SR-701-014 (5)
F:/finance/Treas/Share/Parking processing RFP Comparisons 03.04/City Council Staff Report.doc
City Council Meeting: March 25,2003 Santa Monica, CA
To: Mayor and Council Members
From: City Staff
Subject: Agreement with ACS State and Local Solutions for Parking Citation
Processing And Adjudication Services
Introduction:
This report recommends that the City Council authorize the City Manager to negotiate
and execute a five-year agreement with ACS State and Local Solutions for parking
citation processing and adjudication services.
Background:
The cities of Santa Monica, Beverly Hills, Culver City and West Hollywood contract
jointly for processing of parking citations and adjudication services with Turbo Data Inc.
The current contracts expire on June 30, 2003. A Request for Proposal (RFP) was sent
to fourteen vendors on behalf of Culver City, Santa Monica, and West Hollywood, which
realize individual cost savings and other benefits by contracting as a group. The City of
Beverly Hills has opted to perform many of the duties in-house next year and therefore
was not part of this RFP.
Discussion:
Six vendors submitted proposals. The two lowest bidders that met the requirements of
the RFP were selected for further review. ACS State and Local Solutions and Turbo
Data Systems, Inc. were evaluated based on their ability to meet the requirements of
the RFP, as determined by a nine-member evaluation team including representatives
from each city who made a thorough review of the proposals. Interviews, on-site
inspections of vendor facilities and work systems, plus reference checks were
conducted. Each member of the evaluation team independently rated the vendors on
six evaluation criteria: cost effectiveness, response to scope of services required,
reference checks, panel interview, site visit and ability to implement the contract.
Santa Monica and West Hollywood?s staff selected ACS State and Local Solutions
based on the above criteria and process. Culver City staff selected Turbo Data Systems
Inc. because its parking enforcement generates more handwritten (verses electronic)
citations, and Turbo Data Systems provided more cost-effective pricing for Culver City?s
enforcement practice. Removal of Culver City from the joint arrangement will not affect
Santa Monica?s costs, which are determined by volume. It will mean, however, that
recipients of Santa Monica citations, who currently have the option of attending parking
citation administrative hearings in the cities that are part of the joint agreement, would
no longer be able to attend hearings in Culver City. During the last ten years, only
4.5% of Santa Monica parking citations administrative hearings was heard in Culver City
so this is expected to have a minimal impact. In addition, Culver City will no longer
participate in the joint cities booting and towing program for vehicles with five or more
parking citations. However, Santa Monica and West Hollywood are pursuing the
possibility of having the City of Los Angeles join our program, since they also contract
with ACS for parking citation processing.
Budget/Financial Impact:
Funding for these services will be included in the FY 2003/2004 budget in account
number 01274.544390.
Recommendation:
It is recommended that the City Council authorize the City Manager to negotiate and
execute an agreement with ACS State and Local Solutions to provide parking citation
processing and adjudication services.
Prepared by: Mike Dennis, Director of Finance
David Carr, Acting City Treasurer
Debby Sowers, License, Permit and Parking Citation Supervisor