SR 11-28-2023 5D
City Council
Report
City Council Meeting: November 28, 2023
Agenda Item: 5.D
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To: Mayor and City Council
From: David Martin, Director, Code Enforcement
Subject: Approval of Professional Services Agreement with Data Ticket for
Administrative Citation Processing Services
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section
15061(b)(3)(Common Sense Exemption) of the California Environmental Quality
Act (CEQA) Guidelines.
2. Award RFP #370 to Data Ticket, Inc. for administrative citation processing
services for the Community Development Department.
3. Authorize the City Manager to negotiate and execute an agreement with Data
Ticket, Inc., in an amount not to exceed $214,000 over a five-year period with
future year funding contingent on Council budget approval.
Summary
Code Enforcement Division staff issue Administrative Citations for violations of the
Santa Monica Municipal Code. The City currently uses Data Ticket, Inc. to provide
administrative citation processing services and collection of delinquent fines. The
current agreement with Data Ticket, Inc., will expire on January 25, 2024. Staff
evaluated the proposals and met with both prospective vendors and determined that
Data Ticket, Inc.’s proposal met the needs of the City. Staff recommend that the
Council authorizes the City Manager to negotiate and execute a five-year contract for
administrative citation processing services with Data Ticket, Inc. in an amount not to
exceed $214,000 with future funding contingent on Council budget approval.
Discussion
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Prior to May 2018, payments for Administrative Citations issued by the Code
Enforcement staff were processed by the City’s Finance Department. Under this
system, there were many challenges that staff had to address on a regular basis,
including delinquencies and collections. Therefore, it was determined that it would be
beneficial and more cost effective in the long term to utilize a vendor for issuance and
processing of administrative citations and delinquent fine collections. This decreased
the volume of fines that were unpaid and made the citation process more efficient by
freeing up the officers’ time to investigate and enforce violations of the Santa Monica
Municipal Code rather than pursue unpaid citations.
The Santa Monica Police Department contracted with Data Ticket, Inc. in May 2017
after evaluating three firms through the competitive bidding process. On May 23, 2018,
the City entered into a three-year agreement with Data Ticket, Inc., for the Code
Enforcement Division resulting from the competitive process conducted by the Police
department. Since 2018, Data Ticket, Inc. has been providing citation entry, online
citation management for city personnel and customers, online payment options,
noticing, Franchise Tax Board services, customer service, data management, reporting,
and statistical capabilities. The initial contract was for three years for an amount not to
exceed $40,000. On August 22, 2019, a first modification to the contract was executed
to extend the term through December 31, 2022 and include additional funds, as Data
Ticket, Inc. charges the City a percentage of the revenue they collect in delinquent
fines. On January 24, 2023, a second modification to the contract was executed to
extend the contract through January 31, 2024, to coincide with the termination date of
Data Ticket’s agreement with SMPD and to provide staff with time to conduct a
solicitation process to award a new agreement.
The City conducted a formal RFP solicitation in August 2023 and received two
responses: one from Data Ticket, Inc. and one from TBL Systems, Inc. Data Ticket,
Inc., has been providing administrative citation processing services to the city since
2017. Their proposal provides two pricing options which offers the city with the ability
to either pay a single fee up front for all services or pay for each instance. The Code
Enforcement Division recommends continuing with the pay for each instance option as
some of the services included in both options are not utilized, such as Hearing Schedule
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Letters and Hearing Performance. In addition, there would be no CPI increases for the
duration of the contract.
A response was received from TBL Systems, Inc. an Arizona corporation. TBL
Systems, Inc. provides most of their services to law enforcement agencies by building
web-based cloud systems tailored to each agency’s needs. This process takes about
six months from project initiation through transition to operation with the first-year costs
at $625,000 and over $2.6 million for the five-year period.
Staff from Code Enforcement and the Police Department met with both prospective
vendors who provided an overview of their platforms and the services they provide. It
was determined that Data Ticket, Inc. best meets the needs of the city.
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VENDOR SELECTION
Bidder Recommendation
Best Qualified Firm Data Ticket, Inc.
Evaluation Criteria Customer service, including the size and capabilities of a full-time
dedicated customer call center; staffing levels and whether they are
able to meet or exceed the City’s anticipated volume;
comprehensive cost structure specific to services requested; full
access to data collected by the vendor; ability to receive citation
data in the preferred format; ability to meet the City’s reporting
capabilities; references.
Municipal Code SMMC 2.24.190
RFPs Received
Data Ticket, Inc. TBL Systems, Inc.
RFP Data
Date Posted Posted On Advertise In (City Charter &
SMMC
Date Publicly
Opened
08/14/2023 City’s Online Bidding Site Santa Monica Daily Press 09/11/2023
Justification to Award
Based on the evaluation criteria above and the criteria in SMMC 2.24.190, staff
recommends Data Ticket, Inc. as the best qualified firm to provide Administrative
Citation Services based on previous experience working with the City, their ability to
deliver quality services, their compliance with all City requirements, and fair pricing .
Environmental Review
The agreement is categorically exempt from CEQA pursuant to Section 15061(b)(3) of
the CEQA Guidelines. The agreement is covered by the common sense exemption
which states that CEQA does not apply, “where it can be seen with certainty that there
is no possibility that the activity in question may have a significant effect on the
environment.” This agreement will allow the City to continue to contract with Data
Ticket, Inc. for the processing of administrative citations and the collection of delinquent
fines. Therefore, it can be seen with certainty that the agreement will not result in
adverse physical impacts on the environment, and as such, is categorically exempt from
CEQA.
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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to award a
contract with Data Ticket, Inc. for administrative citation processing and delinquent
citation collection.
