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HomeMy WebLinkAboutC33842A - Assignment from JDS to Data Ticket Inc CONTRACT NO. C33842A CITY OF PALM DESERT DEPARTMENT OF COMMUNITY DEVELOPMENT STAFF REPORT REQUEST: APPROVE ASSIGNMENT OF CONTRACT NO. 33840 FROM JUDICIAL DATA SERVICES TO DATA TICKET INC. SUBMITTED BY: Pedro Rodriguez, Code Compliance Supervisor DATE: September 28, 2017 CONTENTS: Assignment Agreement Letter from Judicial Data Services Recommendation By Minute Motion approve the assignment of Contract NO. 33840 from Judicial Data Services to Data Ticket Inc. Executive Summary Approval of this assignment of contract will allow the City to utilize Data Ticket Inc. (Data Ticket) for the processing and adjudication of parking citations for the remainder of fiscal year 2017/2018. Background On June 8, 2017 the City entered into the final extension of a three-year contact with Judicial Data Services (JDS) for processing and adjudication of parking citations. On June 30, 2017, the City received notification from JDS that it had assigned all its rights, responsibilities and liabilities under the contract to Data Ticket. The contract will expire on June 30, 2018. Therefore, this assignment of contract will be valid until such date. Staff will be soliciting bids for citation processing services at the end of fiscal year 2017/2018 to ensure the City is receiving the best price for citation processing services. Staff Report Approve Assignment of Contract NO. 33840 September 28, 2017 Page 2 of 2 Fiscal Impact There will be no fiscal impact for approval of the Assignment of Contract. Submitted by: Department Head: Pedro Rodriguez 41,11 Ryan Stendell Code Compliance Supervisor Director of Community Development oore Director of Finance Approval: Lauri Aylaian City Manager .//v /MI June 30, 2017 Pedro Rodriguez City of Palm Desert 73510 Fred Waring Drive Palm Desert Ca 92260 Dear Mr. Rodriguez, On behalf of everyone at Judicial Data Systems, Corp., I would like to thank you for your continued support and trust in the services we have provided to your city or agency over the past four decades. Effective July 1, 2017,the agreement for Parking Citation Processing services you now have with JDS will be formally assigned to Data Ticket, Inc., located in Newport Beach, Ca. A trusted firm in the industry,with 28 years of experience in processing parking and administrative citations, Data Ticket will continue to provide you with fine service. A web-based solution with real-time access to citations and reports, complete with the opportunity to pay and appeal citations,will be in place.JDS and Data Ticket are committed to making sure that there will be a smooth transition with no interruption to your processing. Citizens will still be able to use existing mailing address and phone numbers printed on your parking citation forms. During the next few weeks, Brook Westcott, Chief Operating Officer for Data Ticket, Inc., and Heather Nowlan, Director of Client Services will be reaching out to you to discuss the transition and answer any questions you may have. In the meantime, Data Ticket's contact information is provided below: Data Ticket Inc. 4600 Campus Drive, Suite 200 Newport Beach, Ca 92660 949-752-6937 ext 337—BWestcott@DataTicket.com ext 314—HNowlan@DataTicket.com ext 344—ClientServices@DataTicket.com Thank you again for giving JDS the opportunity to serve you. Sincer , J n D. Wilson /President Judicial Data Systems, Inc. Judicial Data Systems Corporation 3303 Harbor Boulevard,Suite F-4 Costa, Mesa,CA 92626 (714)432-6172 FAX(714)540-2479 (800)479-1834(CA) Contract No. C33842A ASSIGNMENT OF PALM DESERT CONTRACT NO. 33842 FOR PARKING TICKET PROCESSING FROM JUDICIAL DATA SYSTEMS CORPORATION TO DATA TICKET, INC. THIS ASSIGNMENT AGREEMENT ("Assignment Agreement") is entered into as of July 1, 2017 ("Effective Date") by and between the City of Palm Desert, a California public agency ("City") and Data Ticket, Inc, a California Corporation ("Data Ticket"). City and Data Ticket may be collectively referred to herein as the "Parties". RECITALS 1. On July 10, 2014, City and Judicial Data Corporation entered into Palm Desert Contract No 33840 ("Contract") for parking ticket processing. In June, 2017, the Contract was extended for an additional year, until June 30, 2018. 2. On or about June 30, 2017, Judicial Data Corporation assigned all it rights under the Contract to Data Ticket. ASSIGNMENT OF CONTRACT 1. City and Data Ticket hereby agree, that as of the Effective Date, all of Judicial Date Corporation's rights, responsibilities, and liabilities under the Contract are hereby assigned to, and assumed, by Data Ticket and that the Contract remains in full force and effect pursuant to its terms, including the extension, except that Section 8 "Compensation" shall be deleted and replaced by Exhibit A, Data Ticket Cost Proposal. IN WITNESS WHEREOF, the parties have respectively signed this Assignment Agreement as of the date and year first above written. 