91355
Attention: Matthew Levesque
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States mail, postage prepaid and properly
Revised 1/2011 Page 6 of 10
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's Conflict of Interest Code (on file in
the City Clerk's Office). It is incumbent upon the CONSULTANT or CONSULTING FIRM to
notify the CITY pursuant to Section 25. NOTICES of any staff changes relating to this
Agreement.
A. In accomplishing the scope of services of this Agreement, all officers, employees
and/or agents of CONSULTANT(S), unless as indicated in Subsection B., will be
performing a very limited and closely supervised function, and, therefore, unlikely to
have a conflict of interest arise. No disclosures are required for any officers,
employees, and/or agents of CONSULTANT, except as indicated in Subsection B.
Initials of Consultant
B. In accomplishing the scope of services of this Agreement, CONSULTANT(S) will be
performing a specialized or general service for the CITY, and there is substantial
likelihood that the CONSULTANT'S work product will be presented, either written
or orally, for the purpose of influencing a governmental decision. As a result, the
following CONSULTANT(S) shall be subject to the Disclosure Category "1" of the
CITY's Conflict of Interest Code:
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
29. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
Revised 112011 Page 7 of 10
31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are two (2) Attachment(s) to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
34. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
40. PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports
the Immigration and Nationality Act (INA), which includes provisions addressing employment
eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire
Revised 1/2011 Pages of 10
only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.)
and aliens authorized to work in the U.S. The employer must verify the identity and employment
eligibility of anyone to be hired, which includes completing the Employment Eligibility
Verification Form (I-9). The CONSULTANT shall establish appropriate procedures and
controls so no services or products under the Contract Documents will be performed or
manufactured by any worker who is not legally eligible to perform such services or employment.
[SIGNATURES ON NEXT PAGE]
Revised 112011 Page 9 of 10
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and
year first hereinabove written.
FOR CONSULTANT:
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
City Manager
Date
ATTEST:
By:
City Clerk
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
Revised 1/2011 Page 10 of 10
�CA�uut�-' /�
City Of
SANTA CLARITA
REQUEST FOR PROPOSALS
PARKING ENFORCEMENT SERVICES
RFP NO. CMO -14-15-05
11:00 A.M.
SEPTEMBER 5, 2014
Electronic Copy
PART I TECHNICAL PROPOSAL
Submitted by:
DATA ■
TICKET"
Data Ticket, Inc.
Marjorie Fleming, President
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
Phone: (949) 752-6937
Fax: (949) 752-6972
MFleming(a)DataTicket.com
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-16-05
Parking Enforcement Services
CONFIDENTIAL INFORMATION DISCLAIMER
This proposal contains certain confidential and valuable information in the form of
ideas, know-how, concepts, processes, plans and trade secrets that belong to
Data Ticket, Inc. In accordance with the California Public Records Act, this
confidential information shall not be disclosed outside the agency and shall not
be duplicated, used, or disclosed in whole or in part for any purpose except in the
procurement process. Confidential Information contained in this document is
noted on each applicable page or image. Serious and irreparable competitive
disadvantage in future procurements could result from the release of any
confidential information contained in this proposal. Please notify us immediately,
in writing, if there is a request for disclosure of any confidential information, so
that we will have an opportunity to participate in any disclosure discussions.
The following data, furnished in connection with this solicitation, shall not be
disclosed except to those who are directly involved with the evaluation within the
Agency and shall not be duplicated, used or disclosed in whole or in part for any
purpose other than to evaluate the proposal; provided that if a contract is
awarded to this offer or as a result of, or in connection with, the submission of
this data, the Agency shall have the right to duplicate, use or disclose the data to
the extent provided in the contract. This restriction does not limit the Agency's
right to use information contained in the data, if it is obtained under proper
authorization from another source without restriction.
2 1 P a g e
DATA
TICKET `I -C.
REVENUEN
EXPERTS
September 4, 2014
City of Santa Clarita
Mr. Bob Michler
Purchasing Department
23920 Valencia Blvd., Suite 245
Santa Clarita, California 91355-2196
Dear Mr. Michler:
Data Ticket, Inc. appreciates the opportunity to respond to the
request for proposal (RFP No. CM -14-15-05) for Parking
Enforcement Services for the City of Santa Clarita and responds
positively to all requirements therein. We understand in a very
detailed manner, the service and products required to support
the City of Santa Clarita. We have been partnering with the City
of Santa Clarita for the past 4 years to provide these exact
services and we have partnered with the City since 2003 to
provide parking citation processing services.
We believe our partnership with the City of Santa Clarita has
been a successful endeavor that has resulted in increased
efficiencies, increased compliance, increased technical
capabilities and increased collections. Since the last RFP
response, the City, Data Ticket and Securtec have increase the
number of citations issued annually by 44% and increased
collections by 45%. In 2013 alone, the City grossed over
$390,000 in parking citation revenue. If Data Ticket and
Securtec are selected to continue to partner with the City, we
are confident the City will continue to be pleased with the level
of service, professionalism and expertise we provide.
Since the last RFP, Data Ticket has implemented, at no cost to
the City, many enhancements to our Solution. These
enhancements include but are not limited to:
• Additional reporting capabilities that provide the City with the
ability to create, generate and save custom reports
• Real-time California DMV access to registered owner
information and real-time California holds and releases
• Real-time access to Out of State DMV information using
NLETs
• Wireless access to California DMV from the handheld units
• Access to view, print and re -print every notice and
adjudication letter sent
Each of these enhancements was provided to the City at no
additional cost. In addition, Data Ticket now offers our Clients a
Citation Issuance Application that can be placed on any Android
Solution.
Data Ticket will continue to supply all DMV interface for registered owner
information, holds and releases. We will also provide scofflaw information and
reporting on a daily basis that will be transmitted to the handheld units for the
enforcement team. Thus, when they enter a license plate on the handheld ticket
writer that is on the scofflaw list, a pop-up message will alert the PCO that he/she
is about to issue a citation to a vehicle that is on the scofflaw list and is eligible
for booting and/or towing. Immediately the PCO will be able to make a decision
on how to proceed with this vehicle.
The handheld units also allow for multiple photos of the vehicle, plate, signage
etc. to be taken, confirming the violation(s). The photos are transferred with the
citation to the database, and can be viewed by the City, Data Ticket, and the
Hearing Officers. In addition to the standard docked transmission of electronic
tickets and photos, the handheld units that we provide can be used wirelessly,
meaning that transmissions can be made from anywhere in the City with cell
service. This method however will obviously incur more expense for the City
because it will require air cards that a cell provider will charge for on a monthly
basis.
We are confident that the City of Santa Clarita will continue to be pleased with
our parking citation processing and collection services. Data Ticket concentrates
all its resources on providing superior parking citation and administrative citation
processing and service to public agencies. For over 25 years we have been
providing online California DMV access and nationwide access to out of state
DMV information, holds and releases, daily and delinquent collections, multiple
collection notices sent at no additional expense to the City, an online appeal
option for the Cities citation recipients, adjudication scheduling and mailing
services, Hearing officers, online real-time and month-end reports that can be
exported to excel for additional manipulation, handheld and wireless handheld
ticket writers, Franchise Tax Board interface for collections through the
Interagency Intercept Program and third party collections.
We are committed to producing maximum revenue recovery, professionally and
politely. Data Ticket provides a web based citation management solution that
allows the City and the City's patron's access 24/7. This is optimal for the City
because there is no application to install or maintain and it enables the City's
patrons to view, pay for and appeal their citations online, 24/7. A link will be
placed on the City's website allowing Santa Clarita patrons to access the parking
citation processing website through the City's website.
Data Ticket will continue to provide the City of Santa Clarita the ability to view
and interact with the City's data real-time via any web browser. If the City's
personnel wish to interface with the data, they have the option to enter citations,
enter payments, place voids, holds, dismissals and reductions, or simply enter a
note regarding the citation or registered owner. Our system offers the flexibility
to define what each user has the ability to do. The parking enforcement
personnel will have the option to interact with the database as authorized by the
City.
Data Ticket allows for credit/debit card payments via VISA, MasterCard, Discover
and American Express, made online via the web, on toll-free phone lines via our
customer service representatives and via our IVR system. These payments are
updated to the system real-time. The City of Santa Clarita's customers will have
confidence when making payments online that our website provides the highest
degree of security by being certified as PCI (Payment Card Industry) compliant.
All customer service representatives are bi-lingual and are trained to provide
complete and comprehensive information to the patrons calling in regarding
payment options, appeals and general citation information. All calls are recorded
and stored for quality control and the ability to pull the calls at a later date, review
and email to the Client if requested is available.
We have reviewed the services required to continue providing the City of Santa
Clarita with exceptional service and we understand and are fully capable of
providing all of these services at the highest level.
The individual authorized to negotiate and bind the firm contractually to all
statements in this proposal, Is Marjorie A. Fleming, President. Data Ticket, Inc. is
a California Corporation, a California Certified Small Business Enterprise and a
California Certified Woman -Owned Business. This proposal is valid for ninety
(90) days, unless mutually extended. Questions regarding this proposal should
be directed to Marjorie A. Fleming, President, at Data Ticket's legal
headquarters, which is at the following address:
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
949-752-6937 ext. 310
949-752-6972 — fax
MFlemino(o)DataTicket.com
Corporate officers include Marjorie A. Fleming, President, A. William Fleming,
Secretary, and Brook Westcott, Chief Operating Officer. Data Ticket, Inc. will
perform all required processing, collection and DMV services and provide
electronic handheld ticket writers; and Securtec Patrol Services, our
subcontractor, will provide all enforcement services.
We believe after review of the enclosed proposal, you will agree that with Data
Ticket, Inc. providing superior citation processing, collections and DMV interface
and Securtec as the subcontractor, providing enforcement, the City of Santa
Clarita will have the best team possible.
Data Ticket looks forward to the opportunity to continue providing excellent
service to the City of Santa Clarita.
Best regards,
Marjorie A. Fleming
President
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City of Santa Clarice
Mr. Ken Striplin
City Manager
23920 Valencia BI.
Valencia, CA 91355
RE: RFP PCMO-14-15-05 - Parking Enforcement Services
Mr. Striplin,
Enclosed is our reply to the above listed proposal for the City of Santa Clarita. As we
close in on our 416 year of Parking Enforcement operations within the City, we are both
proud and honored to be of service to such an outstanding community with
unprecedented community leaders as represented by your office and the Honorable
Members of the City Council of Santa Clarice.
R has been our sincere desire to provide the City with a level of professionalism and
dedication that produces a forward thinking approach to the overall implementation
and application of parking enforcement with a superior level of customer service. This
foundation of spirited service ethics has propelled ZL11K7EC to the forefront in public
relations in our service industry. This translates into overall community confidence and
approval of our applied services.
The dedication of this service delivery has produced a program that now explains the
violation process to residents, provides personal follow up and subsequent call
information in a detailed format, and promotes a level of interpersonal confidence
which gives residents the ability to stay in the information loop or actually speak to
enforcement staff members for reporting additional details Via email or telephone or
personal contact. Our key service element - clear path, open communications.
A Quick Look - By The Numbers (3 -Years, 1D -Months w/Suwrre:C)
'r 11,278 - eService Calls for Parking Enforcement Assistance
7,276 -Information Requests/Questions
v 869-Impound5/Storage Tows -Various Violations
SECURTEC celebrated our 3d° year in business this year. The challenges of business are
never ending, yet, even after 30 -years, a mainstay principal remains; we are just
beginning to hit our stride_
Thank you for this RFP opportunity. We sincerely hope we can be of service in the new
contract period once again to the Ctty of Santa Oarice.
Respectfully Submitted,
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Mark A. Leonetti
President, CEO
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
TABLE OF CONTENTS
SECTION
PART/ — TECHNICAL PROPOSAL
COVER LETTERS
TABLE OF CONTENTS
INTRODUCTION
SECTION NUMBER
Data Ticket History
Securtec History
Benefits of Doing Business with Data Ticket and Securtec
City of Santa Clarita's Success with Data Ticket and Securtec
PROJECT ANALYSIS
OBJECTIVE, SCOPE, NATURE OF PROPOSED PROGRAM
Scope of Understanding
Scope of Work
PARKING ENFORCEMENT SERVICES
Regular Duty
Scofflaw / Abandoned Vehicle
Related Activities
Special, Additional, and Supplemental Reports
PARKING ENFORCEMENT EQUIPMENT AND SERVICES TO BE
PROVIDED BY CONTRACTOR
Parking Enforcement Uniform
2
H
Training
CONTRACTOR'S RESPONSIBILITIES FOR EQUIPMENT AND SUPPLIES
Vehicles
Automated License Plate Recognition Equipment
Communication Equipment
Citation Issuance Equipment and Materials
PERFORMANCE STANDARDS FOR PARKING ENFORCEMENT
SERVICES
Patrol of City Streets
Voided Parking Citations
Acceptable Time Gaps between Parking Citations
Customer Service
Weekly Operations Meetings
7 1 P a g e
Data Ticket, Inc.
4600 Campus Drive, Suite 20C'
Newport Beach, CA 92660
SECTION
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
TABLE OF CONTENTS
SECTION NUMBER
PARKING CITATION, PAYMENT & ADJUDICATION SERVICES
Data Entry from Handwritten Citations
Automated Transfer and Upload of Citations Issued by Enforcement Handhelds
Registered Owner Name Retrieval
Out -of -State Registered Owner Retrieval from Out -of -State DMV
DMV Registration Holds/Releases
Automated Processing of Administrative Review Requests
Administrative Hearings
Payment Processing
Correspondence Processing
Reporting
Audit Report
Toll -Free Telephone Services
Automated Voice Response System
Custom Notices and Letters
Support
Database Backup & Off-site Security
Implementation Plan
Contract Requirements
WORK PROGRAM
4
METHODOLOGY
5
PROJECT MANAGEMENT
6
ASSIGNED PERSONNEL
7
SCHEDULE
g
PROGRAM MONITORING
9
CITY RESOURCES
10
SUBCONTRACTORS
11
DATA TICKET CAPABILITY AND REFERENCES
12
ALTERNATIVE PROPOSALS
13
CONFLICT OF INTEREST
14
ADDITIONAL DATA
15
Handheld Units
8 1 P a g e
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
SECTION
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
TABLE OF CONTENTS
PART II — COST PROPOSAL
PART III — APPENDICES
Addenda
Addendum 1
Addendum 2
Addendum 3
Certifications
SECTION NUMBER
California Small Business Enterprise Certificate
California Women -Owned Business Enterprise Certificate
Sample Correspondence
Courtesy Notice #1
Delinquent Notice #2
Delinquent Notice #3
Delinquent Notice #4
FTB Letter
Payment Plan Letter
Letter of Non Liability
Review Dismissal Letter
Review Upheld Letter
Review Time Expired Letter
Review Admin Fee
Hearing No Bail Letter
Hearing Time Expired Letter
Hearing
Hearing
Hearing
9 1 P a g e
Notification
Dismissal Letter
Upheld Letter
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
1- INTRODUCTION
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
DATA TICKET HISTORY
Data Ticket, Inc. is a California Corporation that provides parking citation
management services for Cities, Counties, Universities, Districts and other Public
entities nationwide. Data Ticket was incorporated in California in 1989. We
provide expertise to ensure that citations get processed and collected in a timely
manner for over 250 Agencies, nationwide.
Data Ticket is located in Newport Beach, California and employs 50 full time
employees. Our offices are always open to our Clients and we encourage in-
person communication on a regular basis. Data Ticket, Inc. is a California
certified Small Business Enterprise and a California certified Woman -Owned
Business Enterprise. Our office address is as follows:
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
Office - (949) 752-6937, ext. 310
Fax - (949) 752-6033
Data Ticket, Inc.'s collection techniques reach out assertively, yet respectfully, to
ensure maximum parking revenue recovery. Customers are treated politely and
professionally, thus producing a win-win situation. For over 25 years our Clients
have found parking revenue has dramatically increased and issues have
decreased using our secure, proprietary, 100 % web -based citation management
solution.
Providing access for our Clients and their Customers to their data is of primary
importance because it encourages communication between all interested parties,
transparency in the data processing to our Clients and prompt payment by
Customers. Data Ticket offers the City and the City's Customers access to their
citations via the web, IVR, and via a bi-lingual customer service department.
Customers have access to lookup their citation(s), pay for their citation(s), get
specific information about their citation(s), appeal their citations and attach
supporting documentation and print a receipt; all online and all via real-time data.
