DATE: November 6, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Financial Services Department
TITLE: AMENDMENT 5 TO AGREEMENT WITH DATA TICKET, INC. FOR PARKING CITATION AND PARKING PERMIT ISSUANCE, PROCESSING, AND COLLECTION SERVICES
RECOMMENDATION
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Staff recommends that the City Council approve Amendment 5 to the Professional Services Agreement (PSA) with Data Ticket, Inc., in an estimated amount of $273,178, for a revised contract amount of $1,831,728, extending the term for one year for parking citation and parking permit issuance, processing, and collection services; approve the purchase of one additional handheld unit and annual handheld support and airtime service; and authorize the City Manager to execute the amendment.
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BACKGROUND AND ANALYSIS
On November 28, 2018, the City Council approved a three-year PSA with Data Ticket, Inc. in the amount of $528,165 for parking citation and parking permit issuance, processing, and collection with an expiration date of November 28, 2021.
On November 3, 2021, the City Council approved Amendment 1, in the amount of $290,000, which executed the first of the five optional one-year extensions and extended the contract through November 28, 2022.
On September 28, 2022, the City Council approved Amendment 2, in the amount of $351,900, which executed the second of the five optional one-year extensions and extended the contract through November 28, 2023.
On March 8, 2023, the City Council approved Amendment 3, in the amount of $48,713, which authorized the purchase of 15 new handheld devices and modified handheld annual support service fees.
On December 6, 2023, the City Council approved Amendment 4, in the amount of $340,020, which executed the third of the five optional one-year extensions and annual support and airtime service fees for 15 handheld devices and extended the contract through November 28, 2024.
Proposed Amendment 5, in an estimated amount of $273,178, will extend the contract through November 28, 2025 and would be the fourth of the five optional one-year extensions and would authorize the purchase of one additional handheld unit and annual support and airtime service fees.
Data Ticket continues to provide excellent service to the City and has been responsive, flexible, and effectively meets the City’s needs with minimal support by City staff. Data Ticket’s expertise in the industry has been integral to the successful implementation of evolving parking regulations, parking permit programs, and the use of new technologies.
Per the contract, there is no price increase for the duration of the contract period with the exception of postal rate and cellular data rate pass-through charges. Costs are directly related to the volume of citations, permits, and delinquency processing activities plus handheld airtime and support costs.
The City will only be charged for actual services performed.
FISCAL IMPACT
The Data Ticket contract costs are directly offset by Parking Citation revenue deposited into account 1101.4196.0007. The contract cost is based on the number of citations issued and notices sent which will not be known in advance; the estimated contract cost has been prepared based on historical volumes.
Based on historical volumes for citation processing and noticing the estimated cost is $269,360, the purchase of one handheld unit is $3,818 and the total estimated contract cost of Amendment 5 is $273,178. For FY2024-25 the contract cost is estimated to be $161,882 and $146,889 will be charged to Business Activities account 212010101.5306 which has an available balance of $432,744 and $14,993 will be charged to Parking Lot Maintenance and Enforcement account 600612101.5305S.101490. Staff is requesting to appropriate $14,993 of additional revenue to the Parking Citation Revenue account 1101.4196.0007, and appropriate $14,993 from this increased revenue to Parking Lot Maintenance and Enforcement 600612101.5305 S.101490.
|
Description |
Amount |
Request to Appropriate |
Account Number |
Funding Source Requested |
Funding Source Available Balance |
|
Amendment 5 to PSA Business Activities 212010101.5305 |
$146,889 |
|
Business Activities 212010101.5305 |
Business Activities 212010101.5305 |
$432,744 |
|
Amendment 5 to PSA Parking Lot Maintenance and Enforcement 600612101.5305 S.101490 |
14,993 |
14,993 |
Parking Lot Maintenance and Enforcement 600612101.5305 S.101490 |
Parking Citation Revenue 1101.4196.0007 |
14,993 |
|
Total: |
$161,882 |
$14,993 |
|
|
|
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Jennifer Rhoades, Management Analyst
Reviewed by: Jill Moya, Financial Services Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Amendment 5
3. Exhibit A - Data Ticket Quote