CONTRACT 6539 Professional Services AgreementAgreement No. 6539
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
Phoenix Group Information Systems
This AGREEMENT is entered into this 31d day of January 2023, by and between
the CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and
Phoenix Group Information Systems, a California Corporation ("CONSULTANT").
1. CONSIDERATION.
X As partial consideration, CONSULTANT agrees to perform the work listed
in the SCOPE OF SERVICES, below;
Bw As additional consideration, CONSULTANT and CITY agree to abide by
the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not
to exceed fifty -thousand dollars 50,000-06per fiscal year for
CONSULTANT's services. CITY may modify this amount as set forth
below. Unless otherwise specified by written amendment to this
Agreement, CITY will pay this sum as specified in the Scope of
Services/Exhibit'A," which is incorporated by reference.
2. SCOPE OF SERVICES,
A. CONSULTANT will perform services listed in the attached Scope of
Services which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies
and materials, equipment, printing, vehicles, transportation, office space
and facilities, and all tests, testing and analyses, calculation, and all other
means whatsoever, except as herein otherwise expressly specified to be
furnished by CITY, necessary or proper to perform and complete the work
and provide the professional services required of CONSULTANT by this
Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at
the time of performance utilized by persons engaged in providing similar services. CITY
will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of
any deficiencies and CONSULTANT will have fifteen (15) days after such notification to
cure any shortcomings to CITY's satisfaction. Costs associated with curing the
deficiencies will be borne by CONSULTANT.
Agreement No. 6539
4. PAYMENTS, For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "A") the tasks performed, the percentage of the task completed during the billing
period, the cumulative percentage completed for each task, the total cost of that work
during the preceding billing month and a cumulative cash flow curve showing projected
and actual expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT
for current services are within the current budget and within an available, unexhausted
and unencumbered appropriation of the CITY. In the event the CITY has not
appropriated sufficient funds for payment of CONSULTANT services beyond the current
fiscal year, this Agreement will cover only those costs incurred up to the conclusion of
the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ("Manager") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ("Additional
Work") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B� If CONSULTANT believes Additional Work is needed to complete the
Scope of Work, CONSULTANT will provide the Manager with written
notification that contains a specific description of the proposed Additional
Work, reasons for such Additional Work, and a detailed proposal
regarding cost.
C. Payments over $56 666.00 per fiscal year for Additional Work must be
approved by CITY's city council. All Additional Work will be subject to all
other terms and provisions of this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:.
Carefully investigated and considered the scope of services to be
performed;
Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
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B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully
acquainted with the conditions there existing, before commencing the
services hereunder. Should CONSULTANT discover any latent or
unknown conditions that may materially affect the performance of the
services, CONSULTANT will immediately inform CITY of such fact and will
not proceed except at CONSULTANT's own risk until written instructions
are received from CITY.
8. TERM. The term of this Agreement will be from Januaa 3 2023 to Januaa 3
2024 with the CITY's option to renew for two additional one-year periods. Unless
otherwise determined by written amendment between the parties, this Agreement will
terminate in the following instances:
A. Completion of the work specified in Scope of Services/Exhibit "A",
B. Termination as stated in Section 16,
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under
Section 23 of this Agreement; and
CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving
written authorization to proceed, any such professional services are at
CONSULTANT's own risk.
10.TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the
contracted services. If delay occurs, CONSULTANT must notify the Manager within
forty-eight hours (48 hours), in writing, of the cause and the extent of the delay and how
such delay interferes with the Agreement's schedule. The Manager will extend the
completion time, when appropriate, for the completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the
main body of this Agreement takes precedence over the attached Exhibits; this
Agreement supersedes any conflicting provisions. Any inconsistency between the
Exhibits will be resolved in the order in which the Exhibits appear below:
A. Scope of Services
B. Exhibit A: Quote/Proposal
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12. CHANGES. CITY may order changes in the services within the general scope of
this Agreement, consisting of additions, deletions, or other revisions, and the contract
sum and the contract time will be adjusted accordingly. All such changes must be
authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY
resulting from changes in the services will be determined in accordance with written
agreement between the parties.