In addition, the City's Customers will have access to a toll-free, bi-lingual
customer service department that will answer general and specific questions
about each citation and will accept payment over the phone via a real-time
interface. Finally, the City's Customers will also be able to submit payment and
appeals to the City or to Data Ticket via mail or in person at the City. All of the
types of access we allow are intended to make the process simple for the City's
Customers so they pay their citations in a timely manner.
Access to the data for the City's Personnel is equally as important as is access
for the City's Customers. We provide online access to our clients to lookup
citations, enter notes on citations, process voids, dismissals, reductions, refunds,
refund requests, view online reports, accept payments, print receipts, view and
print notices, process and review citations in the adjudication process and view
10IPage
Data Ticket, Inc. City of Santa Clarke
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
and print Adjudication letters. Each capability is provided based on the level of
access each person is given. For example, if you want only specific individuals to
perform specific functions, our system can accommodate that.
Data Ticket allows for real-time processing of payments via VISA, MasterCard,
American Express and Discover. Credit/debit card payments are accepted
online, via phone with a customer service representative or using our 24/7 bi-
lingual IVR system or via paper. Website payments are updated in the system
real-time, as soon as they are authorized and accepted by the bank. Payments
are immediately updated to the citation records and receipts can be printed
verifying payment for the payer.
Data Ticket is Payment Card Industry (PCI) certified and submits to both
quarterly, scheduled scans of our database as well as unscheduled scans, thus
providing the ultimate security for our Clients as well as their Customers. Our
website offers each Client the ability to view and/or interact with each citation as
desired. There is no fee to the Client for expenses associated with this service.
We also offer all adjudication services via our online appeals website. This sets
us apart from other vendors as we actually allow the City's Customers to place
their citation on hold and submit their full explanation and attach backup
documentation via the web. This allows Customers to appeal their citation(s)
online only if they are eligible to appeal based on the rules set forth by the City
and the State of California. Once the appeal is submitted, either online or via
U.S. Mail, either Data Ticket or the City is scheduled for either a review or a
hearing with a certified, independent hearing officer. These individuals review or
hear the cases and enter judgments that automatically mark the citation and
generate written notification of the results. This notification informs the appellant
of the decision and provides additional information if the individual wishes to
continue his/her appeal and/or refund information and/or court filing instructions,
depending on the appeal decision. For added convenience, our Clients have the
ability to view, print and re -print all Adjudication Letters directly from the citation
record online.
Our online reporting was recently upgraded to provide daily, weekly, monthly and
custom reports via the web. These reports can be viewed, saved to the City's
network, copied into Excel for additional manipulation as the Client wishes or
shared amongst other City Personnel. All data remains that of the City's and is
available to the City as long as the City is a Client. In addition, when the City
needs ad hoc reports or additional data, Data Ticket will provide them at no cost.
Data Ticket is experienced at working backlog and delinquent citations, which all
agencies seem to have. We have years of experience collecting from "old
databases and citations", and we do it carefully and professionally, with the
utmost care given to the agency image and collection attitude. Since 2002 Data
Ticket, Inc. has been offering additional collections through the Franchise Tax
Board's the Interagency Intercept Program on behalf of its clients in order to
provide an additional opportunity for collection of delinquent California debts.
Debts such as parking fines, municipal code and administrative fines, etc. are
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
eligible to be collected through the program. Many of our agencies have been
participating in this program since we began offering this interface and they have
all been impressed with the return rate on collections from this submission.
Currently, we believe the City is handling this service in-house; however, we are
always available to off-load this service if needed.
As a final collections option, Data Ticket works with a third party collections
agency for those clients interested in this method of collections and our system
remains the database of record, with all notices, phone calls and payment
recorded and available for the City to review.
Data Ticket, Inc. has been operating continuously for the past twenty-five (25)
years in the parking citation management, processing and collections sector. We
currently serve over 250 agencies nationwide in the public and private sector that
depend upon our expertise to ensure that citations get processed and collected
in a timely fashion.
Data Ticket's management philosophy and approach to each project we
undertake is to provide maximum revenue collection for our clients,
politely and professionally; to represent each client as they would
represent themselves if they were providing the parking citation
management services in-house; to provide state-of-the-art hardware and
software, so that our clients have reports and information available as they
need it. Data Ticket will meet and exceed all of the City's requirements and
expectations.
Parking citation processing is our core business and we are a service
industry corporation therefore we have always found that the best way to
work with our clients is to incorporate as much flexibility and support and
to go the "extra mile". Our Citation Processing System is a 100% web -
based citation management solution.
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
SECURTEC HISTORY
City of Santa Clarity
RFP No. CMO -14-15-05
Parking Enforcement Services
Founded in 1984, SECURTEC District Patrol, Inc., is a small, privately held,
California Corporation. Licensed and regulated by the Department of Consumer
Affairs, Bureau of Security and Investigative Services, under the license number
of: 10361, classification of: Private Patrol Operator.
Being licensed by the State of California produces a defined set of rules and
regulations for our company to adhere to, including subjecting our employees to
complete background checks through the CA -DOJ (including finger -printing).
This provides a layer of assurance to the City of Santa Clarita that there is a
State governing body involved in the employee process, and subsequently
assigns each Officer a California State issued "Guard Card" that provides
credential cross-checking that resonates beyond the employer level background.
Every employee in the industry can have his/her licensing information verified
24/7/365 by simply visiting the States website at: www.bsis.ca.gov.
The same licensing is applied to company ownership. In addition to the above
requirements for owners, additional qualifications must be verified before any
BSIS License is issued to become a "Private Patrol Operator' in California. The
biggest requirement (besides a criminally free background) is verification of
industry hours served and the passing of a State PPO Licensing test provided
only two times per year. After all information is verified and passing completed on
the State test, a PPO license is issued for a period of 2 -years to operate a
security/patrol company in California. SECURTEC District Patrol, Inc., is licensed
under license number: 10361 (Private Patrol Operator) and has been since 1984
(1990 as a corporation). Licensing information can also be verified 24/7/365 by
simply visiting the States website at: www.bsis.ca.00v.
Securtec District Patrol, Inc. values our contract with the City of Santa Clarita and
is even more dedicated to providing extraordinary service commitments to
ensure the highest confidence levels to the City, LASD and the Residents we
serve.
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
BENEFITS OF DOING BUSINESS WITH DATA TICKET AND SECURTEC
Data Ticket offers a unique set of processing capabilities that set us apart from
our competitors and gives each of our Clients a head start on collecting the
maximum parking revenue.
Differentiating factors that set us apart from our competitors are:
Online Notices — Data Ticket moved to a new Noticing Vendor over 2 years
ago because we wanted the ability to provide our Clients with the ability to
print and reprint notices that are sent to Customers on behalf of the City.
This enables our Clients to confirm the address to which each Notice was
sent and it also provides our Clients with the ability to see the actual copy of
Notice that was sent for each citation in the system. Our noticing vendor
provides each notice to Data Ticket via a PDF. This PDF is then stored on a
server that's sole purpose is to provide access to each Notice sent. When a
Client is viewing a citation record in our Solution, each Notice Number
is hyperlinked to the actual notice sent. No other vendor provides this
capability in the industry. Previously, and like other vendors, Data Ticket
would store Notices sent on our network and provide each Notice that was
requested via an email. The new process means our Clients will have
access directly to each Notice sent, without having to request a copy
from Data Ticket.
Online Adjudication Letters — The Adjudication Letters Data Ticket currently
provides to Appellants on behalf of our Clients were previously generated
directly from Data Ticket. Our in-house Adjudication Department generated
and mailed each letter generated at the Administrative Review and
Administrative Hearing level. This year, we moved these letters to our noticing
vendor so they more closely resemble our regular notices. In addition the new
letters have provided Data Ticket with the ability to more easily scan any
requests for Hearings directly into to Solution because the Appellant is
provided the ability to request a Hearing directly on the back of the
Administrative Review Results. Finally, the Adjudication Letters are
available online for the City to print and re -print at anytime, just like the
regular notices.
California DMV Interface — Data Ticket recently completed an update to our
DMV Interface so that our Solution obtains Registered Owner information
real-time. By changing the access method, we have the ability to access
DMV directly from our wirelessly enabled handhelds. Of course, this new
method required a change in our security policy; however, for those Clients
who currently utilize a tow and/or boot program and require a more direct
manner in which to know whether citations placed on DMV Hold have been
paid and whether the registered owner has been updated for such license
plates, it is very important. The old method utilized by Data Ticket and many
of our competitors is for the Client to call us and have us go online with DMV
or for the Client to access DMV directly via their own methods.
Out of State DMV Interface — Data Ticket previously only accessed out of
state DMV information either by directly accessing registered owner
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Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
information from the actual DMV or by utilizing a third party resource. This is
fairly standard practice in the industry, however, it did not always provide the
quickest turnaround for registered owner information. In 2012, Data Ticket
decided to provide an additional level of service to our Clients by
obtaining Strategic Partner status with NLETs. NLETs much like CLETs,
provides Data Ticket with registered owner information for those Clients
that have an FBI assigned ORI. Data Ticket has been assigned its own ORI
Number for access the registered owner information. In addition to this, we
use the City's ORI number for identification/audit purposes only. The benefit
of this new process is that we are able to request out of state DMV
information and receive it back within seconds whereas with other
processes, we are left to the timeline defined by each individual State.
• RO Requests— Data Ticket makes a minimum of 5 attempts to obtain a
registered owner from all DMVs, this sets us apart from our competitors, as
most make one or two attempts to obtain a registered owner. We make
multiple attempts because if a registered owner is not obtained, the City is left
to hope the registered owner pays since no notices can be sent without the
registered owner information.
• DMV Hold Attempts and Confirmation - Data Ticket also makes a
minimum of 5 attempts to place a DMV Hold on a CA Registration (most
vendors attempt to place a hold once, rather than continue to attempt, since
the City is not charged by DMV for attempts, there is no point not to try to
place holds continually); which increased collection rates for those individuals
who will pay for their citation when registering their vehicles
• Increased Noticing - Data Ticket sends up to 5 notices including: 1 Daily
(Courtesy) notice and 3 Delinquent Notices, plus 1 FTB Notice; often times
other vendors will state they do "Special Collections", however, that does not
involve sending out 3-4 notices at no cost to the City, nor does it involve any
customer service so the City will often see a "Hand -Processing" or other type
of monthly charge
• Single Office - Data Ticket performs all data entry tasks onsite; we do not
send out citations or payments to be keyed by a third party. This sets us apart
from some of our competitors and is a benefit to the City as it controls and
expedites the data entry process and minimizes any potential for lost or stolen
data
• Right Sized Staffing - Data Ticket does not share employees across
Departments; for example our Customer Service Department staff only
answer phones, they do not perform data entry tasks, this is a huge benefit to
the City of Santa Clarita as it means each staff member has been well trained
and is an expert in their individual field. It also means that we have adequate
resources in each department who are focused on exactly the type of work for
which they were hired.
• No Increase in Fees - Data Ticket does not rely on a CPI charge that
increases your prices after the second year, we maintain the fees agreed
upon unless services are changed or postage increases. This is
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 42660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
beneficial to the City because it eliminates an increase in annual budgetary
costs.
• 1St Level Reviews - Data Ticket actually performs 1st Level Reviews for cities
if the City so desires, rather than just accepting each review request, and
sending them to the City for the City's Personnel to read them and enter
judgments. This service benefits the City by eliminating the majority of the
work required of the City.
• Online Adjudication - Data Ticket allows the City's Customers to request
reviews and hearings online and attach up to three pieces of supporting
documentation. This sets us apart from our competitors who allow customers
to request a review or hearing online by completing a form that must then be
sent in via mail. Our system allows customers to complete the necessary
forms online and send their supporting documentation real-time, thus
expediting the process and ensuring the citation has been placed on hold in a
timely manner.
• Independent Hearing Officers - Data Ticket offers independent, certified,
qualified and insured Hearing Officers who conduct 2nd Level Hearings in-
person on-site, by appointment on toll-free phone lines and via writing. This
means the City will be in compliance with state law and it will eliminate this
portion of the work for the City, including customer service that often
accompanies the adjudication process.
• All -Inclusive FTB Processing - Data Ticket offers the most comprehensive
Franchise Tax Board interface for the Interagency Intercept Program for
advanced collections in the industry and has done so for the last 12 years. In
addition, our FTB Processing is all inclusive. We actually pay the City's
invoices provided by FTB.
• Our Combined Solution knows the City of Santa Clarita, its Customers,
its Visitors and its Community. We are the right choice for seamless
operations for the City and its Community.
Data Ticket is privately owned and operated; we have no loans or debt.
All of our hardware and software is 100% owned, maintained, supported
and upgraded by the Company. We outsource nothing. In summary, we
are fiscally conservative and financially sound, consistently planning
for the future and ensuring that our research and system upgrades keep
us at the forefront of the industry and provide our Clients with fully
tested, stable, leading edge technology and services.
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
CITY OF SANTA CLARITA'S SUCCESS WITH DATA TICKET
AND SECURTEC
Data Ticket has been processing the City of Santa Clarita's parking citations
since 2003. During the last RFP process, Data Ticket submitted a proposal to
continue processing and collecting the City's citations, for Data Ticket to
subcontract the citation issuance partnering with Securtec and for the City to
implement FTB and Credit Reporting Collections with Data Ticket.
Leading up to that RFP Response, the City issued 4280 citations in 2009
and collected $215,612.45. Since the last RFP response four years ago, the
City has increased the number of citations issued and the dollar amount
collected significantly and increased community satisfaction. In 2013, 7716
citations were issued and over $390,000 has been collected.
If the City selects Data Ticket, Inc. and Securtec Patrol Services to continue
providing outstanding service, we are confident that the City will continue
to realize exceptional value, efficiency and community approval and the
level of service with continue to exceed the City's requirements and
expectations.
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
2 - PROJECT ANALYSIS
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Data Ticket and our proposed subcontractor, Securtec Patrol Services, are
currently performing all of the responsibilities and tasks defined in the City's RFP.
Data Ticket does not foresee any problem areas with this RFP for Data Ticket;
however, we do believe the City will benefit significantly from selecting Data
Ticket and Securtec to continue issuing and processing the City's parking
citations.
Having worked closely with the City 4 years ago to find and hire permanent
Parking Enforcement Officers, we have a deep understanding of what the City is
looking for and we believe we have exceeded the City's requirements. The
Parking Enforcement Officers hired by Securtec and currently servicing the City
know the City and its Customers very well. The City was involved in their hiring
and in their training process. These individuals have worked hard to ensure they
provide a pleasant experience for the City's Customers and Visitors. This type of
knowledge does not come easily and it is something that only Data Ticket and
Securtec Patrol Services can offer to the City of Santa Clarita.
In addition, the Parking Enforcement Uniforms, Vehicles, Vehicle Markings,
Equipment, Patrol Cars, Communication Equipment and all other tangible items
related to the citation issuance process have already been defined and are being
used today.
In addition, we would like to take this opportunity to clarify our thoughts on the
need for a License Plate Recognition System and the handhelds currently
provided by Data Ticket. The requirement for the License Plate Recognition was
in the original RFP; however, after much discussion with the City, it was agreed
that automated handheld ticket writers would be more effective for the City's use.
Data Ticket has read and understands the requirements for the License Plate
Recognition capabilities; however, we believe the LPR requirement can be
simply replaced with the use of a handheld unit that will track scofflaw data and
provide images. The handheld units we offer and that our subcontractor will be
using our Casio IT9000s, Motorola MC9500K or another Android based solution.
Either of these units has wireless capabilities. Each time these units transmit
citations to Data Ticket for processing, we send a scofflaw file to the handheld
unit. This file allows the issuing officer to be notified upon entry of a state / plate if
the responsible party is a scofflaw. Once notified, the issuing officer can take the
appropriate action as deemed fit by the City. If the purpose of the LPR is to
simply provide a scofflaw report, the handheld units will more than replace this
capability at a much more economical price. Because we believe this is a viable
option for the City, we have included pricing with the LPR and pricing without the
LPR. We continue to believe the use of the handhelds will completely replace the
need for the LPR.
18IPage
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
The implementation of the CLETS system is an important part of
impounding/storage (towing procedures) within the City of Santa Clarita. CLETS
(California Law Enforcement Telecommunications System) provides staff with
identifying vehicle information (Registered Owner) to complete the CHP -180
form. Vehicle access would provide staff the immediate ability to verify owner
information, look for any pending DMV information (transfers in progress,
registration in progress, planned non -operational status, displayed vehicle
license tab information).
More importantly, this also provides the field PEO with immediate notification if
the vehicle is wanted or stolen, and can place the PCO in "high -alert' mode until
Deputies can arrive and disposition the vehicle. CLETS will also provide access
to Scofflaw actions (five or more unpaid tickets in 6 -months).
