HomeMy WebLinkAbout01/19/1988, C-11 - REQUEST FOR AUTHORIZATION TO NEGOTIATE A CONTRACT FOR CITATION PROCESSING SERVICES.���H�i�►��NI11��I�ii�I�1
city of San tins osIspo
COUNCIL GENDA
FROM:
David Romero i Wayne Peterson
Public Works Director City Engine
SUBJECT:
YEE71N6 DA., 1988
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REPORT 11 NUMBER
Prepared by: Candace Havens
Parking Program Coordinator
Request for Authorization to Negotiate a Contract for Citation Processing
Services.
CAD RECOMMENDATION:
Authorize Staff to Negotiate Contract for Citation Processing Services with
Firms as Ranked.
BACKGROUND:
In October 1987, the City Council approved a Parking Management Plan which
mandated the hiring of a citation processing agency to eliminate the backlog of
unpaid citations and establish an efficient system for processing of future
payments. The processing of citations in a timely fashion will discourage
people from abusing the time limits downtown, encourage intended usage of
parking spaces, and generate income for the parking program.
In accordance with the city's Purchasing Procedures, city staff has received
and evaluated proposals from three qualified firms. Each proposes to receive
current citations, deposit money daily, send notices to those with outstanding
tickets and make referrals to the Courts or DMV for further action on
citations, as needed. These companies also will prepare data to aid staff in
evaluating parking trends, identify flagrant violators and generally strengthen
the parking management program. After evaluating proposals received, staff has
ranked the firms as follows:
1. Datacom Systems Corporation
2. Computil
3. Judicial Data Systems
Cost of the proposals varies from $100,000 to $140,000 per year, depending on
the number of citations processed and the processing fee. Last year, citation
revenues were about $150,000. Due to increases in citation rates, annual
citation revenues are estimated at about $300,000. Recovery of unpaid bills
will produce another $150,000. Half of the citation revenues will go to the
Parking Fund and half to the Street Improvement Fund. Net annual revenue to
the parking fund after expenses of citation processing will be about $100,000.
ALTERNATIVES
Option 1: Authorize staff to negotiate with first - ranked candidate. If an
agreement is reached, a contract will be prepared. If an agreement
is not reached with the first -ranked firm, negotiations with the
second and third -ranked firms will proceed until an agreement is
reached. The formal contract will be submitted to the City Council
for approval before its award to the selected professionals. (Staff
recommended action.)
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XMIGM COUNCIL AGENDA REPORT
Option 2: Do not authorize staff to negotiate a contract. A private agency
will not be hired to do this work and city staff will continue to
receive citations.
Option 3: Direct staff to hire additional staff to process citations. It is
estimated that two full -time staff would be needed to perform this
work. A computer, related software and special training of staff
also will be needed to provide these services in- house. The initial
contract for these services is intended to be 18 months and will
terminate about the time Parking Management offices are relocated in
the Marsh Street Parking Structure. At that time, the success of
the program will be evaluated and it may be appropriate for city
staff to be trained to assume the processing under the established
system.
CONSEQUENCE OF NOT TAKING THE RECOMMENDED ACTION:
By state law, referrals to the DMV and County courts will not be made until
notices to violators are first sent. Current city staff is not presently
available to perform this task. The backlog of approximately 21,000 unpaid
citations will remain, potential revenues will be lost and enforcement of
parking laws will suffer.
ACTION RECOMMENDED:
Authorize staff to negotiate a contract with citation processing firms as
ranked.
ACTION TAKEN: Approved As Recommended As Modified
Denied Continued
VOTE:
NOTE: Copies of proposals received are available at the Council Office.
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