13.TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and
certificates that may be required in connection with the performance of services under
this Agreement.
15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared
by CONSULTANT under this Agreement will not be construed to operate as a waiver of
any rights CITY may have under this Agreement or of any cause of action arising from
CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant,
or condition contained in this Agreement will not be deemed to be a waiver of any
subsequent breach of the same or any other term, covenant, or condition contained in
this Agreement, whether of the same or different character.
16. TERMINATION,.
A. Except as otherwise provided, CITY may terminate this Agreement at any
time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's
mutual consent. Notice will be in writing at least thirty (30) days before the
effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately
cease performance under this Agreement unless otherwise provided in the
termination notice. Except as otherwise provided in the termination notice,
any additional work performed by CONSULTANT after receiving a
termination notice will be performed at CONSULTANT" own cost; CITY
will not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data,
studies, surveys, drawings, maps, reports and other materials prepared by
CONSULTANT will, at CITY's option, become CITY's property, and
CONSULTANT will receive just and equitable compensation for any work
satisfactorily completed up to the effective date of notice of termination,
not to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may
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procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this
Section.
17.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps,
models, photographs and reports prepared by CONSULTANT under this Agreement are
CITY's property. CONSULTANT may retain copies of said documents and materials as
desired, but will deliver all original materials to CITY upon CITY's written notice. CITY
agrees that use of CONSULTANT's completed work product, for purposes other than
identified in this Agreement, or use of incomplete work product, is at CITY's own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art
work, prepared pursuant to this Agreement, will be released by CONSULTANT to any
other person or public CITY without CITY's prior written approval. All press releases,
including graphic display information to be published in newspapers or magazines, will
be approved and distributed solely by CITY, unless otherwise provided by written
agreement between the parties.
19.INDEMNIFICATION.
A. CONSULTANT agrees to the following:
L Indemnification for Professional Services. CONSULTANT will
save harmless and indemnify and at CITY's request reimburse
defense costs for CITY and all its officers, volunteers,
employees and representatives from and against any and all
suits, actions, or claims, of any character whatever, brought
for, or on account of, any injuries or damages sustained by
any person or property resulting or arising from any negligent
or wrongful act, error or omission by CONSULTANT or any of
CONSULTANT's officers, agents, employees, or
representatives, in the performance of this Agreement.
ii. Indemnification for other Damages. CONSULTANT indemnifies
and holds CITY harmless from and against any claim, action,
damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of this Agreement, or its
performance. Should CITY be named in any suit, or should
any claim be brought against it by suit or otherwise, whether
the same be groundless or not, arising out of this Agreement,
or its performance, CONSULTANT will defend CITY (at CITY's
request and with counsel satisfactory to CITY) and will
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indemnify CITY for any judgment rendered against it or any
sums paid out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will
survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any
approval of said insurance by CITY, are not intended to and will not in any
manner limit or qualify the liabilities and obligations otherwise assumed by
CONSULTANT pursuant to this Agreement, including, without limitation, to
the provisions concerning indemnification.
20.ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without
CITY's written approval are prohibited and will be null and void.
21.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work
and the manner in which is it performed. CONSULTANT will be free to contract for
similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in
any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct
CONSULTANT as to the details of doing the work or to exercise a measure of control
over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
22.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free
access at all reasonable times to such records, and the right to examine and audit the
same and to make transcript therefrom, and to inspect all program data, documents,
proceedings and activities. CONSULTANT will retain such financial and program
service records for at least three (3) years after termination or final payment under this
Agreement.