The CLETS access is regulated by:
Attorney General
California Department of Justice
Criminal Justice Information Services Division
All subsequent qualifications and regulations regarding this systems use can be
located in the Policies, Practices and Procedures manual for CLETS access
(available upon request) along with all corresponding Agreements.
There have been on-going discussions and technical briefs with LASD and City
IT staff, however further interaction will be required by the CMO or City Council to
advance this request to completion.
Should the City choose not to move forward with CLETs, perhaps it will
consider using the handheld ticket writers wirelessly to access real-time
DMV information. This access level will allow the Parking Enforcement
Officers to verify scofflaw data by accessing DMV payments and
responsible party information real-time with DMV.
191 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
3 - OBJECTIVE, SCOPE, NATURE OF PROPOSED PROGRAM
SCOPE OF UNDERSTANDING
Data Ticket has read and understands the entire scope of the proposal the City
of Santa Clarita has put forth in RFP No. CM -14-15-05. In addition, Data Ticket is
very familiar with the City of Santa Clarita's citation issuance and citation
processing requirements as we are the City's current citation processing vendor
and we partner with the City's current citation issuance vendor. In summary, Data
Ticket will meet all the requirements set forth by the City. Below, please review
our high-level understanding of the City's requirements and our processing
services. For more detailed information, please review the Scope of Work section
following this section.
• Data Ticket's solution is 100% web -based and is accessible via any
workstation that has Internet access
• Data Ticket has a dedicated, on-site Data Entry Department which is
responsible for keying manual citations and payments received by cash,
check or money order within 24-48 hours of receipt
• Our citation management system sends each citation eligible to receive a
registered owner to the correct DMV upon receipt into our system; this
process occurs daily; there is no batching of data
• Our system sends a minimum of 5 delinquent notices to each registered
owner of an unpaid parking citation, including sending multiple notices should
a registered owner's information change, at no cost to the City; Notices are
not held or batched, they are sent daily as soon as each citation is eligible to
have a notice sent
• Daily, Data Ticket places holds and releases at California DMV, without any
batching of data; as soon as each citation is eligible to have a hold or release
processed, our system processes it and our system receives a successful or
unsuccessful message within 24 hours from DMV so the City does not need
to wait until month-end to determine whether a hold was successful or not
• Data Ticket processes credit cards that have been mailed in, called in via our
customer service department, called in via our IVR, or entered on our
website; each credit card payment is updated real-time via real-time
authorization and processing
• Data Ticket processes all checks, cash and money orders received via mail
directly by our in-house data entry department within 24 hours of receipt
• Our system allows for the processing of payment plan requests, including
sending payment plan letters detailing the date each payment is due and the
amount due and re -opening the citation and applying the required penalties
when a payment is not made as scheduled
• Data Ticket's online system provides access to Customersto view their
citation information, including amount owed and the amount due and allowing
customers to pay and appeal their citation online
201 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
• Our system provides for processes that allow City personnel to change
citation data, including cite date, cite time, violation codes, officer badge
numbers, fine amounts and duplicate citations
• Data Ticket offers an on-site, bi-lingual customer service department that is
required to enter a note each time a phone call is taken or made, allowing the
City's personnel to view these notes
• Our IVR records all inbound and outbound customer service calls; these calls
are recorded digitally and can be sent electronically to the City
• Our online access also allows each individual at the City to enter their own
notes regarding specific citations that other City personnel and Data Ticket
employees can review
• Data Ticket's website allows for multiple access levels that allow each person
to have their own set of capabilities, including the ability to apply dispositions
such as voids, dismissals, reductions, refunds, apply payments to citations
and view a complete audit trail for each citation
• Data Ticket's website will be available to and used by the City of Santa Clarita
for viewing citations, disposition changes, payment entry, notation entry and
adjudication management
• Our online reporting capabilities allow the City to view real-time, month-end,
year-end and custom reports that can be printed and viewed exported to
excel for data manipulation; additionally, Data Ticket also sends electronic
confirmation after each electronic citation file is received, detailing the number
of citations successfully loaded into the system
• Data Ticket's website allows for the City's customers to lookup their citations
by state / plate; citation number and time of violation; or notice number and
zip code so the customer can view their citation(s), pay for their citation(s)
and appeal their citation(s)
• Data Ticket can accept a hotlink from the City's website and currently does so
for many clients
• Data Ticket's software and hardware is 100% company owned and hosted
on-site and maintained with a regular maintenance schedule that includes a
fully redundant system where servers mirror all databases providing the
security that we will not lose data if a server fails and all backups are stored
offsite
• Data Ticket is PCI compliant and submits to scheduled and ad hoc scans of
our system to prove that our website is secure and hacker proof
• Payments can be made by credit card, including ViSA, MasterCard and
Discover, and American Express at no charge to the Agency, via web site,
phone or paper
• Data Ticket provides comprehensive web access & interactivity to our client's
data
• We provide for customized verbiage on all forms, letters, and notices
• Data Ticket's full service adjudication services accommodate the three-step
appeal process required by California Vehicle Code and is the most complete
online application available in the industry
211 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
• We offer certified, professional, independent, fully insured hearing examiners
for California Clients
• Data Ticket offers trust account banking and reconciliation as well as check
disbursal for our clients, which eliminates the need for City Finance staff to
issue refund checks, process NSFs and charge -backs
• Data Ticket generates an online, real-time refund request report for our clients
• Data Ticket provides a bonded daily courier service for pick-up of payments,
citations, and correspondence from the post office box at no cost to the City
• Data Ticket provides a bonded daily courier service for bank deposits at no
additional cost
• Data Ticket provides daily scanning of checks for deposit to Citibank Escrow
Account Clients
• Data Ticket provides a seamless interface with a variety of handheld ticket
writers provided by other vendors
• Data Ticket offers the most comprehensive Franchise Tax Board interface for
the Interagency Intercept Program for advanced collections in the industry
and have so for the last 10 years and we provide verified and cross-checked
social security searches
• Data Ticket provides a third party collections and credit bureau holds for "hard
to collect' citations and we recently implemented the ability to receive weekly
updates from our third party collections agency that update our system on
calls made, letters sent, and payments accepted, thus allowing our database
to remain the system of record for all collection efforts
221 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
SCOPE OF WORK — PARKING CITATION, PAYMENT & ADJUDICATION
SERVICES
Data Ticket is pleased to respond positively to all requirements set forth in this
Request for Proposal for Parking Enforcement Services. We can assure the City
that we will continue to handle each customer and citation individually to ensure
everything is being done to maximize collections while conveying the
professionalism and customer related philosophy of the City of Santa Clarita.
PARKING ENFORCEMENT SERVICES
Data Ticket will subcontract with Securtec to provide Two (2) parking
enforcement personnel (PCO) to work the required ten (10) hours per day, seven
(7) days per week for a total of 140 weekly hours. The services to be provided
include, but are not limited to:
• Issuing parking citations & impounding for violation of City, State or Federal
parking regulations
• Participation in community events and other parking enforcement programs
• Responding to resident complaints
• Completing enforcement related forms as required by the Department
• Reporting via City E -services
• Offering deployment programs and subsequent scheduling to meet City
specifications
• Providing delivery of service, report preparation, and customer assistance to
the public
• Detailing parking citations or incidents involving assigned officers
Regular Duty
(RFP, page 10)
SECURTEC will provide the City of Santa Clarita with the following:
• Patrol City streets, City facilities, recreational areas, and any city designed
private locations via motor vehicles (vehicles equipped with License Plate
Recognition (ALPR) hardware and software or comparable equipment such
as electronic handheld ticket writers with similar capabilities), with primary
responsibility for enforcing City, State, and Federal parking laws and
regulations
• Issue parking citations for vehicles in violation of City, State, and Federal
parking laws and regulations
• Complete required vehicle inspection reports, daily activity reports, valet
incident reports, E -service response reporting, parking enforcement
improvement forms, and all other parking issues
• Assist with the enforcement of private property parking regulations,
enforcement of regulations in parking facilities and assisting with public
service (as requested)
23lPage
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
• Provide an extremely high level of customer service as needed to give
directions, information, phone numbers, etc.
• Continue to attend internal and public meetings as required,
• Continue to. provide on-call availability during shift periods for general
assistance with parking enforcement.
• Participate in any hearing process or subsequent process involving a
contested or challenged citation
Scofflaw / Abandoned Vehicle Detail
(RFP, page 10)
Data Ticket and Securtec have recommended the use of handheld ticket writers
that will automatically notify the issuing officer of a vehicle eligible for towing or
booting based on being a scofflaw. We recommend this process over the license
plate recognition as requested. Securtec, using the handheld ticket writers will:
• Locate, report, and appropriately mark any vehicle with a potential to be
impounded or immobilized as a result of the vehicle having a specified
number of delinquent parking citations and/or for laws pertaining to potential
abandoned vehicles
Coordinate towing, and all associated paperwork, for scofflaws and
abandoned vehicles per California Vehicle Code requirements
Related Activities
(RFP, page 10)
Securtec, in its daily operations, routinely performs the related tasks as identified
in the RFP. These daily operations include:
Report any unlawful act or any condition or deficiency which may pose a
hazard or a danger to the general public
Report parking issues, vandalism, sign and curb marking deficiencies or
conflicts
Special, Additional, and Supplemental Reports
(RFP, pages 10-11)
In addition to the reports defined as part of the citation processing system that
Data Ticket will provide, the parking enforcement officers will provide the
following reports:
Special, additional, or supplemental reports at the request of the City
Weekly schedule showing officer assignments and scheduled enforcement
hours, listing all absent officers and reason for absences
Monthly summary of activities showing total work hours, patrol and non -patrol
(time spent at hearings, in training, etc.).
241 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
• Daily and monthly summary of tow and/or boot activity, including complete
tow records that are maintained at the enforcement office
PARKING ENFORCEMENT EQUIPMENT AND SERVICES TO BE PROVIDED
BY CONTRACTOR
Data Ticket responds positively to the requirements set forth by the City of Santa
Clarita regarding all equipment and services to be provided by Data Ticket and
its subcontractor. Securtec.
Parking Enforcement Uniforms
(RFP, page 11)
• All personnel will wear approved uniforms while on duty
• Securtec shall be responsible for providing personnel with proper, complete,
and acceptable uniforms
• All uniforms will include a name badge or tag that will be distinct enough from
those of peace officers and other sworn personnel so that members of the
general public will not mistake parking enforcement personnel for peace
officers or other sworn personnel
• Securtec will not issue any uniform or identifying badge without the prior
written approval of the City of Santa Clarita
• No parking enforcement officers will wear of display personal garments or
items that cover any portion of the uniform while on Duty
• Securtec will not allow employees to work unless attired in the complete,
approved uniform
• Securtec shall provide uniforms for each contract employee at no expense to
the employee, except in cases of negligence or abuse of the uniform by the
Contract employee
• Securtec shall be responsible for making sure uniforms are complete, clean,
in good repair, and worn by all Securtec employees while on duty
• Uniforms will include, at a minimum, shirts, pants, shorts, jacket, raincoat &
baseball -style hat
• Securtec shall not permit personnel to be armed with firearms or weapons of
any kind
Training
(RFP, page 11)
Enforcement staff will have the education, skills, and qualities required to fulfill
the tasks outlined in this RFP. Securtec will provide each employee assigned to
provide parking enforcement services with at least 40 hours of initial job-related
training and any necessary re-training or follow-up training required to correct
deficiencies in performance.
251 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-06
Parking Enforcement Services
Securtec will provide each employee assigned to provide parking enforcement
services with at least eight (8) hours of in-service training per year. Such training
shall cover such topics as changes in the law, new aspects of the City's parking
program, refresher or expanded training in customer relations, etc. The City shall
approve the subjects and content of such training in advance. Such training will
be included in the hours of service Securtec is required to provide in each
contract year.
The City retains the right to review and direct modification of any Securtec
employee -training program. Training will include, but not be limited to, the
following:
• Information on parking statutes, laws, ordinances, regulations, and
resolutions enacted by the Federal Government, the State of California, and
the City of Santa Clarita;
• Parking enforcement programs and policies adopted by the City of Santa
Clarita;
• Operation of equipment, including instruction on communications procedures,
radio devices, citation devices, public relations, customer service, and conflict
mitigation techniques;
• Tasks and responsibilities under regular and emergency operating conditions;
• Physical layout of the City;
• Customer service and public relations.
Responsibilities for Equipment and Supplies
(RFP, page 12)
Other than equipment specifically identified as the responsibility of the City,
Securtec will provide all necessary equipment and supplies for the provision of
parking enforcement services, including:
• Safety equipment, chalk, tape measures, flashlights and batteries
• Flashlights will be of sufficient illumination to allow enforcement officers to
read vehicle identification numbers (VINS) at night
• All equipment shall be in good working order, attractive, and in conformity
with all applicable statutes, laws, ordinances, and regulations
• Personal vehicles or other equipment shall not be used to perform parking
enforcement services without the City's written approval
• Securtec will not issue, directly or indirectly, firearms or similar devices to
personnel
Securtec will be responsible for parking and securing all patrol vehicles when not
in use. It is requested that the parking and storage of the supplied Parking
Enforcement vehicles be done at a designated, secured and lighted City of Santa
Clarita facility to ensure safety and security. In addition, Securtec will be
financially responsible for damaged, lost, or stolen equipment provided by the
261 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
City (including radio equipment, emergency equipment, etc.). Securtec will
prepare and maintain a complete, detailed, accurate, and current inventory of all
equipment and supplies provided by the City for use by Securtec.
Vehicles
(RFP, page 12)
Securtec will continue to provide two (2) patrol cars currently being utilized — both
of which are 2011 Ford Escape Hybrids that were purchased at the inception
of the contract in 2010. Color and markings already identify them as "City of
Santa Clarita, Parking Enforcement" and mimic the top banner colors and
markings of the City's website to promote associated scheme continuity
and be easily identifiable to the business and residents served.
Securtec provided vehicles do not have any company I. D., name or logo present.
The vehicles have a locked and secured storage safe for supplies or issued City
keys for gates, etc. Vehicles are used exclusively for enforcement services as
required by this contract and are not used for any other purpose, including the
personal business by any employee, supervisor or principal, or for any other
business activity of Securtec, other than for repairs and maintenance care.
Securtec maintains all vehicles in a state of good repair and in a professional
appearance equivalent to that of the City's public fleet. Securtec will continue to
bear all expenses associated with vehicle storage, maintenance, fueling, and
insurance and provided Patrol related equipment. Vehicles that are damaged or
disabled while in service for the City of Santa Clarita will be replaced with an
operable vehicle within 4 hours. In the event that a replacement vehicle is
unavailable, contract personnel shall be relieved of duty for the remainder of the
shift and Securtec will pay the City prorated liquidated damages.
Automated License Plate Recognition Equipment
(RFP, pages 12-13)
As discussed in our response to the RFP, Data Ticket highly recommends the
use of the handheld ticket writers which will perform the same duties the ALPR
perform, at a much more cost-effective rate; having said that, we have provided
information on our ability to meet the City's ALPR requirements
The City requested that each vehicle include an automated License Plate
Recognition, vehicle mounted system that includes image capture and
processing capabilities and that permits automatic license plate reading and
matching operation. The system will include two ALPR cameras and illuminators,
a rugged processor, a touch screen interface with moving map display, two
wheel imaging cameras (optional) for evidence gathering, back-office evidence
and reporting software, and a wireless communication capability for transferring
271 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
data between the back-office and each mobile ALPR unit. Securtec will meet or
exceed all requested specifications as described below:
• Automatically detect vehicles parked in time limited parking zones
• Find scofflaw and other wanted vehicles, and/or persons based on license
plate reading and matching against lists of wanted license plate numbers
• Read license plates from vehicles on both sides of the unit
• Read vehicles that are either parallel parked or parked at 45 degrees, both
on -street and off-street and have the ability to for cameras to capture images
at 90 degrees
• The ALPR will include a complete back-office management and reporting
system that includes viewer software, route management, and reporting
• Securtec will provide a warranty on all ALPR system hardware and software
effective from the date of installation and for the term of the agreement
• Securtec will be responsible for all training, maintenance and support relating
to the ALPR system
Communication Equipment
(RFP, pages 13)
Securtec will provide and maintain the capability to carry on two-way radio
conversations with the field personnel whenever they are on duty. This system
will provide dependable, interference -free, two-way communications between the
City & the PCO's. Securtec will have the ability to provide automated status
reports and updates for complaints and service requests received from the City's
E -services program. Finally, access via the Securtec website will be provided to
the City to view disposition calls online and in real-time. City officials will have
access via secured user and password capabilities.