72500.00001\30133566.1 DRAFT 9/8/17 Contract No. C33842A CITY OF PALM DESERT JAN C. HARNIK, MAYOR ATTEST: RACHELLE D. KLASSEN, CITY CLERK APPROVED AS TO FORM: ROBERT HARGREAVES, CITY ATTORNEY CONTRACTOR: ATTEST: ATA TICKET, INC Data Ticket, Inc 2603 Main Street, Suite 300 Irvine, California 92614 72500.00001\30133 566.1 DRAFT 9/8/17 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE§ 1189 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached,and not the truthfulness,accuracy,or validity of that document. State of California County of �� a?"-2,1- On ,,. j/�j/-J Z/t4 026/?before me, Date Here Insert Name and Title of the fficer personally appeared7�— Name(s) of Signer(s) who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies),and that by his/her/their signature(s)on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph - ` is true and correct. DIANA TERESA GARCIA �'- Notary Public-California WITNESS my hand and official seal. ._2' Orsnps County L-(171., Commissions 2169209 = ' M1Comm.Ex vSsOet23_2020 Signature fZiaiy� �//24.4' Signature of Notary Public Place Notary Seal Above OPTIONAL Though this section is optional, completing this information can deter alteration of the document or fraudulent reattachment of this form to an unintended document. �G` 33 �� Description of Attached Doc ment /$�S/�/� / PI/ ` � �'/ ° r// Title or Type of Document:DO ?va� /^G��' S/ �G/Yl 72/1 /C�G� G��i vim[ ei Document Date: ie/2�.o/7 0 /�J „to)' Natnber of Pages: /D DEG L Signer(s) Other Than Named Above: Capacity(ies) Claim d by Signers) Signer's Name: Int/`? S-/L Signer's Name: kir Corporate Officer — Title(s): 8 UD ❑ Corporate Officer — Title(s): ❑ Partner — ❑ Limited ❑ General ❑ Partner — ❑ Limited ❑General ❑ Individual ❑Attorney in Fact ❑ Individual ❑Attorney in Fact ❑Trustee ❑Guardian or Conservator ❑Trustee ❑ Guardian or Conservator ❑ Other: ❑ Other: Signer Is Representing: Signer Is Representing: ©2016 National Notary Association •www.NationalNotary.org • 1-800-US NOTARY(1-800-876-6827) Item#5907 Contract No. C33842A EXHIBIT A DATA TICKET COST PROPOSAL (Attached) 72500.00001\30133566.1 DRAFT 9/8/17 Data Ticket, Inc. City of Palm Desert Newport Beach, CA Parking Citation Processing 0: 949-428-7241; F: 949 752-6033 Cost Model and Service Offering Cost Proposal: Thank you for providing Data Ticket with the opportunity to provide services to you and the public you serve. We believe you will find the upgrade in services to provide you and your citizens with complete transparency in parking citation processing while affording a level of ease in resolving parking citations that far exceeds those services offered previously. Below and on the following pages we have provided a detailed description of the services we provide. You will note many of these services are not currently being provided. As such we have annotated these services as "New". You will also note many of these services are optional in that your Agency may elect to utilize them now or later should you choose. We have annotated these services as "Optional". Manual Parking Citation Processing: $0.65 Services for the above-mentioned items include: • On-site data entry of manually written citations performed within 48 hours of receipt • On-site quality assurance verification of manually entered citations • Scanning of all manually written citations onto our network for storage and ease of retrieval • Bi-monthly shredding of manually written citations Electronic Parking Citation Processing (New): $0.55 Services for the above-mentioned items include: • Automated citation transmission into Data Ticket's Citation Management Solution 24/7 • Automated confirmation email detailing successfully transmitted citations • Automated transmission of photos attached to citations Courtesy Notice: $0.80 Services for the above-mentioned item include: • Semi-custom Courtesy Notice that is printed on an 8 1/2 x 11" piece of paper with a perforated tear-of payment stub provided in a window envelope sent to the registered owner of a vehicle • All notices are attached to the citation online and are viewable via the web • All notices sent via 1st Class Mail • All notices include a return envelope in which the responsible party may submit payment • This charge is only incurred if the individual does not pay off the windshield and a notice is sent to the individual as a result Out-of-State Collections (New): 25% of revenue collected • This fee will cover all expenses associated with obtaining out-of-state registered owner information and will only be due when a citation is paid • Data Ticket is a recognized Strategic Partner with NLETs and we are currently utilizing the City's and our ORI • This fee is not combined with any other contingency fee. For example, if a citation is rolled to a delinquent status, only 23% of revenue collected will be charged • If Data Ticket does not collect on a citation that is issued to an out of state plate, the City does not