23.INSURANCE,
A. Before commencing performance under this Agreement, and at all other
times this Agreement is effective, CONSULTANT will procure and
maintain the following types of insurance with coverage limits complying,
at a minimum, with the limits set forth below:
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Agreement No. 6539
Type of Insurance Limits
Commercial general liability: $1,000,000
Errors and Omissions Insurance (E&O) $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the
requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of
insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name CITY, its officials,
and employees as "additional insureds" under said insurance coverage
and to state that such insurance will be deemed "primary" such that any
other insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such
coverage is available, or on a "claims made" basis if not available. When
coverage is provided on a "claims made basis," CONSULTANT will
continue to renew the insurance for a period of three (3) years after this
Agreement expires or is terminated. Such insurance will have the same
coverage and limits as the policy that was in effect during the term of this
Agreement, and will cover CONSULTANT for all claims made by CITY
arising out of any errors or omissions of CONSULTANT, or its officers,
employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of
Insurance evidencing maintenance of the insurance required under this
Agreement and such other evidence of insurance or copies of policies as
may be reasonably required by CITY from time to time. Insurance must
be placed with insurers with a current A.M. Best Company Rating
equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the
insurance required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from
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payments due to CONSULTANT under this Agreement or terminate
pursuant to Section 16.
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such
approval must approve of the proposed consultant and the terms of compensation.
25.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative
description of progress during the past month for each major task, a description of the
work remaining and a description of the work to be done before the next schedule
update.
26. NOTICES. All communications to either party by the other party will be deemed
made when received by such party at its respective name and address as follows:
If to CONSULTANT: If to CITY:
Phoenix Group Information Systems City of El Segundo, Police Department
2677 N. Main Street, Suite 440 348 Main Street
Santa Ana, CA 92705 El Segundo, CA
(714) 356-2547 (310) 524-2278
Attention: Claire Murphy, Vice President Attention: Management Analyst
Any such written communications by mail will be conclusively deemed to have been
received by the addressee upon deposit thereof in the United States Mail, postage
prepaid and properly addressed as noted above. In all other instances, notices will be
deemed given at the time of actual delivery. Changes may be made in the names or
addresses of persons to whom notices are to be given by giving notice in the manner
prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed
nor retained any company or person, other than CONSULTANT's bona fide employee,
to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not
paid nor has it agreed to pay any company or person, other than CONSULTANT's bona
fide employee, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Agreement.
Should CONSULTANT breach or violate this warranty, CITY may rescind this
Agreement without liability.
29.THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of
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Agreement No. 6539
any other party. There will be no incidental or other beneficiaries of any of
CONSULTANT's or CITY's obligations under this Agreement.
30.INTERPRETATION. This Agreement was drafted in and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action
involving this agreement will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other
agreements expressed or implied, oral or written. There are two 2 Attachments to this
Agreement. This Agreement will bind and inure to the benefit of the parties to this
Agreement and any subsequent successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as
a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or
against either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of
competent jurisdiction to be invalid or unenforceable, then such portion will be deemed
modified to the extent necessary in the opinion of the court to render such portion
enforceable and, as so modified, such portion and the balance of this Agreement will
continue in full force and effect.
35.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this
Agreement and to engage in the actions described herein. This Agreement may be
modified by written amendment. CITY's executive manager, or designee, may execute
any such amendment on behalf of CITY.
36.ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this
Agreement, agreements ancillary to this Agreement, and related documents to be
entered into in connection with this Agreement will be considered signed when the
signature of a party is delivered by facsimile transmission. Such facsimile signature will
be treated in all respects as having the same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will not affect the interpretation of this Agreement.
38.TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39, FORCE MAJEURE. Should performance of this Agreement be prevented due to fire,
flood, explosion, acts of terrorism, war, embargo, government action, civil or military
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Agreement No. 6539
authority, the natural elements, or other similar causes beyond the Parties' reasonable
control, then the Agreement will immediately terminate without obligation of either party
to the other.
40.STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness
and capacity to perform the Agreement in a manner satisfactory to CITY.
CONSULTANT represents that its financial resources, surety and insurance experience,
service experience, completion ability, personnel, current workload, experience in
dealing with private consultants, and experience in dealing with public agencies all
suggest that CONSULTANT is capable of performing the proposed contract and has a
demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[Signatures on next page]
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Agreement No. 6539
IN WITNESS WHEREOF the parties hereto have executed this contract the day
and year first hereinabove written.
CITY OF EL SEGUNDO
Darrell George,
City Manager
ATTEST,
11 k" 0 +fvzl
Tracy Vea ver,
City Clerk
Phoenix Group Information Systems
A w1
Claire Murphy,
Vice President
Taxpayer ID No. 330311833
APPROVED AS TO FORM.