It is understood that the City of Santa Clarita may provide Securtec radio
equipment suitable for parking enforcement purposes, as determined by the City.
If issued, the City shall be responsible for normal maintenance and service of this
equipment. Replacement or repair of damage caused by misuse of equipment
will be the responsibility of Securtec.
Citation Issuance Equipment and Materials
(RFP, pages 13)
Data Ticket, Inc. will supply citation issuance equipment and materials suitable
for parking enforcement purposes, including handheld, computerized ticket
citation issuing equipment, printers and customized citation forms. Data Ticket
will be responsible for normal maintenance and service of this equipment. More
information regarding the handheld ticket writers can be found in section 15 of
our response.
281 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
PERFORMANCE STANDARDS FOR PARKING ENFORCEMENT SERVICES
Patrol of City Streets
(RFP, page 13)
Securtec will effectively patrol all City streets and take appropriate action (i.e. cite
vehicles in violation of parking regulations, report potential abandoned vehicles
or vehicles creating unsafe conditions, record date and time of the patrol, etc.)
during the hours as defined by the City's RFP.
Voided Parking Citations
(RFP, page 13)
During the course of the day, any Parking Control Officer (PCO) who issues a
parking citation that is deemed as invalid will be voided as long as the PCO
issues a valid citation. If the PCO determines that the parking citation should be
voided due to an error on the PCO's part and a corrected citation will not be
issued, the PCO will document and record this action. Voided parking citations
will be recorded and monitored via the citation database and will be available
online via the citation processing system.
Acceptable Time Gaps between Parking Citations
(RFP, pages 13-14)
All PCOs will begin their actual patrolling within 20 minutes of their shift start
time. In addition, a daily activity report will be maintained to account for all shift
time. This report will be available to the City of Santa Clarita on a daily basis.
Customer Service
(RFP, page 14)
Securtec employees will conduct themselves in a professional manner at all
times and Securtec will investigate and take appropriate action for all customer
complaints regarding employees (including improper use of equipment), conduct
an investigation of the complaint, and report their findings to the City in a timely
manner.
Weekly Operations Meeting
(RFP, page 14)
Securtec will meet with the City's authorized representative weekly to review
operational and performance issues. In addition, Securtec will have a corporate
executive overseeing the contract meeting with the City of Santa Clarita once per
month.
PARKING CITATION, PAYMENT & ADJUDICATION SERVICES
Data Entry from Handwritten Citations
291 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
(RFP, page 14)
Data Ticket will exceed the requirements for the City of Santa Clarita for
processing handwritten citations. In particular:
• Data Ticket will utilize our in-house Mail Department to open and process all
incoming mail. This includes receiving and date stamping all manually written
citations as they arrive; this is unique as some vendors scan manually written
citations to a third party vendor to key the citations
• Once citations have been batched, they will be distributed to our in-house
Data Entry department who will double blind enter the citations into our
system; each citation record will be reviewed for quality assurance and
updated into the system for viewing by the public and the City of Santa Clarita
• Data Ticket's currently service level agreement with our clients is to enter all
manually written citations into our system within 48 hours of receipt; again, all
data entry processes are performed in-house by our Data Entry Department
• Should a citation need correcting in any manner, Data Ticket will correct the
issue upon notification from the City via an email sent to Data Ticket's
Operations Department at Operations(a)DataTicket.com
• Data Ticket's system has the ability to reject or accept duplicate citations,
based on specific criteria; for example, should a citation date and time be
different from a citation that already exists in the system, we will accept this
citation into the system; should a citation number, date and time be the exact
same as an existing citation, we will reject the citation and send an email to
the City inquiring as to the reason for the duplicate
• Data Ticket currently scans and stores all manually written citations, all
documentation received with appeals, payments and all other
correspondence
Automated Transfer and Upload of citations issued by enforcement
handhelds
(RFP, page 14)
Data Ticket provides handhelds that are wirelessly enabled, meaning the data
is updated real-time. Our service level agreement with our clients is that all
citations are loaded on the same day on which they are received, unless this
day is a weekend or holiday; should the City choose to use our handheld
solution but not choose to enable the wireless capability, the citations would
be transmitted and updated daily to our system
Upon download from the handheld units to Data Ticket's secure FTP site, the
electronic citations will be loaded into the system and updated for public
viewing and for City viewing; in addition, a confirmation email will be sent to
the sender of the citations confirming the number of citations loaded into the
system
30IPage
Data Ticket, Inc.
4600 Campus Drive, Suite 206
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Should a citation need correcting in any manner, Data Ticket will correct the
issue upon notification from the City via an email sent to Data Ticket's
Operations Department at Operations(aDDataTicket.com
Data Ticket's system has the ability to reject or accept duplicate citations,
based on specific criteria; for example, should a citation date and time be
different from a citation that already exists in the system, we will accept this
citation into the system; should a citation number, date and time be the exact
same as an existing citation, we will reject the citation and send an email to
the City inquiring as to the reason for the duplicate
Should a citation have an issue that prevents it from being loaded into the
system, the system will notify the processor who will email the sender with the
issues; these can then be corrected via email
Registered Owner Name Retrieval
(RFP, page 14)
Data Ticket maintains an online interface directly to the State of California. We do
not go through any third party agency or city to obtain this information as some
processing agencies do. This online interface was established shortly after our
incorporation in 1989 and has been continuously maintained and upgraded. As
part of our online interface, we obtain registered owner information when a
citation enters the system. In addition, Data Ticket places California holds and
releases on a daily basis and can look -up registered owner information, place
holds and processes releases real-time, as needed.
• Data Ticket is currently online with California DMV and we currently obtain
registered owner information real-time via our online connection
• Data Ticket is a multi -state vendor, meaning that Data Ticket acquires
registered owner information directly from as many states as allow third
parties to obtain registered owner information,
• in addition, Data Ticket utilizes a third party vendor to access registered
owner information for those States that do not currently allow access' access
to Canadian Provinces and Mexico are no longer permitted by anyone in the
United States
• Data Ticket attempts to obtain registered information at least 5 times from
each DMV to ensure a registered owner is retrieved; in the event a 'No Hit' is
received, Data Ticket will wait 30 days and attempt to obtain a registered
owner again; this process occurs 5 times; in addition, Data Ticket provides a
real-time report that lists all citations without a registered owner
• Data Ticket's Operations Department performs a Make -Mismatch check upon
receipt from each DMV file. This check is automatically performed and then
manually verified to ensure all data is accurate. In addition, Data Ticket
provides an online Make -Mismatch report that is viewable real-time, 24/7
Out -of -State Registered Owner Name Retrieval from Out -of -State DMV
(RFP, pages 14-15)
311 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
Data Ticket interfaces with the motor vehicle departments of all other states that
provide registered owner information to parking citation management contractors.
We maintain these interfaces via online connections, individual lookups,
electronic media such as disk and CD, as well as the use of paper transmission.
Finally, Data Ticket contracts with a third party provider of registered owner
information for verification of data.
• Data Ticket utilizes NLETs on behalf of our Clients who wish to utilize their
ORI for real-time access to out of state registered owner information
• For those Clients not wishing to utilize NLETs, Data Ticket is currently online
with the Ohio, Florida, Oregon, Washington, Maryland, New York,
Pennsylvania, New Jersey and Texas Departments of Motor Vehicles and we
provide access directly to all other DMV's nationwide that allow access, as
well as providing 48-hour turnaround service by using a service provider's
database procured directly from the DMV's, these options enhance the DMV
information we provide for our clients and significantly speed up the noticing
capability, thereby increasing the flow of paid citations for our clients
• All citations, regardless of the plate's state, are treated in the same manner
and all have notices sent as soon as they are eligible. Data Ticket does not
batch citations to send notices so as soon as a citation is eligible to have a
notice sent, a notice will be sent.
• Data Ticket will communicate with all individuals who receive a citation,
regardless of their state or country of residence
• Data Ticket has never and will never pass on fees associated with obtaining
registered owner information or placing holds and releases to the City of
Santa Clarita; this is an important point as some states, including Arizona,
have registered owner lookup fees well above $4.00 per plate.
DMV Registration Holds/Releases
(RFP, page 15)
• Data Ticket is online with California DMV and has been so for over 23 years
• Data Ticket places holds, releases and modifications at DMV on a daily basis
at no cost to the City of Santa Clarita, we do not perform any batch
processing of these tasks. As soon as each citation is ready to have a hold
placed, a hold is placed.
• Should the data placed on hold at DMV need to be modified or released real-
time at the request of the City, this is done with no charge to the City of Santa
Clarita
• Data Ticket provides monthly DMV Payments, Holds, and Releases to our
clients based on the DMV information provided directly from the DMV month-
end file
• Upon notification from the CA DMV that the month-end file is ready for
downloading, Data Ticket updates our database with the data and processes
on-line month-end reports for the City
321 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Automated Processing of Administrative Review Requests
(RFP, page 15)
Data Ticket allows the City's customers to appeal online, submit their actual
appeal online and attach images or supporting documentation. Once submitted,
the citation is placed on hold, real-time, the reviewer must simply review the
appellants' request and attached documentation and enter a judgment on the
web. Our website is designed to be time and event driven so if the timeframe has
passed to allow an appeal, the customer will be notified that the time has passed
and they can no longer appeal the citation. All of this information is provided to
the customer and all transactions are updated real-time. Finally, the adjudication
website and all processes are fully integrated with the parking citation processing
system.
• Our website is accessible to the City for the review of all administrative
reviews and their supporting documentation and for the entering of
judgments. These activities are performed real-time. After the judgment has
been entered, the City will have the option to have Data Ticket print and send
the judgment letter or the City can print and send the judgment letter.
• Data Ticket will follow the requirements of both the California Vehicle Code
and the City of Santa Clarita to process all Administrative Reviews. All
timelines will be strictly adhered to as defined and all processes will be strictly
adhered to. Data Ticket will provide an Appeals Department whose sole
responsibility is to process 1St and 2nd level Administrative Reviews and
Hearings.
• Data Ticket will schedule in-person Hearings to be conducted in compliance
with the Cities requirements at the City of Santa Clarita or via phone. Written
hearings will be conducted during the in-person hearings, as well as on
additional days if the need arises. All hearings will be scheduled 3 weeks in
advance using our online scheduling system that is fully integrated with our
citation management system.
• All correspondence sent by Data Ticket on behalf of our clients is sent via first
class mail. In addition, all adjudication letters are customized to the City's
requirements.
• Data Ticket will be responsible for the scheduling of all administrative
hearings. As such, Data Ticket will mail schedule letters to appellants well in
advance of their hearing. In the event of a reschedule request, either by the
City or the appellant, Data Ticket will reschedule the hearing and send an
updated schedule letter. All correspondence regarding hearing schedules will
include the date, time and location of the hearing. Should any questions arise,
the appellant will have access to a toll-free adjudication line that is answered
by our Appeals Department.
• Data Ticket provides the following services as they relate to Administrative
Reviews and the Adjudication Process:
a. Tracking and correspondence of administrative review requests will be
available on out website 24/7 for the City if Santa Clarita to view. In
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
addition, in the event the appellant appeals online, the City will have the
ability to view the appellant's statement and any attachments the appellant
submitted as part of his or her request.
b. Integration of the adjudication website into the citation management
system is in place and transparent to both the customers and our Clients.
c. Our existing adjudication website allows for the City to search for a
particular citation already in the adjudication process, as well as the ability
to view schedules, citations waiting for a judgment, citations with
judgments entered, as well as the ability to print and re -print judgment
letters.
d. Data Ticket's in-house Appeals Department will enter all administrative
review judgments into the system within 48 hours of receipt. In addition,
letters are printed and mailed daily.
e. Upon receipt, all adjudication correspondence is sorted, batched and
provided to the Appeals Department. Once the correspondence is
provided to the Appeals Department, it will be reviewed and a judgment
will be entered. In the event the City's help is required, Data Ticket will call
or email the point person at the City and resolve the question accordingly.
f. Data Ticket currently prints and mails several clients' adjudication letters
on custom letterhead and envelopes. Data Ticket simply requires the
letterhead and envelopes from the City. If the City prefers, it may develop
a custom letter with Data Ticket, at no cost to the City, to be used for
adjudication correspondence. This letter will not need custom letterhead or
envelops, rather it would have a custom banner, wording, and footer.
g. Data Ticket will provide the Refund Request Report that will be run real-
time by the City on the web to identify those refunds that need to be
processed. If Data Ticket is performing the banking responsibilities, Data
Ticket would cut and send the refund checks on a weekly basis for the
City.
h. Data Ticket offers a complete suite of adjudication reports that provide the
City with the ability to view all administrative review requests, upheld
dispositions, and dismissed dispositions. These reports are available
online, 24/7.
i. Data Ticket will scan and store all backup correspondence and
documentation as long as the City remains a Client.
j. Data Ticket currently works with our clients to provide guidelines on
correctable violations. Typically, we urge our clients to take advantage of
the Administrative Fee program CVC currently allows for handicap
violations. This allows the City to accept $25 upon proof of a valid
handicap placard and a valid handicap placard ID, and a statement
regarding the fact that they were, in fact, present at the time of the citation.
This administrative fee is not taxable and typically we will use a letter to
notify the customer of this, rather than sending the appellant to a hearing.
This practice saves the City time and money.
k. In addition to our toll-free, bi-lingual customer service lines, we offer a
dedicated, toll-free adjudication line that is staffed by our Appeals
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4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Department. Each employee in this department is trained on the CVC
process for reviews and hearings and each person will be well versed in
the City's philosophy on how to handle the City's' customers.
As mentioned, all adjudication information is integrated into the citation
management system and a complete audit trail is available to the City. In
addition, all information is available real-time and searchable via the state
/ plate, citation number or type of appeal request.
Administrative Hearings
(RFP, page 15)
Data Ticket provides full service adjudication processing, including entering
payments, voids, dispositions from hearings and reviews, reason for disposition,
reductions, and comments. All data is available to the City on our website. As
part of the adjudication process, Data Ticket accepts requests for 2nd Level
Appeals via the web and via mail. Our online acceptance of 2"d Level Hearings is
unique in the industry, as it does not require the customer to send anything via
the US Mail. All documentation can be submitted via the web. All 2nd Level
Hearings are accepted with payment or with an Indigent Form properly filled out
and accepted by the City.
Our adjudication services provide for the following:
a. Data Ticket has a dedicated toll-free number for all customers going through
the adjudication process that is separate from our customer service toll-free
numbers; our Appeals Department will provide specific information to each
caller with regard to date and time of hearing, as well as information on their
specific citation
b. A Notice of Hearing Schedule will be sent to the Customer, and the City will
receive a full schedule of hearings, the date of the hearings, and the room the
hearings will be held in
c. Schedule letters can be re -printed by Data Ticket and City personnel to be re-
sent to appellants at anytime; in the event of a room or date change, a
rescheduling function is available to our Appeals Department at no cost to the
City
d. Data Ticket currently provides certified, insured Hearing Officers to the City of
Santa Clarita for in-person, on-site, dedicated, toll-free scheduled phone and
written hearings; Data Ticket will continue to provide this service to the City
e. Data Ticket will mail all judgment letters to the appellant as part of our normal
processing; judgment letters will be sent out as soon as judgments have been
entered, we do not batch this work
f. When a refund is due, Data Ticket will request a refund on the website which
will place the refund request on the Refund Request report; the City can then
process the refund
g. Data Ticket currently provides an Appeal Report that details the number of
Review Request, Reviews Upheld, Reviews Dismissed, Hearing Requests,
351 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Hearings Upheld and Hearing Dismissed; this report is available online, real-
time for any timeframe the City requires
Payment Processing
(RFP, page 16)
• Data Ticket will provide a PO Box for the City of Santa Clarita to receive all
payments, administrative review correspondence, and other documents to be
mailed for parking citations; a bonded courier picks up this mail M -F by 7am
and delivers it to Data Ticket by 8am. All mail received is sorted and batched
by our in-house Mail Department. Our Mail Department does not perform any
other shared duties. Their job is to accurately open and batch mail as it is
received and distribute it to the correct department for processing
• The City currently utilizes our escrow banking services. This means that all
payments received by Data Ticket are scanned using Remote Check Deposit
and updated in the system within 24 hours of receipt. This process eliminates
the process of checks going to a bank for deposit and a copy of each check
deposited is available online for Data Ticket to reference. In addition, when
the check has been scanned, it is automatically updated in our system and
the citation record is updated.
• A complete audit trail will be available to the City online via our Written
Deposited report
• The City will have access to view each day's entire deposit, as well as each
citation paid within that deposit and each check, check number, money order,
money order number, or cash payment that makes up the deposit. Funds
received will be deposited into the bank within 24 hours of being received.
