SR - AGR-6504 - PARKING PERMIT AND CITATION PROCESSING1. SUBJECT
Award of Contract for Bid No. 167 -36, Parking Permit and Citation Processing Services for Fiscal
Year 2017 -2020.
2. SUMMARY
Proposals for parking permit and citation processing services were opened and received on April
17, 2017. Five companies responded with multiple -year rate guarantees. Based on the proposals,
three met the minimal requirements. Data Ticket, Inc. (Data Ticket) of Newport Beach, California
was selected with the lowest most qualified proposal.
3. RECOMMENDATION
1. Award the contract to Data Ticket through June 30, 2020 and authorize the Mayor and City
Clerk to execute the Agreement on behalf of the City.
4. FISCAL IMPACT
Offsetting revenue from the collection of citations will cover the cost of Data Ticket's data citation
processing fee, regulated vehicle fees paid to the County of Orange, bank processing fees,
miscellaneous refunds/NSF fees, and other expenditures as approved in advance by the City's
Project Manager.
5. STRATEGIC PLAN GOAL(S
la. Provide for a Safe Community Provide staffing and resources to deliver services that ensure
public safety.
6. GENERAL PLAN IMPLEMENTATION
Public Safety Goal 6.0 Provide public safety services of the highest quality.
Policy 6.1: Provide the Police Department with adequate personnel, equipment and state- of -the-
art technology to effectively combat crime, meet existing and projected service demands, and
provide crime prevention programs. These resources should be provided prior to anticipated
needs.
7. DISCUSSION and BACKGROUND
The City of Orange Police Department issues approximately 18,000 parking citations annually and
collects more than $1.1 million in revenue. Currently, these citations are handwritten and
forwarded to Judicial Data Systems (JDS) where they are entered and processed for the Police
Department. The City of Orange has contracted with JDS since 1982; however, JDS has notified
the City of Orange that they are closing their business with services formally assigned to Data
Ticket. In the interim, the City provided JDS with a continued contract, from July 1, 2017 through
June 30, 2018, which was not to exceed $50,000 in expenditures, while a new vendor is selected.
A five -day cancellation provision was included and may be executed by the Police Department at
any time.
JDS has no online presence, customers must mail payments and requests for parking citation
administrative reviews. As a result, the current program is not customer service friendly. The Orange
Police Department is interested in providing a better, customer - centric program that is a web -based
while offering an auto payment system. Further, the Orange Police Department is interested in
providing a more convenient parking permit distribution system which is web -based.
Qualified firms were asked to provide handheld devices, software, and services to improve the parking
citation process and establish a parking permit program. Proposals were evaluated on the premise that
handheld devices, software, and services provided must be of acceptable quality and conform to City
standards. The proposed improvements include a web -based system with remote data entry capabilities,
allowing residents to view and pay citations, request administrative reviews, and contest citations online.
As an added feature, the web -based system will include a customized website for residents to obtain
and manage parking permits, a process currently done by Orange Police Department employees. In
addition, a bilingual, customer service agent trained to answer questions related to citation issues, is
available to assist with payment, adjudication, fix -it tickets, and more.
The Police Department solicited a Request for Proposal (RFP 167 -36) which was posted and distributed
on April 5, 2017. RFP 167 -36 was open for approximately 30 days, with a closing date of May 4, 2017.
Five proposals were received from prospective parking management firms, each proposal was carefully
reviewed, evaluated, and scored/rated by the Police Department. The proposals were evaluated based
on the following:
1. Technical capabilities,
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2. Qualifications based on professional experience,
3. Customer service capabilities, and
4. Overall cost
The results of the bid process yielded Data Ticket as the top ranked firm. From highest to lowest
rating, the rankings are as follows:
1. Data Ticket, Inc.
2. Turbo Data Systems
3. Phoenix Group Information Systems
4. Passport
5. Total Parking Solutions
The Police Department agreed on the overall package provided by Data Ticket. Data Ticket's
proposal and presentation met all requirements of the RFP as the lowest most qualified bidder for
the parking citation processing and permit parking management contract. Data Ticket has been
providing parking citation processing for over 27 years and permit solutions for the past 10 years.
Data Ticket offers their services nationwide and currently process permits and parking citations
for over 250 clients. Data Ticket is a local company headquartered at 4600 Campus Drive,
Newport Beach, CA 92660. Management staff has a combined total experience of 93 years in the
industry and does not use outside contractors or sub - contractors to perform any of its
responsibilities. Data Ticket operates with the understanding that the City and Chapman
University will be undergoing significant changes requiring enhanced services, modern
technology and customer /client support above and beyond what is currently in place. The citation
and management solutions are 100% web -based and have the ability to integrate with the Police
Departments Records Management System.
Operational capabilities provided by Data Ticket include the following:
• Data Entry of handwritten/manual citation
• Electronically issue citations
• Reconciliation and verification
• Registered owners name retrieval
• Payment collection and processing
• Reconciliation of funds
• Generated reports
Data Ticket's parking permit management program is designed to allow residents to apply for and
purchase permits, and allow the City to track the program online. The system allows for annual
permit renewals by letter generation and mailing and/or electronic notification. The system is
cloud -based with a "self- service" ability for residents to purchase their permits. Applicants can
register for an account and upload documents for approval by the City or Data Ticket. The permit
management system is scalable and designed to handle multiple permit types.
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For the last ten years of the agreement with Judicial Data Systems, the parking cost per citation
processed has been $1.15. The proposed cost per citation submitted by Data Ticket is $0.50 per
manual citation processed and $0.40 per electronic citation processed, resulting in a lower cost to
the City. Not only is the City paying approximately 65% less per electronic citation processed, it
will also benefit from an automated management program that will reduce staff time previously
used to manage parking citations. In addition, the new parking permit program will alleviate long
renewal lines at the Police Department, minimize processing errors, and staff time associated with
these services. The new parking permit and citation processing service is a self - funded program
with no net cost to the City and will not incur Consumer Price Index increases for the duration of
the three -year term. Data Ticket will manage the revenue and expenditures related to the
Agreement, the account will be reconciled on a monthly basis with net proceeds paid to the City.
Revenue sources for the collection of citations include the Department of Motor Vehicles and Data
Ticket. Total revenue will remain consistent, however, as current parking control vacancies are
filled the revenue is expected to increase. Allowable expenditures may include Data Ticket's data
citation processing fees, regulated vehicle fees paid to the County of Orange, bank processing fees,
miscellaneous refunds/NSF fees, and other expenditures as approved in advance by the City's
project manager. Data Ticket showed a thorough understanding of the challenges involved, had
the most modern technology, understood the City's emphasis on client and customer support, and
proposed a reasonable fee over the three -year term. Other cities in Orange County utilizing Data
Ticket include: Santa Ana, Seal Beach, Laguna Beach, Cypress, La Habra, Placentia, Dana Point,
Rancho Santa Margarita, Mission Viejo, and San Juan Capistrano.
The Police Department is recommending award of the parking permit and citation processing
services to Data Ticket. No start up compensation is required, Data Ticket collects their fee from the
fines they process. The proposed contract term will be active September 1, 2017 through June 30, 2020,
with an option for the City Manager to extend the agreement for two additional years. Implementation
is scheduled to begin in September 2017 and is expected to be completed within thirty (30)
calendar days.
8. ATTACHMENTS
• Consultant Services Agreement with Data Ticket
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