SR-6-R (12)
6-R
FD:CMD:RB:DS:br/conturbo.word.pobas
Council Meeting: March 23, 1993
Santa Monlcat Callfornia
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TO:
Mayor and City Councll
FROM:
city staff
SUBJECT:
Recommendatlon to Authorize the City Manager to
Negotiate and Execute a Contract with Turbo Data
systems, Inc. for Parklng citatlon Processing and
Payment Recelpt SerVlces
INTRODueTION
This report recommends that the City Council authorize the city
Manager to negotiate and execute a flve-year contract with Turbo
Data Systems, Inc. for parklng citation processing and payment
recelpt services.
BACKGROUND
In an effort to reduce parklng citation processlng costs and to
contract out payment receipt serVlces currently belng performed
by the city, a Request for Proposal (RFP) for these services was
lssued. The RFP was sent to nlne flrms and seven flrrns submltted
proposals. Of the respondlng flrms, two were ellminated as thelr
proposed fees were substantlally higher than the other proposers,
and one flrm was eliminated as it had ceased operatlons.
EVALUATION OF FINALIST FIRMS
The four flnallst flrms were: Turbo Data Systems, Inc.t Enforce-
ment Technology, Inc., Lockheed Informatlon Management Services,
and the City of Inglewood.
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The evaluatIon process consIsted of a thorough reVIew of pro-
posals, vendor intervIews and on-site InspectIons of vendor
facIll tIes and work systems. The evaluatIon team conslsted of
representatives from the city Manager's OffIce, Finance
Department and the PolIce Department. At the end of the
evaluatlon process, each evaluatIon team member independently
rated each fInalIst on thirteen evaluation crIteria ranglng from
cost of the various serVIces to be provided, quality of services
provIded to the public, and effectiveness of payment receipt
procedures. Each of the thirteen criteria were weighted to
reflect ItS relatIve Importance to the CIty.
Turbo Data Systems, Inc. receIved the highest overall evaluatlon
score. Selection of this vendor, who currently processes parking
cltatlons for the Cities of Santa Monica, Beverly Hills and West
Hollywood, wIll enable the CIty to contInue eXIsting procedures
for cooperatIve processing of scofflaws (I.e. vIolators with fIve
or more vIolatIons) v-ll th these cities. Contracting with Turbo
Data Systems, Inc. will also facilitate a trl-clty cooperatIve
effort to Implement the new parkIng CItatIon administrative
hearIng process required by state law to be implemented by July
1, 1993.
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FINANCIAL AND BUDGET IMPACT
The eXlstlng cost for processlng each issued parking citation is
$.62.
Turbo Data Systems, Inc. initlally bid $.59 per cltatlon,
but staff subsequently negotlated a rate of $.56 for the f lrst
two years and $.59 for year three, as part of a five-year
contract.
The rates for years four and flve are still being
negotlated vIi th the vendor.
For the first three years of the
contract, the net savlngs to the Clty lS $60,000.
In addltlon,
Turbo Data Systems, Inc. proposed to prov1de payment receipt
services for an add1t1onal $.29 per c1tation.
For the first
three years of the contract th1S 1S approxiJ'l1ately $30,000 less
than what it currently costs city staff to provide the same
serVIces.
Hence, over the next three years, the Clty will
real~ze a total cost reductIon of $90,000.
Suff1C1ent budget authority 1S 1n the CIty's FY1992-93 budget to
lmplement these new fees.
RECOMMENDATION
It is recommended that the CIty Manager be authorized to
negotiate and execute a f1ve-year contract wlth Turbo Data
Systems, Inc.
Prepared By: Mlke Denn1s, D1rector of Finance
Ralph Bursey, CIty Treasurer/Revenue Manager
Debby Sowers, License, Permit and Parking Citation
ProceSSIng Supervisor
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