• Data Ticket scans all documentation received with each payment so that it
can be easily retrieved and reviewed if necessary
• Data Ticket currently tracks all partial payments, releases of liability, changes
in responsibility, NSFs, credit card charge -backs, payment plans, and all
other transactions as they relate to parking citation processing and provides
the City a complete audit trail online
• Data Ticket accepts MasterCard, VISA, Discover, and American Express and
uses VeriSgn as our real-time authorization processor. Credit cards are
accepted via the web, customer service lines, US Mail, and via our automated
IVR. Funds are authorized and processed real-time and our system is
updated real-time when a citation is paid via credit card. Each of these credit
cards is accepted via our website, automated telephone system, (IVR),
customer service department and via US Mail
• Data Ticket is PCI Compliant and has provided our certificate in the appendix
of our response
• As mentioned, the City utilizes our escrow banking services. Using this
method of banking ensures that all funds are remotely deposited daily into the
account and, following month-end, Data Ticket pays the City's taxes, pays the
City's invoice and provides the net revenue collected to the City.
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Data Ticket is currently responsible for processing refunds for the City.
Refunds are verified weekly and sent each Thursday. If a more frequent basis
is required, Data Ticket will be happy to process refunds more frequently.
The City currently provides citizens with a link from the City's website to Data
Ticket's citation processing center to pay for and appeal their citations. We
recommend the City allow Data Ticket to provide a customized City's branded
user interface that citizens can utilize to pay for and appeal their citations.
There is no cost for this option.
Correspondence Processing
(RFP, page 16)
• If Data Ticket is selected to continue as vendor of choice for the City of Santa
Clarita, Data Ticket recommends handling all correspondence, including
adjudication, payments, releases of liability, and all other types of
correspondence. If the City chooses to receive correspondence directly, Data
Ticket would provide the expertise and translation required.
• Data Ticket currently does and will continue to adhere to all applicable State
and Federal laws regarding the sending of and content contained within each
notice or correspondence
• Upon receipt of all inbound correspondence, Data Ticket will sort and batch
each item and distribute it to the appropriate department. All supporting
documentation, including the envelope in which the correspondence comes is
scanned and stored on our network for easy retrieval.
• Data Ticket currently sends a Courtesy Notice to each registered owner who
does not pay off the windshield. This Notice is also referred to as a First
Notice and is required by California Vehicle Code. In addition to this notice,
Data Ticket typically sends an additional 3 notices to each registered owner.
These notices are referred to as Delinquent Notices. Data Ticket also
provides the option for all administrative review letters, drive away notices,
partial payment letters, payment plan letters, NSF letters, and FTB letters.
The City may customize the text lines on each of these letters and each of
these is sent based on the City's timeline.
• Data Ticket will notify the City of Santa Clarita of any errors made in any
citations sent to or transmitted to Data Ticket. Upon notification of a correction
letter being sent to the registered owner, Data Ticket will send the appropriate
number of notices to the Customer.
• Copies of all correspondence to be sent as part of the parking citation
processing have been included in the appendix of our response to this RFP.
Reporting
(RFP, pages 16-17)
• Data Ticket will continue to provide each person at the City who requires
access, a username and password to the system for citation inquiries, citation
updates, adjudication management, and report generation and viewing.
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Data Ticket's online reporting provides for real-time, daily, monthly, yearly,
and pre-processed month-end reports, as well as custom reports that the City
can generate, save and share. These reports are accessible via a username
and password and are available as long as the City is a Client. We do not
purge these reports or remove them from the web at any point. These reports
can easily be saved to the City's network, an individuals PC, or they can
remain on the web.
Should additional reports be needed, those reports will be designed and
provided to the City at no additional cost.
As mentioned, all reports are available online and can be generated, printed,
and re -printed at no charge to the City.
Copies of citation abstracts will be provided at no charge to the City or
customer.
The following reports meet the needs of the requirements of the City of Santa
Clarita:
a. Scofflaw Report — This report provides the user with a list of plates and
responsible parties who have amassed 5 or more citations that are
outstanding. This report is automatically loaded in the handheld units
each time citations are transmitted and it can also be run real-time
2417 from the web.
b. The Officer Summary will provide the City with an operational
management view of citations being written and payments being made
while the Written Deposited report will provide a financial management
review of a specific timeframe.
c. The Violation Statistics Reports can both be run by location or violation.
This allows the City the ability to track where specific violations are being
written and who is writing them.
d. The Citation Status Report will provide the City the ability to view specific
locations and understand whether payments are outstanding or made as
closed, paid in full, or a partial payment has been received.
e. The Written Deposited by Data Ticket will provide the City with all citations
written daily, including the number of out-of-state citations
f. The Officer Summary Report will provide the City with details on all out-of-
state citations, their current status, amount paid, amount owed, and
whether they have been paid or not
g. The Hot Sheet will provide the user with all outstanding citations for a
particular state /plate
h. The suite of Appeal Reports will provide the City with the number of
Review Requests, Reviews Upheld, Reviews Dismissed, Hearing
Requests, Hearings Upheld, Hearings Dismissed, Court Requests, Court
decisions upheld, and Court decision dismissed. In addition to the actual
number of citations for each category, this report will actually list each
citation number that falls into each category.
L The Client Billing Detail and the Client Billing Summary Report will provide
details on each monthly invoice provided to the City.
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
j. The FTB Payments report will provide the City with the ability to view all
payments made at FTB and will provide a total for the timeframe for which
the report is run. In addition, all FTB payments are reported on the Citation
Tax Revenue Report so they may be accurately taxed and all FTB
Payments will be reported on the Client Billing Summary and Detail
reports.
k. The Payment Exception Report will provide the City with the ability to view
all overpayments, orphan payments, partial payments and unidentified
payments.
I. The Credit Card Payment Report will provide the City with each credit card
paid daily and each credit card chargeback.
m. The Written Deposited Report will provide the City with a financial analysis
of the month's activity; however, depending on the level of analysis
required, other reports also provide similar data.
n. The Citation Revenue Tax Report will provide the City with the paid
citations for the month and the taxes due for each citation. This report
takes into account all back -outs, move moneys, refunds, charge -backs,
and all other reversal that will impact the amount owed.
o. The DMV Payments, Additions, and Removals reports are provided to the
City at month-end based on data provided direction from DMV.
p. The Refund Request will provide the City with outstanding refunds that
need to be issued to customer. This report provides the amount, name,
address, and reason for refund and is available online, real-time.
In addition to all reports being available online, all reports can be exported to
excel and custom reporting has been added to our reporting capability, so that
the City now has the option to create and save reports specific to their unique
needs.
Audit Report
(RFP, page 17)
Data Ticket currently supplies the annual audit report as required by CVC
40200.3(b) to our clients. This report is provided at no charge and provides the
following:
• Number of citation processed
• All payments received and distributed
• All adjustments, voids, dismissals
• All refunds, balance adjustments, and other transactions
In addition, this report provides all other transactions the City requires.
391 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
Toll -Free Telephone Service
(RFP, page 17)
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Data Ticket currently provides toll-free lines that are staffed with trained,
dedicated, bi-lingual customer service representatives. These individuals are
provided with a script they follow to adhere to each agency's processing
guidelines and philosophy. In addition to our customer service
representatives, we provide an automated voice response system that is
available 24/7, seven day a week, 365 days per year to accept payments,
general inquiries, and specific citation related information.
Each customer service representative has been thoroughly trained by Data
Ticket and each individual utilizes scripts to process each phone call. In
addition, should Data Ticket be selected as the vendor of choice, we would
meet with the City to review the City's expectations on how each call should
be handled and how each instance regarding specific violations, scofflaws,
adjudication matters, and other processing nuances should be handled.
Data Ticket has the ability to re-route calls in the event a connection to the
network is disrupted; however, Data Ticket does not experience downtime or
disruption on a frequent basis.
Automated Voice Response System
(RFP, page 17)
Data Ticket offers an automated voice response system that is accessible via
several toll-free phone lines. The AVR is available in both English and
Spanish and is available 24/7 for customers to:
o Obtain general information regarding the citation process and adjudication
process,
o Listen to citation and violation specific data such as amount owed,
payment information, appeal information, number of open citations
o Obtain address information for making payment
o Make a payment via a credit card
Customer dialing into the AVR may obtain information by their citation
number, notice number or license plate. During the hours of Monday — Friday
from 8a,m — 5pm, Pacific, individuals who dial into the AVR may elect to
speak with a live customer service representative
All inbound and outbound calls are recorded for quality assurance and in the
event the City would like to listen to a call, we simply send the call recording
electronically to the City
Custom Notices and Letters
(RFP, pages 17-18)
Data Ticket has provided samples of all letters and forms that may be used to
contact and communicate with the public for all stages of noticing delinquent
account collections. These letters include, a Courtesy Daily Notice, 3
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarity
RFP No. CMO -14-15-05
Parking Enforcement Services
Delinquent Notices, a FTB Notice, a NSF Letter, a Payment Plan letter, and a
Partial Payment letter
• Each letter generated by Data Ticket is done so daily. We do not batch any of
our notices or letters. As soon as a citation is ready to have a notice sent, we
send a notice
• Data Ticket will provide postage for all first class mailings, as well as all
correspondence and forms that meet State and local laws in regard to citation
processing and adjudication
• All mailings meet the requirements of the City of Santa Clarita in that they are
all formatted using a custom #10 window envelope and they include an
interior #9 envelope
• Data Ticket will handle the mailing of drive away notices per the requirements
of the City
• Courtesy Notices will be mailed to registered owners in compliance with City
requirements. .
• Data Ticket will send NSF letters to customers for whom we have received a
notification of insufficient funds. This letter will be generated and mailed on
the date we receive notification of the NSF. As with all letters, the City will
have the ability to customize this letter
• Data Ticket may send partial payment letters to customers who pay a partial
amount. This letter will be sent on the date the payment is received
• Delinquent Notices will be mailed to the customer based on the City's timing
requirements. Data Ticket typically sends 3 Delinquent Notices to the
recipient of an unpaid parking citation at no cost to the City.
Support
(RFP, page 18)
Data Ticket's hours are Monday — Friday Sam —5pm Pacific. Our in-house
Operations Department is available from 7am — 5pm Pacific time for
processing electronic citations and for all manual changes to citations and/or
payments the City wishes Data Ticket to handle
Data Ticket does not ever charge our clients for on-going support, ad hoc
reports, or access to the City's data. All data is accessible via the web
Data Ticket's software and hardware is 100% owned, managed, and
maintained by Data Ticket employees. We do not outsource any technical
capabilities and all operations work is performed in-house, including the
adherence to all Federal, State, and local legislation that is impacts parking
citations. All functions of parking citation processing are performed in-house,
including: reporting of taxes or county / state surcharges, processing of voids,
dismissals, reductions, NSFs, credit card charge -backs
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Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
Database Backup & Off-site Security
(RFP, page 18)
1. Data Ticket's systems are backed up daily and backups are stored off-site.
Having said that, Data Ticket utilizes several back-up power supplies to
ensure each server is powered down appropriately
2. As mentioned, all backups are stored off-site in a secure manner
Implementation Plan
(RFP, page 18)
Data Ticket and Securtec are the City's existing parking citation processing and
citation issuance vendors. As such, if Data Ticket and Securtec were selectd as
the vendor of choice, there would be no need to transfer data or to implement
new services.
Contract Requirements
(RFP, page 18)
• Data Ticket will not subcontract to another private or public agency without
express written approval from the City of Santa Clarita. Data Ticket will be
subcontracting the Parking Enforcement Services portion of this contract and
has provided that information in this response
• All processing functions will be completed within 2 business days after receipt
from the City of Santa Clarita
• Data Ticket will comply with all requirements of the State of California Vehicle
Code in regard to processing and adjudication of citation records sent by the
City
• Data Ticket will send notices to lessees of cited vehicles when provided with
information from the Certificate of Non -Ownership
• Data Ticket will provide on-site training and support for the City's staff to
retrieve information stored in the system; Data Ticket will not provide
information associated with a parking citation is disclosed to anyone other
than the City for any purpose other than the collections of penalties, fines,
and fees. Data Ticket will ensure compliance with appropriate State and
Federal regulations pertaining to the confidentiality of information
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Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
4 - WORK PROGRAM
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
Data Ticket and Securtec are the City's existing citation processing and citation
issuance vendors. If we are selected to continue providing these services, we will
make ourselves available to the City to discuss any needs the City has. Because
all processes, services, and products are in place and the system is currently
utilized by the City's Personnel and the City's Customers, we anticipate little
training; however, if the City requires additional training, we will happily provide it
on the City's terms
In addition to any meeting requests the City may have, Data Ticket has defined
the following process for the issuance and collection of parking citations.
• Parking Control Officers issue citations on a daily basis using the handheld
ticket writers provided via the contract; this may be done wirelessly or via a
docked solution
• At the conclusion of each shift, the PCO either transmits the citations to Data
Ticket using a PC housed at the City of Santa Clarita OR the City of Santa
Clarita provides a resource to transmit the citations to Data Ticket
• Throughout the month, Customers will have the ability to pay for citations via
our customer service department, via the web, via the IVR, and via US Mail.
In addition throughout the month, customers can request administrative
reviews and hearings online or via US Mail
• During the month, Data Ticket will handle all customer service inquiries and
Data Ticket will record all inbound and outbound customer service calls
• Throughout the month, Data Ticket will provide a suite of online, real-time
reports that can be generated at anytime for the City to review the number of
citations being issued, the revenue being accepted, and all other transactions
that occur
• Daily, funds collected will be processed and deposited into the City's bank
account electronically
• At month-end, Data Ticket will provide month-end reports that detail the
citations paid as they relate to the bank statement. Data Ticket recommends
the use of a joint, escrow account, which is what the City is utilizing now. This
allows Data Ticket to handle the issuance of all refunds, the payment of the
County/State surcharges and the payment of Data Ticket's invoice. If the City
chose to change this, Data Ticket would continue to invoice the City of Santa
Clarita, but all revenue collected would be deposited into the City's individual
bank account and all payments and reconciliation would have to be done by
the City.
431Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -i4-15-05
Newport Beach, CA 92660 Parking Enforcement Services
5 -METHODOLOGY
Data Ticket, Inc. is the current vendor for the City of Santa Clarita's parking
citation processing and collections. As such, we currently meet all the
requirements of the City, the State of California, and California Vehicle Code. If
selected to continue processing for the City of Santa Clarita, Data Ticket will
continue to provide superior service and equipment to the City.
Data Ticket maintains an online interface directly to the State of California. We do
not go through any third party city to obtain this information as some processing
agencies do. This online interface was established in shortly after our
incorporation in 1989 and has been continuously maintained since. As part of our
online interface, we obtain registered owner information a minimum of once
every 24 hours and sometimes twice within a 24 hour period. In addition, Data
Ticket places holds and releases on a daily basis and can look -up registered
owner information, place holds and processes releases real-time, as needed.
Data Ticket interfaces with the motor vehicle departments of all other states that
provide registered owner information to parking citation management contractors.
We maintain these interfaces via online connections, individual lookups,
electronic media such as disk and cd, as well as the use of paper transmission.
Finally, Data Ticket contracts with a third party provider of registered owner
information for verification of data.
Data Ticket's system is able to accommodate fee increases as defined by the
City of Santa Clarita. Currently, Data Ticket is accommodating 2 increases in
fees for delinquent citations; however, Data Ticket can currently accommodate 3
or more increases and a progressive bail schedule, which is being used
sometimes in California. A progressive bail schedule, when used with our
handhelds increases the initial fine associated with a violation when a violator
has committed the infraction at least once in the prior year. Our handhelds allow
for the fine amount to be defined based on the number of previous infractions so
the Parking Enforcement Officer does not have to determine which amount to
select.
Data Ticket currently seeks approval from the City of Santa Clarita on all forms,
reports, and letters sent to customers. The City will continue to have the ability to
modify the language included in all correspondence to customers. In addition,
Data Ticket is the only citation -processing vendor that does not charge for ad hoc
reports, special queries of the data, or "one off' requests.
Our citation processing system allows for City personnel to access data via the
web using a username and password. The username and password defines what
data can be viewed and what capabilities are offered. The website is accessible
via any workstation that has Internet access and any web browser version may
be used. Data Ticket will not limit the number of usernames and passwords
441 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarity
RFP No. CMO -14-15-05
Parking Enforcement Services
provided to the City, nor will Data Ticket limit the number of individual logged in
at any given point.
Our online reporting provides for real-time, daily, monthly, yearly, and pre-
processed month-end reports. These reports are accessible via a username and
password and are available as long as the City is a client. We do not purge these
reports or remove them from the web at any point. These reports can easily be
saved to the City's network, an individuals PC, or they can remain on the web.