owe this fee. 1 j P acre Data Ticket, Inc. City of Palm Desert Newport Beach, CA Parking Citation Processing 0: 949-428-7241; F: 949 752-6033 Cost Model and Service Offering Delinquent Collections (New): 25% of revenue collected • This fee will be assessed when a citation is ninety (90) days past the citation issue date, assuming a first notice has been sent to the registered owner and the citation is not on hold for any reason • Three Delinquent Notices will be sent to the registered owner at no cost to the City • All notices are sent via First Class mail and all notices are printed on an 8 'h x 11" sheet of paper and folded into a window envelope; in addition, a window envelope is provided for the recipient to return payment • All notices are attached to the citation online and are viewable via the web • If Data Ticket does not collect on a citation that is delinquent, the Agency does not owe this fee • Notices will be sent via 1st Class Mail, and Data Ticket will be responsible for the cost incurred and all customer service and payment entry Franchise Tax Board Processing (New) SSN Look-up: $2.00 per SSN • This fee will be assessed to lookup a social security number associated with a registered owner and address • This charge is charged per unique SSN, not per citation FTB Collections: 15% of revenue collected • This fee is charged if a citation is paid at the Franchise Tax Board • This charge is not combined with any other charge; for example, if a citation is rolled to delinquent status and paid at FTB, only the 15% of revenue collected will be charged • Data Ticket will send an FTB Notice to the Customer as required by the Interagency Intercept Program; this notice will be sent via 1st Class Mail and will be sent at no cost to the City • All notices are attached to the citation online and are viewable via the web • Data Ticket will pay for the Agency's cost to participate in the FTB program; annually, FTB will send an invoice to the Agency for the number of debts placed at FTB; the Agency will simply provide this invoice to Data Ticket and Data Ticket will pay it in full • If Data Ticket does not collect on a citation that is at FTB, the Agency does not owe the collection fee Adjudication: 1st Level Hold &Scanning of Review Request(Optional) $0.50 per citation • Data Ticket will review all documentation received by the Appellant and determine whether the request received within the required timeframe • If the request was received within the required timeframe, Data Ticket's Adjudication Department will place the citation on an Administrative Review Request Hold and scan all received documentation into the Citation Management Solution where it is displayed on the web for the Agency's Staff • If the request is received outside the required timeframe, the Agency will have the option to proceed as though the request was received within the timeframe or it may elect to have Data Ticket send a "time expired letter" rejecting the appeal 2IPage Data Ticket, Inc. City of Palm Desert Newport Beach, CA Parking Citation Processing 0: 949-428-7241; F: 949 752-6033 Cost Model and Service Offering Disposition and Schedule Letters $0.80 per letter • Data Ticket will send a custom disposition letter to the Appellant via 1st Class Mail • All letters are attached to the citation online and are viewable via the web 2nd Level Hearing Hold, Scanning and Scheduling of Hearing $0.50 per citation (Optional) • Data Ticket will review all documentation received by the Appellant and determine whether the request received within the required timeframe • If the request was received within the required timeframe, Data Ticket's Adjudication Department will place the citation on an Administrative Hearing Request Hold and scan all received documentation into the Solution where it is displayed on the web for the Agency's Staff and the Hearing Officer • If the request is received outside the required timeframe, the Agency will have the option to proceed as though the request was received within the timeframe or it may elect to have Data Ticket send a "time expired letter" rejecting the appeal • Data Ticket will work with the designated Hearing Officer to schedule the Hearing based on either a pre-determined schedule or an ad hoc basis, depending on the Agency's schedule 2nd Level Hearings Performed (Optional) $85.00 per hour • Data Ticket's independent, certified, insured hearing officers will be provided to the to perform in-person, phone and written hearings • Each hearing request will be reviewed, heard or read and all required research will be performed • The Hearing Officer will enter a judgment into the Citation Processing System for viewing by the Agency, Appellant and Data Ticket • Hearings will be scheduled • The Agency will incur costs associated with mileage as defined by Federal guidelines • Data Ticket will work with the Agency to arrange for the use of a conference room at an Agency location or the Agency may elect to have