Contract Request
Current Year
Request Amount
Amount for
Future Years
FY 2023-24 Budget
Department Account #
Total Contract
Amount
$21,400 $192,600 01700005.550010 $214,000
Future year funding will be contingent upon Council budget approval.
Prepared By: Cheryl Shavers, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Attachment A - Data Ticket, Inc. CSA #4449
B. Attachment B - Data Ticket, Inc. CSA #4449 First Modification
C. Attachment C - Data Ticket, Inc. CSA #4449 Second Modification
D. Data Ticket, Inc. OAKS FY 23-24
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Packet Pg. 139 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 140 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 141 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 142 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 143 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 144 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 145 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 146 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 147 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 148 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 149 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 150 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 151 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 152 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 153 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 154 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 155 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
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Packet Pg. 156 Attachment: Attachment A - Data Ticket, Inc. CSA #4449 [Revision 1] (5998 : Approval of Agreement with Data Ticket for Administrative Citation
DocuSign Envelope ID: E3FBAD33-FE9A-47DD-878B-CC168BDF194A
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Packet Pg. 157 Attachment: Attachment B - Data Ticket, Inc. CSA #4449 First Modification (5998 : Approval of Agreement with Data Ticket for Administrative
DocuSign Envelope ID: E3FBAD33-FE9A-47DD-878B-CC168BDF194A
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Packet Pg. 158 Attachment: Attachment B - Data Ticket, Inc. CSA #4449 First Modification (5998 : Approval of Agreement with Data Ticket for Administrative
DocuSign Envelope ID: E3FBAD33-FE9A-47DD-878B-CC168BDF194A
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Packet Pg. 159 Attachment: Attachment B - Data Ticket, Inc. CSA #4449 First Modification (5998 : Approval of Agreement with Data Ticket for Administrative
DocuSign Envelope ID: E3FBAD33-FE9A-47DD-878B-CC168BDF194A
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Packet Pg. 160 Attachment: Attachment B - Data Ticket, Inc. CSA #4449 First Modification (5998 : Approval of Agreement with Data Ticket for Administrative
1
SECOND MODIFICATION OF
CONTRACTUAL SERVICES AGREEMENT NO. 4449
This Second Modification of Contractual Services Agreement No. 4449 (“Second
Modification”), entered into as of _________________(“Execution Date”), by and be-
tween the City of Santa Monica, a municipal corporation (“City”), and DATA
TICKET, INC. (“DATA TICKET, INC.”) is made with reference to the following:
RECITALS
A. On or about May 23, 2018, City and DATA TICKET, INC. entered into Contrac-
tual Services Agreement No. 4449 (the “Original Agreement”) for the processing
of administrative citations and the collection of delinquent fines.
B. On or about August 22, 2019, City and DATA TICKET, INC. entered into the
First Modification of Agreement Number 4449 (“First Modification”) to extend
the contract term and to increase the contract price.
C. City and DATA TICKET, INC. desire to modify the Original Agreement to ex-
tend the contract term.
TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Origi-
nal Agreement as follows:
1. Section 1 of the Original Agreement entitled “Term” shall be deleted in its entirety
and replaced with the following:
Term. This Agreement begins on the Execution Date and terminates
on January 31, 2024, unless sooner terminated in accordance with Sec-
tion 14 or extended by the parties in writing.
///
///
DocuSign Envelope ID: 3DA699FE-D3CC-4598-A7F8-9AD3A16798EC
1/24/2023
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Packet Pg. 161 Attachment: Attachment C - Data Ticket, Inc. CSA #4449 Second Modification (5998 : Approval of Agreement with Data Ticket for Administrative
2
2. Execution in Counterparts. This Second Modification may be executed in coun-
terparts with the same effect as if both parties hereto had executed the same docu-
ment. All counterparts shall be construed together and shall constitute a single
modification. Any signature to this Second Modification transmitted electroni-
cally through DocuSign or PDF shall be deemed an original signature and be bind-
ing upon the parties hereto.
3. Except as expressly modified by this Second Modification, all other terms and con-
ditions of the Original Agreement shall be and remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Second Modification as of
the date and year first written above.
ATTEST:
______________________________
NISE AgNDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________
LANE DILG
City Attorney
CITY OF SANTA MONICA,
a municipal corporation
By:
______________________________
RICK COLE
City Manager
DATA TICKET, INC. Corporation
#VENDOR
By:
_______________________________
DocuSign Envelope ID: 3DA699FE-D3CC-4598-A7F8-9AD3A16798EC
1/20/2023
City Attorney
DOUGLAS SLOAN
Chief Operating Officer
Brook Westcott
Data Ticket, Inc.
1/20/2023
1/24/2023
City Manager
David White
1/25/2023
Denise Anderson-Warren
City Clerk
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Packet Pg. 162 Attachment: Attachment C - Data Ticket, Inc. CSA #4449 Second Modification (5998 : Approval of Agreement with Data Ticket for Administrative
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Packet Pg. 163 Attachment: Data Ticket, Inc. OAKS FY 23-24 (5998 : Approval of Agreement with Data Ticket for Administrative Citation Processing Services)
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Packet Pg. 164 Attachment: Data Ticket, Inc. OAKS FY 23-24 (5998 : Approval of Agreement with Data Ticket for Administrative Citation Processing Services)
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Packet Pg. 165 Attachment: Data Ticket, Inc. OAKS FY 23-24 (5998 : Approval of Agreement with Data Ticket for Administrative Citation Processing Services)
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Packet Pg. 166 Attachment: Data Ticket, Inc. OAKS FY 23-24 (5998 : Approval of Agreement with Data Ticket for Administrative Citation Processing Services)