Data Ticket and the City of Santa Clarita have always maintained excellent
communications and we will continue to do so. In the event of any missed citation
transmissions, Securtec and the City will be notified of the processing
transmission or procedural error that has occurred. Additionally, Data Ticket will
follow up immediately with a solution to rectify the issue.
With regard to the requirements set forth in the City of Santa Clarita's scope of
work section of the RFP, Data Ticket will meet or exceed each requirement.
Specifically, Data Ticket offers the following services to meet the needs of the
City of Santa Clarita:
• Our dedicated Operations Department is responsible for receiving and
verifying each file, communicating with the sender to acknowledge the
receipt, and updating the file to the database
• Our dedicated Data Entry Department is responsible for keying manual
citations and payments received by cash, check or money order within 24-48
hours of receipt
• Our citation management system sends each citation eligible to receive a
registered owner to the correct DMV upon receipt into our system; this
process occurs daily and there is no batching of data
• Our system sends a minimum of 5 delinquent notices to each registered
owner, including sending multiple notices should a registered owner's
information change, at no cost to the City; Notices are not held or batched,
they are sent daily as soon as each citation is eligible to have a notice sent
• Daily, Data Ticket places holds and releases at California DMV, without any
batching of data; as soon as each citation is eligible to have a hold or release
processed, our system processes it
• Data Ticket processes credit cards that have been mailed in, called in via our
customer service department, called in via our IVR, or entered on our
website; Each credit card payment is updated real-time via real-time
authorization and processing
• Data Ticket also processes all checks, cash and money orders received via
mail directly by our in-house data entry department within 24 hours of receipt
• Our system allows for the processing of payment plan requests, including
sending payment plan letters detailing the date each payment is due and re-
opening the citation and applying the required penalties when a payment is
not made as scheduled
451 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
• Data Ticket's online system provides access to Customers to view their
citation information, including amount owed and the amount due and allowing
Customers to pay and appeal online
• Our system provides for processes that allow City personnel to change
citation data, including cite date, cite time, violation codes, officer badge
numbers, fine amounts and duplicate citations
• Our customer service department is required to enter a note each time a
phone call is taken or made, allowing the City's personnel to view these notes
• Our online access also allows each individual at the City to enter their own
notes regarding specific citations that other City personnel and Data Ticket
employees can review
• Data Ticket's website allows for multiple access levels that allow each person
to have their own set of capabilities, including the ability to apply dispositions
such as voids, dismissals, reductions, refunds, apply payments to citations
and view a complete audit trail for each citation
• Data Ticket will send a courier daily to the City of Santa Clarita for manual
citations and/or payments at the City
• Data Ticket's website is currently available to and used by the City of Santa
Clarita for the viewing of citations, disposition changes, payment entry,
notation entry, and adjudication management
• Our online reporting capabilities allow the City to view real-time, month-end,
year-end and ad hoc reports that can be printed and viewed exported to excel
for data manipulation; additionally, Data Ticket currently sends electronic
confirmation after each electronic citation file is received, detailing the number
of citations successfully loaded into the system
• Data Ticket's offering of the Casio IT9000 handhelds units meet the
requirements of the City of Santa Clarita. All handheld maintenance is
performed by Data Ticket, so units are easily maintained and serviced without
any delay
• Data Ticket's website allows for the City's customers to lookup their citations
by state / plate; citation number and time of violation; or notice number and
zip code so the customer can view their citation(s), pay for their citation(s),
and appeal their citation(s). This website can be customized to provide the
City's look and feel at no cost
• Data Ticket can accept a hotlink from the City's website and currently does so
for many clients
• Data Ticket's software and hardware is all company owned and hosted on-
site and maintained with a regular maintenance schedule that includes daily
backup to offsite storage; in addition, Data Ticket is PCI compliant and
submits to regular and adhoc scans of our system to prove that our website is
secure and hacker proof
• Data Ticket is the ONLY parking citation processing company that records all
inbound and outbound customer service calls; these calls are recorded
digitally and can be sent via email to the City
461 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
• Payments can be made by credit/debit cards, including VISA, MasterCard,
American Express and Discover at no charge to the Agency, via web site,
phone or paper
• Data Ticket provides comprehensive web access & interactivity for our
Client's
• All forms and notices accommodate changing verbiage, bails and penalties
• Customized language on notices and letters is available
• A full service adjudication application is provided to accommodate the three-
step appeal process provided by California Vehicle Code is available
• Data Ticket provides services for each step of the adjudication process or our
Clients may choose the services they need and have their in-house staff use
the application as they choose
• Certified, professional, independent hearing examiners for California Clients
are offered through Data Ticket
• Ad hoc reports are supplied upon request at no cost to the client
• Trust account banking, reconciliation and check disbursal is offered
• Refunds to customers are verified and processed on a weekly basis
• Bonded daily courier service for pick-up of payments and correspondence
from the post office box is provided at no cost to the Client
• Bonded daily courier service for bank deposits is provided at no additional
cost
• Handheld ticket writers with photo capability and software developed,
maintained and upgraded by Data Ticket are available
• Seamless interface with a variety of handheld ticket writers provided by other
vendors is offered
• Experienced Franchise Tax Board interface for the Interagency Intercept
Program for advanced collections is offered
• Third party collections and credit bureau holds for "hard to collect" citations is
available to all Clients
471 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
6 - PROJECT MANAGEMENT
Data Ticket is comprised of 50 full time individuals who are all located in Newport
Beach, California at our corporate headquarters. We are organized into various
departments that work collaboratively to process and collect parking citations for
public agencies, nationwide. Each of the individuals highlighted in the
organization chart will be available to the City of Santa Clarita for daily operations
and will be available to the City of Santa Clarita during the entire length of the
contract to answer questions, provide assistance, resolution and confirm that
daily operations are expertly handled. Marjorie Fleming and Brook Westcott will
be the persons responsible for the supervision of the performance of the
agreement between the City of Santa Clarita and Data Ticket, Inc.
In addition, Mark A. Leonetti, President and CEO of Securtec and Brenda Ellen,
V.P., Securtec will be available as needed..
Marjorie Fleming
President
(949) 752-6937, ext. 310
Brook Weslcott Heather Nowlan Bill Fleming Margaux Ayers
Chief Operations Officer Sr Client Service Manager VP Sales &Marketing Sr. Client Services Manager
(949) 752-6937, ext. 337 (949) 752-6937, ext. 314 (949) 752-6937, ext. 326 (949) 752-6937, ext. 336
Z
an Conary Aaron Ayala
ntry Supervisor Appeals Supervisor
Lluvia Hernandez Sonya Radziuk
tomer Service Supervisor Operations Manager
Ghastly Smith Wanda Stone
Accounting Supervisor IT Department
481 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
7 - ASSIGNED PERSONNEL
As discussed above, Marjorie Fleming and Brook Westcott will be the project
managers for the implementation of the Santa Clarita parking citation processes.
We will be the contact individuals for implementation, training, issue resolution,
and operational issues. In addition to Marjorie and Brook, several other
individuals will be introduced and made available to the City for daily operations.
A brief resume has been provided on each of those individuals below.
President - Marjorie A. Fleming
Marjorie is a graduate of the University of Wisconsin with a Bachelor of Arts
Degree and double major in Sociology and Psychology. Marjorie has been with
Data Ticket since inception. She began her career with Data Ticket as Director
of Sales and Marketing, was promoted to Senior Vice -President and attained the
position of President after 14 years of service. Prior to joining Data Ticket, Inc.,
Marjorie was General Manager for several full service health and racquet clubs,
successfully developing and implementing strategies for all phases of sales,
marketing, collections and operations.
Marjorie's expertise in corporate management and project management has
been highlighted by Data Ticket's excellent reputation in the parking industry.
Since joining Data Ticket, Inc. she has been the prime contact and communicator
with our clients, overseeing contracts, implementations, system optimization,
reports and training of internal staff. She is actively involved in maintaining each
client's public relations and image. Marjorie maintains a high profile with each of
Data Ticket, Inc.'s clients, visiting customer sites, attending trade shows and
ensuring that our corporate policy regarding Client/customer service and
collections for our Clients is implemented in a positive and professional manner.
Marjorie stays up-to-date on all new developments in the parking industry.
Brook Westcott, Chief Operations Officer
Brook is a graduate of Baylor University with a Bachelor of Business
Administration in Business Management. Brook has been a key member of the
Data Ticket team for the past eight and a half years. Prior to joining Data Ticket,
Brook was a Senior Manager with Accenture for 11 years, handling project
management worldwide including working in Spain, France, Italy, Chicago, New
York, San Francisco, Minneapolis, Memphis, and Orange County. Brook is
responsible for overseeing the Information Technology, Accounting, Data Entry,
Adjudication, and our Operations Departments.
Brook's expertise in Project Management includes planning, designing, testing,
and executing client conversion, IT enhancements, new IT development, data
management, and process re-engineering. Brook's focus since joining Data
Ticket has been to develop new processes to streamline the flow of data through
the system in order to provide more detailed data to our clients via real-time,
online reporting. Having completed this project, Brook is now devoting a
491 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
significant part of her time focusing on significantly increasing the collection rates
that Data Ticket provides for its Clients and on rolling out an updated look and for
our website. Brook's goal is to keep Data Ticket's collection rates above the
competition, while enhancing the professionalism and Client/customer care that
our entire staff exhibits.
Heather Nowlan, Senior Client Services Manager
Heather joined Data Ticket four years ago and is responsible for managing our
clients' needs via email, phone, and personal visits. She is responsible for
assisting in the implementation of new Clients, as well as for the retention of
existing clients by understanding their needs and making sure Data Ticket staff
understands how our Clients work.
Heather is a graduate of Texas Christian University and her experience includes
over 19 years of customer service in a fast paced, high energy, clients facing
business. She brings to Data Ticket a very solid foundation of the best client
service through communication and detail -oriented services. She has worked on
numerous CRM (customer relationship management) programs in her prior
experiences and has been able to apply this knowledge directly to Data Ticket.
Heather's goal is to enhance the experience that our Data Ticket Clients receive
through personal attention by dedicating time to their unique needs.
Wanda Stone, Senior Programmer
Wanda is a Microsoft Certified Applications Developer with a Henley Certificate in
Supervisory Management 1995 from the Graduate Institute of Management and
Technology, South Africa. She has been with Data Ticket for 7 years and serves
as a Senior Programmer within out IT Department. Wanda is responsible for
managing the IT Department staff who focus their time on improving and
maintaining our proprietary applications including our website and our handheld
units.
Wanda has been primarily responsible for releasing a wireless handheld unit to
our Clients in 2009. This unit allows our Clients to transmit citations wirelessly to
our database so customers can pay for and/or appeal instantaneously. Wanda is
responsible for all handheld software development, integration into existing
database and implementation. This includes all hardware and software research.
In addition, our IT Department has released a new look and feel for our Clients'
customers for our website this year to provide a sleeker image and has released
the same new look and feel for our Client website. The IT Department also
specializes in developing and maintaining existing software solution using
VB.net, as well as for maintaining the Microsoft SQL Server and creating and
maintaining databases.
501 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
8 -SCHEDULE
City of Santa Clarita
RFP No. CMO -14-15-05
Parking Enforcement Services
As discussed, Data Ticket offers a full suite of Parking Citation Management
Services and Securtec offers a full suite of Parking Enforcement Officers and
Citation Issuance activities that exceed the requirements set forth in the City of
Santa Clarita's RFP for Parking Enforcement Services. A complete description of
how Data Ticket would approach the scope of work, please refer to Section 3.
As Data Ticket is the current vendor for the City of Santa Clarita there is no
conversion work that must be completed. Should Data Ticket be selected as the
vendor of choice again we will define the change over in handheld units;
however, nothing else will change. There is no additional work to be performed
by the City, Securtec or Data Ticket, Inc.
511 Page
Data Ticket, Inc. City of Santa Clarity
4600 Campus Drive, Suite 200 RFP No. CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
9 - PROGRAM MONITORING
Data Ticket has several processes in place to monitor and manage a program once it is in place. That program has
been customized for the City of Santa Clarita and outlined in daily, weekly, monthly and monthly financial
reconciliation activities. These items are just a highlight of the monitoring activities. The City will have complete access
to both Data Ticket and Securtec project managers throughout the life of the project.
City receives call City contacts
that need PEO poo
focus
PEOs begin daily PEOs address PEOs continue PEOs encounter PEOs transmit
route City issues with daily routine a scofflaw citations to Data
Ticket
PEOs contact
Shift summary
City for Tow/Boot
City, Data Ticket,
reports are
guidance
weekly and monthly
available for City
Ticket address
Ticket follow up
viewing
Weekly / Monthly Activities
City tracks daily,
City, Data Ticket,
PEOs and Data
PEOs and Data
weekly and monthly
and Securtec meet
Ticket address
Ticket follow up
PEO activity using
weekly and/or
and resolve open
with City on
online reports
monthly to discuss
items
resolved open
open items
items
Monthly Financial Reconciliation Activities
and iv
rec
Data Ticket receives a
A Citation City City uses online
Processing and a invoice and reports to pay
reconciles daily Parking Enforcement reviews each County/State
deposits with Services* invoice are surcharges from
system reporting created remits payment revenues collected
521 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
10 - CITY RESOURCES
City of Santa Clarita
CMO -14-15-05
Parking Enforcement Services
While the City resources will not have a specific job or tasks that must be
completed on a daily basis, we always recommend that City staff attend training
and informational meetings to ensure the flow of communication is thorough and
complete. Ideally, the City's resources will continue to be familiar with the Parking
Enforcement Officers and the daily operations so that any questions or issues
that may arise can be quickly addressed. In addition, the City's resources should
be familiar with the suite of online reports available to the City so the City can
best understand its stream of revenue, the number of citations being written, the
types of appeals moving through the system, and have a solid understanding of
the daily operations of the parking citation processing.
531Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
l)tiQ��� ����i►Jf �i_7Z� t��i�`
City of Santa Clarita
CMO -14-15-05
Parking Enforcement Services
Data Ticket is responding to this RFP with a subcontractor with whom we
partner. The subcontractor, Securtec, employs parking enforcement officers who
issue parking citations to customers. Securtec will continue to be responsible for
providing the Parking Enforcement Services of our response to the RFP while
Data Ticket will be responsible for the Parking Citation Processing and Collection
Services and the handheld ticket -writing units with photo capability and scofflaw,
information.
Specifically, Securtec will continue to provide 2 Parking Enforcement Officer, 10
hours per day, 7 days per week, 52 weeks per year to the City of Santa Clarita
for the issuance of parking citations and all other parking enforcement related
needs. In addition, Securtec will provide the 2 existing Ford Hybrid Escapes that
have been customized to reflect the look and feel of the City of Santa Clarita's
City property. These vehicles are utilized solely for the City of Santa Clarita. All
costs and expenses associated with Securtec have been provided in the Cost
Proposal section of this RFP.
In addition to the Parking Enforcement Officers, Securtec will also provide a
project manager, Mark Leonetti, President of the company, who will be in direct
contact with the City along with the Data Ticket project manager, Brook Westcott.
Securtec Profile
Securtec District Patrol, Inc. has been providing private parking enforcement to
the Southern California area since 1984. Securtec has both the expertise and
proven reliability to deliver the professional services that your Municipality
expects. We use training and applied supervisory methods that ensure the
strictest adherence to provided City enforcement outlines. Courteous demeanor
and efficient dedication to detail has propelled the Securtec field officer to the
forefront of excellence without compromise. In turn, this dedication exudes
professional representation that ensures a seamless integration into your City's
operations.
Securtec considers our services a highly specialized Municipal Parking
Enforcement service. By utilizing a Private Patrol Operator for your City, you
ensure the highest standards in licensing, insurance coverage, individual Officer
background clearance, and have the proven reliability of a company that is
regulated and licensed by the State of California, Bureau of Security and
Investigative Services (BSIS). Through the BSIS website, you have the ability to
verify our business license and the license status of any employed licensed
Security professional in the State. This provides an additional layer of
confirmation to our clients that Securtec will always be in full compliance with
State requirements.
54IPage
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
CMO -14-15-05
Parking Enforcement Services
Our goal is to maintain, and in many cases, improve on current parking
enforcement processes and provide a level of professionalism that mirrors the
City of Santa Clarita's commitment to maintain the quality of life that your
residents have come to expect. Securtec will provide the City of Santa Clarita
with uncompromising commitment and a level of detailed attention that will
unilaterally promote the ethics and integrity demanded by both administrative
staff and the residents and business districts we will be serving.