citations heard at a centralized location within the County Joint/ Escrow Banking Services (Optional) $100.00 per month Services for the above-mentioned item include: • Daily deposits of funds to the Agency's escrow account • Online, real-time reconciliation reports that tie directly to the bank statement • Processing of all credit card charge-backs and Insufficient Funds • Month-end reconciliation of all funds collected • Disbursement of County/State Surcharges at month-end • Payment of Data Ticket's invoice • Disbursement of the net remittance to the Agency • Scanning of all payments directly to joint bank account daily using remote check deposit • The Agency will be responsible for the purchase of banking supplies, including checks and endorsement stamps; these fees typically run $200.00 per year 3l Pago Data Ticket, Inc. City of Palm Desert Newport Beach, CA Parking Citation Processing 0: 949-428-7241; F: 949 752-6033 Cost Model and Service Offering Charge-backs and NSF's (Optional) $1.25 per issued instance • Data Ticket will process credit card charge-backs and NSFs when notified of each occurrence • Once processed, Data Ticket will send a custom letter to the individual detailing the returned item and the amount due on the citation Refunds (Optional) $3.50 per issued instance • Data Ticket will process refunds when notified by the Agency • In the event the Agency utilizes Joint Banking, Data Ticket will verify, generate and send each refund due when notified by the bank • Refunds will be issued weekly • Refunds will be sent via 1st Class Mail Credit Card Processing Fee $3.50 per transaction charged to the Citizen • This fee will be charged to the citizen when the citizen pays with a credit/debit card online, via the IVR Solution, via a Customer Service Representative or via a mail in credit/debit card option. • No fee will be charged to the City Services Included in the Above Costs: Online Access for the Agency's Customers (New): Included The Agency's Customers will have the ability to perform the following functions online: • View real-time citation(s) data • Pay for a single or many citation(s) • Request a 1st Level Administrative Review and attach up to nine documents supporting their position • Request a 2nd Level Administrative Hearing Request and attach up to nine documents supporting their position • Print a receipt • View pictures of the citation taken by the issuing officer (if the Agency allows) Online Access for the Agency's Staff(New): Included Access to the Agency's data is based on unique usernames and passwords assigned to each individual who requires access to the system. Data Ticket does not limit the number of individuals who have access to the system and the number and types of access can change at any point with a simple email request to Data Ticket. Our Solution is setup to maintain a complete audit trail for each and every transaction in the system, therefore, the username is displayed next to every transaction in the system, indicating who performed the transaction and when. Dependent on the access rights provided to each Agency Staff member, the following capabilities are available: • View real-time citation(s) data, including pictures taken by the Issuing Officer • Accept payment via VISA, MasterCard, Discover and American Express credit/debit cards • Accept payment via Cash, Check or Money Order • Process NSFs, Chargebacks and Refunds 4IPage Data Ticket, Inc. City of Palm Desert Newport Beach, CA Parking Citation Processing 0: 949-428-7241; F: 949 752-6033 Cost Model and Service Offering • Reduce or increase violation amounts, dismiss citations, void citations and place citations on hold • Change citation data, including violations, date, time, plate, location, comments, make, model, color, registration expiration date and others • Perform Administrative Reviews online by entering the disposition directly online • Generate a time expired or letter of non-responsibility for a citation in the adjudication process • View the complete reason for the Review Request and supporting documentation provided by the Appellant directly online • Edit Appellant information • Upload disposition documents sent to the Agency via US Mail • Add a note to a citation and see all comments added to the citation • View the reason for the 2nd Level Administrative Hearing Request online and view the supporting documentation provided by the Appellant, directly online • Print a receipt with or without registered owner information Reporting (New): Included • Data Ticket offers 24 reports online for our Clients to generate, print and re-print 24/7. We provide real-time reports that can be generated for any timeframe required and we provide pre-processed/month-end reports that reflect the month-end view of data. • All reports are available online and because we do not purge data unless specifically requested to do so by a Client, the data is available as long as the Agency is a Client. • All reports are generated