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HomeMy WebLinkAboutReso - CC - 033-2014RESOLUTION NO. 33-2014 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A SECOND AMENDMENT TO THE AGREEMENT WITH TURBO DATA SYSTEMS, INC. FOR PARKING CITATION PROCESSING AND ADJUDICATION SERVICES, EXTENDING THE AGREEMENT FOR ONE ADDITIONAL YEAR WHEREAS, in September 2006, the City Council authorized the City Manager to execute a contract with Turbo Data Systems, Inc. for parking citation processing and adjudication services for an initial period of five (5) years with the option to extend the agreement for an additional three (3) years; and WHEREAS, in June 2011, the City Council authorized the City Manager to the option to extend the agreement for an additional three (3) years; and WHEREAS, the current contract will therefore expire on July 1, 2014, and WHEREAS, since 1999, Turbo Data Systems, Inc. has been processing the parking citations for 29 jurisdictions in San Mateo County which issue parking citations; said services include citation processing, collection by mail, phone or web site, multiple reminder notices, placing of DMV holds, administrative adjudication services and optional advanced collection efforts; and WHEREAS, as the lead agency for the upcoming Request for Proposals process for parking citation processing and related services, the County of San Mateo has recommended a one-year extension of the existing Agreement with turbo Data Systems, Inc. in order to allow adequate time to conduct a fair and thorough RFP process to transition to anew vendor should that be the result of the RFP process; and WHEREAS, Turbo Data has agreed to reduce certain costs for processing of parking citations as shown in the revised Exhibit A to the Agreement during the one-year extension period; and WHEREAS, the City of Burlingame desires to extend the Agreement for one additional year, through June 30, 2015, and take advantage of the reduced processing fees; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: The City Council of the City of Burlingame approves the attached second amendment to the agreement with Turbo Data Systems, Inc., and authorizes the City Manager to execute that agreement. M' ha 1 Brownrig ayor I, Mary Ellen Kearney, City Clerk of the City of Burlingame, do hereby certify that the foregoing resolution was introduced at a regular meeting of the City Council held on the 5t' day of May, 2014, and was adopted thereafter by the following vote: AYES: Councilmembers: BROWNRIGG, DEAL,KEIGHRAN,NAGEL,ORTIZ NOES: Councilmembers: NODE ABSENT: Councilmembers: NONE Mary Ell n Kearne ,City Clerk SECOND AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES - PARKING CITATION PROCESSING AND ADJUDICATION BETWEEN THE CITY OF BURLINGAME AND TURBO DATA SYSTEMS, INC. THIS SECOND AMENDMENT to the existing Agreement, originally entered into September 27, 2006, is made and entered into this _ day of 12014, by and between the CITY OF BURLINGAME, a municipal corporation hereafter called "CITY," and TURBO DATA SYSTEMS, INC., a California corporation, hereafter called "CONTRACTOR". WITNESSETH: WHEREAS, on September 27, 2006, the parties entered into an Agreement (Resolution No. 27- 2006) for provision of citation processing and adjudication of parking citations, for a term commencing July 1, 2006 through June 30, 2011; and WHEREAS, the Agreement contained the option and the parties exercised the option to extend the AGREEMENT as allowed for in Section 2 TERM of the original AGREEMENT for an additional three years, through June 30, 2014 (Resolution No. 41-2011), and WHEREAS, the parties now desire to do the following: 1. Extend the current AGREEMENT for an additional one (1) year; and 2. Amend Exhibit A of the AGREEMENT to update the current fees being charged effective July 1, 2014, and reducing the fee to process an electronic citation entered within 48 hours from $1.28 per citation to $1.20 per citation and reduce the fee to process manual citations and automated citations entered after 48 hours from $1.40 per citation to $1.35 per citation, all other fees and charges to remain unchanged. NOW, THEREFORE, the parties agree to amend the AGREEMENT as follows: SECTION 1. Section 2 of the AGREEMENT, entitled "TERM" shall be amended to read as follows: 2. TERM. Subject to compliance with all terms and conditions, the term of this Agreement shall be from June 30, 2014 through June 30, 2015. SECTION 2. Exhibit A: Scope of Work and Compensation shall be replaced with a new Exhibit A, attached hereto and incorporated herein, defining the current fees being charged for the existing agreement and modifying the following: Per Citation/Processing Fee - Electronic (entered within 48 hours) $1.20 Per Citation/Processing Fee - Electronic (entered after 48 hours) $1.35 Per Citation/Processing Fee - Hand Written $1.35 SECTION 3. This Second Amendment is hereby incorporated and made part of the original Agreement and subject to all provisions therein. All of the terms and conditions of the original AGREEMENT, except those specifically modified and amended herein, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have affixed their hands. G''t• "1.110116301301 Kathleen Kane City Attorney CITY OF BURLINGAME By: Lisa K. Goldman City Manager Date: TURBO DATA SYSTEMS, INC. a California corporation Roberta J. Rosen President AGREEMENT FOR PROFESSIONAL SERVICES — PARKING CITATION PROCESSING AND ADJUDICATION EXHIBIT A - SCOPE OF WORK AND COMPENSATION — REVISED EFFECTIVE JULY 1, 2014 TDS will provide Parking Citation and Processing Services, including independent subcontracted adjudication services, as outlined in this Scope of Work, which includes the Request for Proposals To Provide Parking Citation Processing and Payment Services For the San Mateo County Cities, and the Proposal To Provide Parking Citation Processing and Payment Services For the San Mateo County Cities submitted by TDS and dated March 9, 2006, both of which are hereby incorporated herein by reference as if set out in full as the Scope of Work and Compensation for TDS. Fee Schedule Per Citation/Processing Fee - Electronic (entered within 48 hrs) $1.20 Per Citation/Processing Fee - Electronic (entered after 48 hours) $1.35 Per Citation/Processing Fee - Hand Written $1.35 Out of State Processing Paid Off Windshield Notice No additional charge Additional Processing Required % of collections 25% Administrative Adjudication Processing - price per citation entering the process $3.75 Administrative Hearings $20 Reminder Notices per notice mailed $0.72 Final Notices, DMV Hold Letters, and Other Mailings $0.72 Credit Card by Phone and Internet Cost to COUNTY no charge Credit Card by Phone and Internet Cost to Public $3.95 Online System Access - COUNTY Persomiel 1st workstation no charge Per month for additional stations $40 Online System Access - Public no charge Parking Information Portal and Online Reporting Access no charge Other Fees: Advanced Collections 25% of collected Interagency Offset Program (through FTB): Charge for Notice to be determined Social Security Lookup to be determined Collected Revenue to be determined If postal rates change during the tetra of the Agreement, the compensation to Contractor shall be adjusted effective the same day as the postal rate increase by the same amount as the change in postage. This will affect the per notice prices of all services as well as the Administrative Adjudication Pricing. The formula for determining the amount to be added to the charge for each citation entering the Administrative Adjudication Process shall be: Number of letters sent in the Adjudication Process for the previous three months X Change in Postal Rate Number of individual citations for which those letters were sent, i.e., volume of appeals Should Customer require a performance bond, TDS will prepay such cost and Customer will reimburse TDS within 15 days upon proof of coverage and payment by TDS.