Securtec is currently in our 30`h service year. Our President and CEO, Mark A.
Leonetti, will be the City's one -point -contact for all project management issues
related to parking enforcement services.
561 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
CMO -14-15-05
Parking Enforcement Services
12 - CONTRACTOR CAPABILITY AND REFERENCE
Data Ticket has provided a detailed description of our history and Securtec's
history in Section 1 of our response. Should the City require additional
information, we would be happy to supply it upon request.
On the following pages, we have provided information regarding the references
we have provided for the City's review. Should the City need additional
references, we would be happy to provide them.
561 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
REFERENCES
City of Santa Clarita
CMO -14-15-05
Parking Enforcement Services
Customer Name
City of Claremont, CA
Contact Individual
Bill Hall, Captain
Telephone & FAX No.
(909) 399 5406; (909) 399 5435
Street Address
570 W. Bonita Ave., Claremont, CA 91711
Length of Service
Continuous since 1993
Description of services
Daily California and Out of State citation processing, Manual citation data
provided
entry, Electronic citation transmission, California registered owner requests,
Out of State registered owner requests, CA DMV holds and releases, Payment
processing: checks, cash, money orders, credit / debit cards, Integrated Voice
Response System (IVR), Live bi-lingual Customer Service Representatives,
Online and mailed in requests for Administrative Reviews, Online and mailed in
requests for Administrative Hearings, Administrative Hearing Scheduling
services, Independent Administrative Hearing Officers, Delinquent citation
processing, Franchise Tax Board's Interagency Intercept Program, Daily bank
deposits, NSF and credit card chargeback processing, Electronic ticket writers,
Provision of electronic ticket stock, Electronic scofflaw provision, Escrow
Banking, Net Monthly Remittance, Weekly and monthly bank account
reconciliation, Refund processing and check issuance, Issuance of monthly
County / State surcharges
Customer Name
City of Costa Mesa
Contact Individual
Rob Sharpnack — Captain — Traffic Division
Telephone & FAX No.
714-754-5191, (714) 754 5002
Street Address
99 Fair Drive, Costa Mesa, CA 92626
Length of Service
Continuous since November 2001
Description of services
Daily California and Out of State citation processing, Manual citation data
provided
entry, Electronic citation transmission, California registered owner requests,
Out of State registered owner requests, CA DMV holds and releases, Payment
processing: checks, cash, money orders, credit / debit cards, Integrated Voice
Response System (IVR), Live bi-lingual Customer Service Representatives,
Online and mailed in requests for Administrative Reviews
Online and mailed in requests for Administrative Hearings, Administrative
Hearing Scheduling services, Independent Administrative Hearing Officers
Delinquent citation processing, Franchise Tax Board's Interagency Intercept
Program, Daily bank deposits, NSF and credit card chargeback processing,
Refund processing, Electronic ticket writers, Provision of electronic ticket stock.
Pickup of manually issued citations, Electronic scofflaw provision
571 Page Proprietary and Confidential to Data Ticket, Inc.
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
CMO -14-15-05
Parking Enforcement Services
Customer Name
City of Redondo Beach
Contact Individual
Pattie Ziello — Municipal Enforcement Supervisor
Telephone No.
(310) 372-1171 ext. 2619
Street Address
415 Diamond Street, Redondo Beach, CA 90277
Length of Service
Continuous since 1991
Description of services
Daily California and Out of State citation processing, Manual citation data entry,
provided
Electronic citation transmission, California registered owner requests, Out of State
provided
registered owner requests, CA DMV holds and releases, Payment processing:
checks, cash, money orders, credit / debit cards, Integrated Voice Response System
(IVR), Live bi-lingual Customer Service Representatives, Online and mailed in
requests for Administrative Reviews, Online and mailed in requests for Administrative
Hearings, Administrative Hearing Scheduling services, Independent Administrative
Hearing Officers, Delinquent citation processing, Franchise Tax Board's Interagency
Intercept Program, Remote check deposit, NSF and credit card chargeback
processing, Wireless electronic ticket writers, Provision of electronic ticket stock,
Electronic scofflaw provision, Escrow Banking, Net Monthly Remittance, Weekly and
monthly bank account reconciliation, Refund processing and check issuance,
Issuance of monthly County / State surcharges, Real-time interface with Digital
Payment Technology's Luke Meters for real-time meter information
Customer Name
Bay Area Rapid Transit District
Contact Individual
Justin Morgan — Police Administrative Supervisor
Telephone & FAX No.
(510) 464 7787; (510) 464 7089
Address
800 Madison Street, Oakland, CA 94604-2455
Length of Service
Continuous since September 2004
Notes
Awarded second consecutive contract over Duncan Solutions
Description of services
Daily California and Out of State citation processing, Electronic citation transmission,
provided
California registered owner requests, Out of State registered owner requests, CA
DMV holds and releases, Payment processing: checks, cash, money orders, credit /
debit cards, Integrated Voice Response System (IVR), Live bi-lingual Customer
Service Representatives, Online and mailed in requests for Administrative Reviews,
Online and mailed in requests for Administrative Hearings, Administrative Hearing
Scheduling services, Independent Administrative Hearing Officers, Delinquent citation
processing, Remote check deposit, NSF and credit card chargeback processing,
Wireless electronic ticket writers, Provision of electronic ticket stock, Electronic
scofflaw provision, Escrow Banking, Net Monthly Remittance, Weekly and monthly
bank account reconciliation, Refund processing and check issuance, Issuance of
monthly County / State surcharges
581 Page Proprietary and Confidential to Data Ticket, Inc.
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
CMO -14-15-05
Parking Enforcement Services
Customer Name
City of Concord
Contact Individual
Cheryl Owens — Financial Analyst
Telephone & FAX
(925) 603 5878; (925) 691 6640
number
Address
1350 Galindo Street, Concord, CA 94520
Length of Service
Continuous since October 2007
Notes
Awarded contract over Duncan Solutions without a bid process
Description of services
Daily California and Out of State citation processing, Electronic citation transmission,
provided
California registered owner requests, Out of State registered owner requests, CA
DMV holds and releases, Payment processing: checks, cash, money orders, credit /
debit cards, Integrated Voice Response System (IVR), Live bi-lingual Customer
Service Representatives, Online and mailed in requests for Administrative Reviews,
Online and mailed in requests for Administrative Hearings, Administrative Hearing
Scheduling services, Independent Administrative Hearing Officers, Delinquent citation
processing, Remote check deposit, NSF and credit card chargeback processing,
Wireless electronic ticket writers, Provision of electronic ticket stock, Electronic
scofflaw provision, Refund processing
Customer Name
City of Salinas
Contact Individual
James Serrano — Engineering and Permits
Telephone & FAX
(831) 758 7195, (831) 758 7937
number
Address
200 Lincoln Avenue, Salinas, CA 93901
Length of Service
Continuous since December 2008
Notes
Awarded contract over Duncan Solutions with an informal bid process
Description of services
Daily & Delinquent in state and out of state citation processing & collections,
provided
appeals - both reviews and hearings, FTB collections, in state & out of state
DMV services, CA holds & releases, customer service, banking services,
including daily deposits, NSF processing, credit card disbursement, refund
processing, and credit card chargeback processing, handheld ticket writers
591 Page Proprietary and Confidential to Data Ticket, Inc.
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
13 - ALTERNATIVE PROPOSALS
Data Ticket has not proposed any alternative proposals
601 Page
Data Ticket, Inc. City of Santa Clarita
4600 Campus Drive, Suite 200 CMO -14-15-05
Newport Beach, CA 92660 Parking Enforcement Services
14 - CONFLICT OF INTEREST
Data Ticket does not have any conflicts of interest in proposing or performing the
work as defined in the City of Santa Clarita's RFP for Parking Enforcement
Services.
611 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
15 - ADDITIONAL DATA
City of Santa Clarke
CMO -14-15-05
Parking Enforcement Services
Data Ticket has provided details on the handheld units the Securtec Parking
Enforcement Officers will use to issue citations. Software to transmit these
citations to Data Ticket will be installed on a single machine at the City's location
at the conclusion of each shift. During this transmission process, a scofflaw
report will be sent to the handheld unit. This report will be used each time the
Parking Enforcement Officer enters a state/plate on a citation. When that
information is entered, the issuing Officer will be alerted with a pop-up message
identifying the number of outstanding citations the responsible party has. This
message will also provide the issuing officer with the ability to take the
appropriate action with regard towing and booting per the City's requirements.
Handheld Units —
Data Ticket offers our Clients several handheld unit options in order to ensure
our Client's needs are met. The Casio IT -9000 may be the best option for the
City as it is very similar to the City's current Casio IT -3100s, however, if the City
were to desire a change, we do offer the Motorola MC9500 and a Samsung
Galaxy Note 3 / 4 which is an android based solution. Below, we have provided
additional details on the Casio; however, if the City is interested in receiving
additional information regarding the Motorola or the Samsung, we would be
happy to supply that information.
that is customized to meet each of our Client's needs. We maintain our handheld
ticket writer software, perform all enhancements and upgrades on the software,
and ensure that our clients' software is never out of date by providing remote
updates. Unlike other citation processing vendor and handheld ticket writer
vendors, we do not let our client's handheld software roll 'out of date' or 'age'. We
maintain a version control that is flexible and advise our clients each time an
update is made. We do this so that we are never in a situation where a client's
software is no longer supported and therefore the client is forced to upgrade or
purchase new units. Once a client selects a handheld unit and handheld
software provided by Data Ticket, we ensure their software is always
supported until they choose to change.
Data Ticket will provide a complete implementation and training for the handheld
units onsite at the City's preferred location and Data Ticket will provide full
training, service and support for the units. Maintenance includes repair and/or
replacement of the units within forty-eight hours of receipt of the unit. In many
cases, issues can be handled remotely, removing the necessity to over -night the
unit to Data Ticket for software modifications, additions or deletions.
With the Casio IT 9000, the City will have the option to either transmit citations
wirelessly or they may be transmitted via a docked solution. In either case, when
citations are sent to Data Ticket, a file will be transmitted to the handheld
621 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
CMO -14-15-05
Parking Enforcement Services
containing any updates to the handheld, such as officer badge number changes,
location updates, make / model changes. In addition, an updated habitual
offender (scofflaw) report will be sent to the handheld unit so the officers can
continue writing tickets with the most recent set of data and will be notified if they
find a scofflaw. Additionally, upon successful transmission of citations to Data
Ticket, a confirmation email is generated and sent to the City confirming the
number of citations transmitted.
To provide additional details on the Casio IT 9000, we have provided the
specifications on the following pages for the City's review.
Some of the benefits of the Casio IT 9000 are:
• Single piece unit that is light -weight, resilient and easy to handle
• Imager is provided for taking up to 9 images per citation which can then be
provided on the web for the City employees and Data Ticket to view
Images can be made available for customer viewing at the City's discretion
• Paper ticket stock is larger than the average electronic citation so many
Agencies do not provide an envelope with the citation, thus reducing costs to
the City — though envelopes are available should the City choose to provide
envelopes
• 3 options for entering data are available: using the key pad or using 1 of 2
keypads built into the unit
• Capable of wireless transmission
• Data Ticket's own software will be loaded onto each handheld unit so
modifications are easy to make should the City require any
631 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
CPU
Operating System
Memory RAM
F -ROM
Display Type
Resolution
City of Santa Clarite
CMO -14-15-05
Parking Enforcement Services
PXA320 Processor (Max. 624 MHz)
Windows Mobile® 6.5 English Version
256 MB
256 MB
3.7 inches VGA Color LCD with Touch Panel
Casio's original LCD (Blanviewo)
480 x 640 dots, 65,536 colors
Backlight
LED
Indicator
Indicator 1: battery charging status,
Indicator 2: operating status
Printer Printing method
Thermal line dot
Paper width
80mm or 58mm
Printing width
72mm or 48mm
Printing speed
28 lines per second
Paper type
Roll paper, Label paper
Number of print
dots
576 dots (80mm width paper)
Font type
Alpha -numeric, Symbologies(UPC-E, NW -7,
Code39, Code128), OCR -B, User defined
character x 128
Marker Sensor
Positioning for printing
Keyboard
'Numeric (Alphabet) keys, Double zero key, - key,
Decimal key, MENU key, Fn key, F1 to F4 key,
CLR key, BS key, ENT key, Cursor keys, Power
key
Plastic panel (resolution 480 x 640 dots) with
character input panel
Touch Panel
641 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarka
CMO -14-15-05
Parking Enforcement Services
Digital 11maging Element 2.0 mega pixels C -MOS
Camera iFocusing jAutofocus
Other Function LED flash
CMOS Imager Type 752 x 480 (wide VGA) Monochrome area
Aimer
Laser 650 +10 or -5 nm, Output power 1
mW orless
Resolution
11D: 0.15 mm
2D: 0.169 mm (Stacked)
21): 0.25 mm (Matrix)
Readable distance
ID: 40 to 410 mm
2D: 50 to 250 mm (Stacked)
2D: 60 to 150 mm (Matrix)
Readable 1 D
EAN8, EAN13, UPC-A/E, Codabar(NW-7),
Symbologies
CODE11, CODE32, CODE39, CODE93,
CODE128/GSI-128 (UCC/EAN128), MSI,
IATA, ISBT, Industrial 2 of 5(ITF), GS1
DataBar Omnidirectional, GS1 DataBar
Truncated,
GS1 DataBar Limited, GS1 DataBar
Expanded
2D
PDF417, Micro PDF, CODE49,
Stacked
Composite, Codablock F, TLC39, GS1
DataBar Stacked, GS1 DataBar Stacked
Omnidirectional, GS1 DataBar Expanded
Stacked
2D Matrix
Aztec, DataMatrix, Maxicode, QR Code,
j
Micro QR, Han Xin Code
NFC Frequency 13.56MHz
Reader/Writer Contactless Smart Card ISO14443 Type A /
IS014443 Type B /
RFID Tag
SAM Slot
651 Page
IS015693
3 slots
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
Interface Serial
Card Slot
Power
Environment
Dimensions
and weight
City of Santa Clarke
CMO -14-15-05
Parking Enforcement Services
USB (Host, Client) x 1
SDIO (SDHC supported) x 2
Audio
Microphone: builtin monaural, Speaker:
builtin monaural
Bluetooth
Bluetooth® Version 2.0+EDR compatible
Main Power
Lithium -ion battery pack: HA-G2013AT
(7.4V/2,000mAh)
Memory backup
Lithium battery (rechargeable) on board
Charge Time
Approx. 5 hours
Operating temperature -4°F to 122°F ( -20°C to +50°C )
Dust/Water-Splash
IP54 level (compliant with IEC60529
proof
standard)
Drop durability
From 5 ft.in height onto concrete floor '
Dimensions
Weight
MC25E: 112(79) x 286 x 66(37) mm (printer
part)
C25E: 112(79) x 255 x 66(37) mm (printer
part)
MC25E: 655g
C25E: 605g
Application development tool Visual Studio 2005, Visual Studio 2008,
CASIO IT -9000 SDK
661 Page
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Ciarita
CMO -14-15-05
Parking Enforcement Services
Data Ticket provides full training, service and support for these units.
Maintenance includes repair and/or replacement of the units within forty-eight
hours of receipt of the unit. In many cases, issues can be handled remotely,
removing the necessity to over -night the unit to Data Ticket for software work,
additions or deletions.
671Page
City of
SANTA CLARITA
REQUEST FOR PROPOSALS
PARKING ENFORCEMENT SERVICES
RFP NO. CMO -14-15-05
11:00 A.M.
SEPTEMBER 5, 2014
Electronic Copy
PART II COST PROPOSAL
Submitted by:
DATA
TICKET'"'
Data Ticket, Inc.
Marjorie Fleming, President
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
Phone: (949) 752-6937
Fax: (949) 752-6972
WemingoDataTicket.com
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CM -14-15-05
Parking Enforcement Services
CONFIDENTIAL INFORMATION DISCLAIMER
This proposal contains certain confidential and valuable information in the form of
ideas, know-how, concepts, processes, plans and trade secrets that belong to
Data Ticket, Inc. In accordance with the California Public Records Act, this
confidential information shall not be disclosed outside the agency and shall not
be duplicated, used, or disclosed in whole or in part for any purpose except in the
procurement process. Confidential Information contained in this document is
noted on each applicable page or image. Serious and irreparable competitive
disadvantage in future procurements could result from the release of any
confidential information contained in this proposal. Please notify us immediately,
in writing, if there is a request for disclosure of any confidential information, so
that we will have an opportunity to participate in any disclosure discussions.