in HTML so our Clients can copy and paste the data into Excel for data manipulation purposes. • If the Agency were to request a report that was not already available using the standard reports or report generator, Data Ticket would work with the Agency to design the report and provide it to the Agency at no cost. Manual Payment Processing: Included • Manually received payments (checks, cash, money orders and credit card payments sent via US Mail) are received at our PO Box in Newport Beach where a bonded and insured courier picks up the mail daily and delivers it to our Newport Beach office • On-site Mail Department opens, sorts and batches the payments before providing them to our on-site Data Entry Department • After double-blind entry of each payment, the citations are updated by our Quality Assurance team • Payments are then provided to our Accounting Department where daily deposit slips are completed and provided to a bonded, insured courier who takes them to the bank Registered Owner Information: Included • Registered owner information for all citations issued on California license plates • Turnaround time for acquisition of California registered owner information is same day • Registered owner information for all citations issued on out of state license plates 5IPago Data Ticket, Inc. City of Palm Desert Newport Beach, CA Parking Citation Processing 0: 949-428-7241; F: 949 752-6033 Cost Model and Service Offering • Data Ticket is a recognized Strategic Partner with NLETs and has access to registered owner information nationwide real-time through NLETs service • Access to this system requires the use of the City's ORI for tracking purposes only; Data Ticket will utilize its own ORI for actually acquiring the out of state RO data CA DMV Holds and Releases: Included • California DMV Holds and Release performed daily via an online connection • Holds and releases can also be performed real-time, upon request • Citation amounts placed on hold are updated daily in the event a partial payment is made Customer Service: Included • Data Ticket provides a live, bi-lingual, on-site Customer Service Department that is fully trained to answer questions related to citation issuance, payment, adjudication, fix-it tickets, sign-offs, FTB, advanced credit reporting collections and more • All calls are recorded to quality assurance and recordings can be sent to the Agency at any time for review • Data Ticket's IVR is bi-lingual and accessible via several toll-free numbers; the IVR provides real-time information to the caller regarding current status, including the amount due • The IVR accepts VISA, MasterCard, Discover, and American Express Web Presence (New): Included • Data Ticket's Solution is 100% web-based and Section 508 Compliant and is provided at: www.CitationProcessingCenter.com; this is a generic website in the sense that it is not Agency branded. This website allows for the Agency and the Agency's Customers to access citations online • If the Agency prefers to have an Agency branded website, one in which the look and feel mimics that of the Agency's website, Data Ticket can and will provide this feature to the Agency. Cost Increases: Postal Rate Increase Offset— If postal rates increase during the term of the agreement, fees to DTI shall be raised immediately to offset the effect of the actual postal rate increase. CPI Increases— There will be NO CPI increases for the duration of the agreement. 61Pae Data Ticket, Inc. City of Palm Desert Newport Beach, CA Parking Citation Processing 0: 949-428-7241; F: 949 752-6033 Cost Model and Service Offering Handheld Citation Processing Android Pricing (Optional) Data Ticket has provided the following handheld unit pricing for Three Year Lease Price option as well as a Purchase Price Option. Item Samsung Galaxy S8 Plus (or Similar Android Unit) w/ TSC 3" Printer* 3 Year Lease Price $62.00 / per month Purchase Price $1,180.00 per Unit TSC 3" Printer: $350.00 per Unit *These costs are exclusive of tax HANDHELD LICENSING AND SUPPORT COSTS Handheld Software License Fee $500.00 per unit per year, 1st year only $150.00 per unit per year, 2nd and subsequent years This fee is for the software application and all enhancements. Support $25.00 per month per unit Support includes full repair or replacement of any units which fail to perform. There is no deductible charged. Training No Charge Onsite training at the City's preferred location will be provided free of charge for both the handheld ticket writer training and the system training. Training typically takes place over the course of a few hours and will be customized to meet the City's requirements. Travel expenses will be billable for handheld training. Ticket Stock To be Quoted Ticket stock pricing can be quoted based on need. Wireless Services Actual Cost If the City elects to utilize a wireless data plan by which to transmit citations, Data Ticket will pass the cost of the data plan directly from the wireless vendor. 7IPge