The following data, furnished in connection with this solicitation, shall not be
disclosed except to those who are directly involved with the evaluation within the
Agency and shall not be duplicated, used or disclosed in whole or in part for any
purpose other than to evaluate the proposal; provided that if a contract is
awarded to this offer or as a result of, or in connection with, the submission of
this data, the Agency shall have the right to duplicate, use or disclose the data to
the extent provided in the contract. This restriction does not limit the Agency's
right to use information contained in the data, if it is obtained under proper
authorization from another source without restriction.
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarity
RFP No. CM -09-10-28
Parking Enforcement Services
PARKING ENFORCEMENT SERVICES
Option A- No License Plate Recognition
This option excludes the Automated License Plate Recognition system as is
defined in the City of Santa Clarita's RFP for Parking Enforcement Services. In
its place, Data Ticket recommends the use of the handheld ticket writers which
will automatically provide the parking enforcement officers with the scofflaw
status of each state / plate combination entered in the handheld.
The cost proposal for this option is based on a 36 -month contract.
Labor Fee: $39.50 Per Hour — x
Monthly Service Hours: 607.00
Monthly Service Fee:
Office Space Discount
Total Monthly Service Fee:
$23,971.00 — Fixed
-$1,000.00 / Month
$22,971.00
The all-inclusive, Fixed, Monthly Service Fee will provide for a top wage of
$15.00-$19.50 per hour, including full medical by Blue Cross PPO, vacation pay,
sick day pay, training time and 100% uniform and uniform expenses.
This all-inclusive fee will also provide for vehicle fuel, maintenance, insurance
(including professional liability coverage), computer upgrades and maintenance,
and provide PEO's with body worn video capability.
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CM -09-10-28
Parking Enforcement Services
PARKING CITATION PROCESSING SERVICES
Data Ticket has provided pricing based on Parking Citation Processing Services
and Parking Enforcement Services. Please see the pricing below:
LABOR COSTS
Parking Citation Processing:
a. Processing Cost per Citation (Manual) $0.70
b. Processing Cost per Citation (Electronic) $0.60
Data Ticket has proposed a per citation charge that includes:
• Data entry of all handwritten citations
• Electronic transfer of all electronic citations
• Data Entry of all checks, money orders, credit card, and cash payments
received via US Mail
• Reconciliation of all credit card payments made via IVR and the Internet
• Citation dispositions, including NSF'S, credit card charge -backs, payment
plan administration, etc.
• User ID's & passwords for client access to the management website
• Viewing & printing of citation management reports and citations at the
City, 24/7
• Real-time access to the City's data, 24/7
• Real-time authorization and acceptance of citizen's credit/debit card
payments
• Web access for your citizen's to view, appeal and pay citations
• Processing all status changes to citation database
• Online connection to California DMV for daily registered owner information
files and holds and releases
• Toll-free customer information line providing general processing and
adjudication information, 24/7
• Toll-free customer service department answering calls M -F, 8am-5pm,
excl holidays
• Call recording of all inbound calls that allows the City to receive recorded
calls on -demand
• IVR and customer service department acceptance of credit and debit
cards
• Remote check deposit
• Comprehensive monthly management reports on issuance and revenue
• Online connection to CA DMV for registered owner information and daily
hold and releases
• Out of State registered owner information
• Initial and on-going training to all City personnel on the citation
management system
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CM -09-10-28
Parking Enforcement Services
c. Courtesy Notice, per instance $0.70
Data Ticket has to send the 1 s` Courtesy Notice via First Class Postage. This
cost includes the cost of postage.
d. Out of State Collections, per instance 28%
Data Ticket has proposed a percentage rate to be applied against any out of
state plate that is collected. Data Ticket will pay for all fees associated with
obtaining a registered owner for an out of state plate.
e. Delinquent Collections
28%
Data Ticket has proposed sending a 3 Delinquent Notices in addition to the
DMV required Courtesy Notices
• Send 3 Delinquent Notices per the City's schedule
• Printing, re -printing, tracking, and postage
Other Correspondence letters, partial payment letters, etc., $1.25
per letter
g. Payment processing, per payment
Data Ticket will not charge the City of payment processing
1" Level Hearing Hold Placements, per instance
Data Ticket has proposed a per citation charge that includes:
• Placing each citation on a review hold
• Rendering and entering a review judgment
• Mailing all review disposition letters
• Sending all correspondence to the City of review
i. 2nd Level Hearing Scheduling, per instance
Data Ticket has proposed a per citation charge that includes:
• Placing each citation on a hearing hold
• Scheduling each hearing
$0.00
E9
EU
• Sending a schedule letter to the appellant
• Sending all correspondence to the Hearing Officer for review
• Receiving all correspondence from the Hearing Officer for storage
2nd Level Hearing Correspondence, per instance $1.25
Data Ticket has proposed a per citation charge that includes:
0 Mailing all review disposition letters
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
k. 2nd Level Hearing Officer costs, per hour
A 4 hour minimum for in-person hearings will apply
City of Santa Clarita
RFP No. CM -09-10-28
Parking Enforcement Services
$75.00
Payment Plan administrative fee, per instance $0.00'
An administration fee will be charged to the Citizen for payments plans
processed by Data Ticket. The Citizen will receive a letter stating each
payment due date and the amount due on each date. Each submission of
payment will be keyed by Data Ticket at no charge to the City.
m. DMV Hold Placements, per instance $0.00
n. Conversion costs, if applicable N/A
o. Hearing Officer costs, if applicable N/A
• 'The Citizen will be charged a $15 Payment Plan setup fee
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CM -09-10-28
Parking Enforcement Services
OPTIONAL CITATION PROCESSING SERVICES - LABOR
The following services have been proposed; however, the City does not need to
partake in them unless they agree to in the contract negotiations.
a. FTB Collections, per individual
16%
b. Social Security Number Search for FTB Processing, $5.00
per individual
In order to participate in the FTB program, the City must acquire social
security numbers to be sent to FTB for each debtor. This charge will be per
debtor, meaning if the citizen has 5 debts, the City will only be charged for the
first citation. FTB currently charges $7.18 per debt, not debtor, for this
information.
c. 3rd Party Collection, per cite collected 30%
Data Ticket has partnered with a FDCPA certified collection agency that
will send a series of letters requesting payment. If payment is not made, the
agency will place the citation in an outbound dialer to attempt to reach the
citizen by phone. This cost is only incurred in the event a payment is made.
d. Escrow Banking $50.00 per month
Data Ticket often provides handling the banking for our clients and has
provided below a description of the differences between Escrow Banking and
City Banking, as well as the cost associated with the service.
Differences in Escrow B nking and City Banking
Escrow Banking
City Banking
Daily deposits are made via bonded courier
Daily deposits are made via bonded courier
into an escrow account setup at Citibank
into a local branch of the City's bank account
When a NSF occurs, Data Ticket will be
When a NSF occurs, the City will notify Data
notified by the bank and Data Ticket will
Ticket via fax or email and Data Ticket will
process the NSF in the system, backing out the
process the NSF in the system, backing out the
original payment and applying any penalties
original payment and applying any penalties
When a refund is due, Data Ticket will verify
When a refund is due, Data Ticket will mark the
the refund amount and individual to cut the
citation as due a refund; the City will be
check to and will issue the refund check to the
responsible for running a real-time report,
citizen; Data Ticket will also update the system
verifying the refund amount and will issue the
to reflect the refund check number, date and
refund check to the citizen; The City will then
amount. Refund checks are cut Thursdays of
notify Data Ticket who will update the system
each week.
to reflect the refund check number, date and
amount
At month-end, Data Ticket will write a check to
At month-end, the City will view a month-end
the County / State for the taxes owed for each
report online, provided by Data Ticket, so the
citation paid
City can cut a check to the County / State for
the taxes owed for each citation paid
At month-end, Data Ticket will pay itself and
At month-end, the City will receive an invoice
send a copy of the paid invoice to the City
from Data Ticket for which the City will need to
remit payment
At month-end, Data Ticket will send a check to
At month-end, the funds will be in the City's
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CM -09-10-28
Parking Enforcement Services
the City for all funds collected, minus the taxes
bank account
due and minus the funds due to Data Ticket
At month-end, a copy of the bank statement, a
reconciliation of the bank statement and the
system, a copy of the reconciliation of the
amount due to the County / State for taxes, and
a copy of the paid invoice will be provided to
the City the City.
Similarities in Escrow Banking and City Banking
Online, real-time reports are available to the City to view each daily deposit, including the total
dollar amount deposited and each check / citation paid that made up the deposit
Deposits are made via bonded courier daily
A citation revenue tax report is provided online for the City to view the taxes due on each citation,
each month
All online reports are available to the City as long as the City is a client
The cost associated with this service is simply $5.00 per issued refund.
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CM -09-10-28
Parking Enforcement Services
PARKING CITATION PROCESSING EQUIPMENT AND SUPPLIES
Data Ticket has proposed the City continue the use of handheld ticket writers and
ticket stock that would match the City's requirements for obtaining scofflaw
information while issuing parking citations. The City may elect to continue using
the existing Casio IT3100s; however, as discussed in our RFP Response, we
recommend the City look into the new Casio IT9000s as an alternative.
Item
Monthly
Cost
Supplies and Equipment for Parking Citation Processing Services
2 New Casio IT9000 Handheld Ticket Writers with Imagers - power
$215.00
adapter, carrying case, screen protectors, SD memory card,
software, communication cradle and USB cable
Handheld Ticket Stock - Casio IT 9000 Ticket Stock — 85 tickets/roll,
$80.00
250 rolls poly thermal ticket stock — 2 color (including Casio IT
Ticket Stock Artwork & Set Up fee) (21,250 tickets
TOTAL MONTHLY COST FOR SUPPLIES AND EQUIPMENT
$295.00
FOR PARKING CITATION PROCESSING SERVICES
Annual Fees
Item
Annual
Cost
Casio IT9000 Software Licenses for 2 handheld units
$1000.00
Data Ticket, Inc.
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
City of Santa Clarita
RFP No. CM -09-10-28
Parking Enforcement Services
ESTIMATED ANNUAL COSTS — Without Automated License Plate Recognition
Item I Annual Cost
PARKING ENFORCEMENT SERVICES LABOR
2 Parking Enforcement
Officers
$39.50 Hourly Rate 10 hours/day, 1
1 7 da v"ek 52 weeks/yr
$275,652.00
PARKING CITATION PROCESSING SERVICES LABOR*
Manual citation processing 540.12
Electronic citation processing $4166.64
Courtesy Notices $1401.40
Payment Plan Letters 18.75
Escrow Banking $600.00
Refunds Issued $180.00
NSF Letters $37.50
Out of State Collections $1,442.94
Delinquent Collections $14,190.86
Administrative Reviews 387.36
Adjudication Letters $1,108.75
Hearing Officer Hours $3,150.00
Total Parking Citation Processing Services Labor $27,224.32*
PARKING CITATION PROCESSING SERVICES SUPPLIES AND EQUIPMENT
2 New Casio IT9000 Handheld Ticket Writers with Imagers - power
adapter, carrying case, screen protectors, SD memory card, software,
communication cradle and USB cable
$2580.00
Handheld Ticket Stock - Casio IT 9000 Ticket Stock — 85 tickets/roll, 250
rolls poly thermal ticket stock — 2 color (including Casio IT Ticket Stock
Artwork & Set Up fee) (21,250 tickets
$960.00
Casio IT9000 Software Licenses for 2 handheld units
$1000.00
Total Parking Citation Processing Services Supplies and
Equipment
$4,540.00
TOTAL PARKING CITATION PROCESSING COSTS
$31,764.32
TOTAL ANNUAL ESTIMATED COSTS
$307 416.32
*Please see the estimating model below for details on these numbers
Data Ticket, Inc. City of Santa Clarita
Suite 200
Newport Beach, CA 92660 Parking Enforcement Services
MODEL
Decriptlon d Work Performed
Estimating
Data Ticket Total Med
Vendor 1 Total Billed
Factor.
Proposed Cost
Proposed Costs Vendor
Number acilatiam Wratten (Based on 2013)
7,718
Tell NumpcdManual Cltatiaru Wrtn lKaom.10%
M
S 0.70 $ 54012
S 5
Toll Numper a Electmdc Citations Written (Assume 90Y4
8,841
S 0.80 $ 4, 1%U
S - S -
Aequsdin of Rn,sterad O.wit lnkemlion (.at. Magid 95%d cites eased)
a, 559
$ - $ -
$ $ -
Cmdeny Notice Sem lest. Mud on 20131
2,002
S 070 $ 1401 40
$ - $ -
Fdlaw W c asy mace If msikmside pally is crit M lest Wood on 1%d noskta Sere)
21
$ - $
$ 5
P.rr ing d bad addresses a aMliwrdee mail lest Meed on Mat noticto am)
21
$ - $ -
$ - 5
Manual Payments keyed (est. We" on pmts key")
8,559
$ - $
$ -
RokwasP cos sed (eat. Mud on 2013
$ - $ -
S - $
PayMem Wars processed (est. t%d cracks.)
n
S - $ -
S - $ -
Paymntplanletterssent pat l%d creadal
15
S 125 $ 1875
S - S -
Postal for all malm,(.at. a IT dairy nark. sem qua aosawup mal plus pmt pa It abets)
4,508
$ - S -
S 5
Uw customer semce Mpatmem adlabe hom Sem -Spin PST pat 40%m tees)
3,058
S - S -
$ S
NR awilablo to take payments. 2417 (est. l R of annual credit cod payments In FY091
W
$ - S -
$ - $ -
Cell hicomin0 on all inhourk and owbound customer smace calls past 4o%of crca.)
3,058
$ - It -
$ $
Website awilable for infamdin and payments, 2417 past. In d credit cod payments In M91
385
$ - $ -
S $
Subbto l for Citation Prokol lag
S 5,12691
$
ESCROW ACCOUNT BANKING
ManNlY Cost Leo. Woodont armorer. ins ye erg
12
$ 5000 $ 500.00
$ - $ -
TotalNumherofRefendslssued lest Mud on a of refunds Issued)
W
S 5.00 $ 180.011
It $ -
Pay County and state taxes (ot. Meed on 10 moms in a year)
12
$ - $ -
S - $ -
Prmos NSFs and send NSF Let. lest. Mead n 2013 NSFal
x
$ 1.25 S 31.50
$ - $ -
PmcessCredtCadctargebaoks (0si. Meed on 2013 credit card CMrgebrcks)
1
$ S -
S - S -
Postal our llmallrgsleat. Mud on sum d mums, axes. NSF kMrs, and CM r9aM[k aware?
W
$ - S -
$ - It -
Subtotal for ClYtlon Processing
S 817.50
$
OUT OF STATE COLLECTIONS
% of CIA of State Collectins(est. Meed on dollars comcled for DDS peas In 2113
$ 5.15334
28% $ 1,442.94
S -
Aagrsrcto a repstered o411er wolomaron pat. Mud on a d OOs cues issued In 2013
275
S - $ -
$ - $ -
Subtotal for Out ofScaerCollections
f 1,N291
S
DELINQUENT COLLECTIONS
% d Delincunt Collectins (ot. Mud on doltre cdeckd for Lxtllnquem cm.m2013
S 50,85188
28% $ 14,190.88
$ -
Postageadnolicesfarallmailirgs(..t Mud on number of delinal notices ram in 2013
SIM
S - $ -
S - $ -
ProCebbing of bM addressee or e+Y,Nlearade m811 lest Wood on 5% d Mantel names sem in 2013)
30T
Is - $ -
S - S -
Additimal chni rolled to Delingkr collections
$ - S -
SubMtalforDelingOeMColledlons
$ 14,191).88
$ -
PARKING CITATION ADJUDICATION PROCESSING
Pecos ad pedarm Achroustmtiw Reviews kr City lest Maed on rmema request ki 2013)
807
S 0.48 $ 387.38
$ - S -
SChed4e and poCass humors past Mud an number d howl requests m.M In 2013
W
$ $ -
$ - S -
SaMYladjudutimcarupordaxetotheCitizn(1)lbasedonappeallaKersseMn2013)
N7
S 1.25 $ 1,1B.75
$ - $ -
Send! all adjudication pokes tothe Hearing Olbces(est. Mead on hearings pac ba Soft In 2013)
W
S - $ -
$ - $ -
SuMotelfor AdjudeaBonPhase esing
S 1,4915.11
S -
HEARING OFFICERS
Hmdychi for Hearing Olkcsrs last. Meed onnumberd Mus d besrim, performed N 2013
42
$ 75.00 S 3,150.00
S - 5 -
Total Amour to be Invoiced Annually
$ 24,074.32
SubMel for Hearing OlBcer CostS
3.150.50
$
Total Eliol Annual Col of Procersing
S 27,224.32
$
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