MARK D. HEN L Y, City Attorney
By:
Joaquin zquez, Assistant City Attorney
Approval. -
Risk Manager
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Agreement No. 6539
scup[- or- SE-kylcz-s
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GROUP
PHOENIX GROUP Information Systems, a California Corporation
2677 N. Main Street, Suite 440
Santa Ana, CA 92705
(Hereinafter referred to as "PHX")
Agrees to provide to:
City of El Segundo Police Department
348 Main Street
El Segundo, CA 90245
(Hereinafter referred to as "AGENCY")
(Citizen, student, cited person Hereinafter referred to as "INDIVIDUAL")
PROCESSING SERVICES PROVIDED
PHX will provide the AGENCY with a citation processing management system and
Online Parking Permit Management System.
1.1 Payment Dispositions: The AGENCY will forward any payment information as well as
cancellations, dismissals, voids, corrections and/or other relevant information pertaining to the
citation(s) status. PHX will update the AGENCY on a monthly basis regarding status of payment
updates. The AGENCY may also update this information directly to the database remotely.
1.2 Re iq stered___Owner _ Information
: PHX will be responsible for maintaining online
communications with the California DMV. This communication is required as part of this
agreement to request registered owner information.
1.. 3 mParkin,g_mD„efinguent Notices:: PHX will generate and mail the notices for citations that have
been referred to PHX by AGENCY following the guidelines set forth in CVC 40207.
Notices are sent from PHX to the Registered Owner (RO) of the cited vehicle. RO information is
gathered from current DMV records. The notice will include all the information included on the
citation and consequences for nonpayment, and/or any additional information required by the
code section. The notice of violation includes a remittance return portion for payment. Additional
letters may be generated if required by AGENCY.
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Agreement No. 6539
2.0 PAYMENT PROCESSING
Payment processing services are provided by PHX for AGENCY. PHX has an internal online
payment processing capability to insure correct payment and due date.
PHX will do everything in its power to reduce duplicate payments.
2....1...........L.nyoicing Invoices for total services provided by PHX (processing, collections, and
additional, (agreed upon) fees, will be sent monthly to AGENCY.
2.2 Bank Returnedr Checks: Fees established by the AGENCY for bank returned checks and
additional follow-up will be included to the citation/account as directed by AGENCY.
2.3 Credit Card Payments: Credit Card payments will be accepted by Phone and/or Internet.
The INDIVIDUAL can have the ability to connect to an optional secured website provided by
PHX. Access to INDIVIDUAL information will be available based on a License Plate or Citation
number. WinciteTM will access, store, and present, data in real time. Data is comprised of
citation and INDIVIDUAL information and includes total amount due (may include credit card
fees) before final authorization is complete. Payments can be made with Discover, MasterCard,
Visa, or AMX. The INDIVIDUAL will be charged a credit card transaction fee of $3.95 or 3.25%
with no additional costs passed on to the AGENCY.
2.4 Credit Card Charge, B„a„ck: The process includes the following:
Charge back notification received by PHX
2. PHX locates the citation(s) that were paid on the transaction being disputed
3. A letter of dispute describing the charge is sent to the credit card company
4. If the dispute is found in favor of the credit card holder, then the charge back is accepted
and a notice of unpaid fees are sent to the registered owner
5. PHX reverses the payment of the citation(s) and reopens the citation(s) immediately
6. PHX enters notes regarding the credit card payment information including, but not
limited to:
a. Original Transaction ID(s)
b. Chargeback ID(s)
c. Any pertinent correspondence regarding the charge back
7. Charge back paperwork is then filed by PHX for later retrieval if necessary
8. Charge backs are reflected in the monthly reporting
2.5 Bank Account and Depositing Procedures:
Mail (INDIVIDUAL Non -Electronic Payments) will be picked up from a local Post Office daily and
normally processed within 24 hours. The bank deposits are endorsed to the bank selected by
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Agreement No. 6539
your AGENCY. Payments can be taken at both AGENCY site and at PHX. AGENCY shall have
an internal on-line payment processing capability to enter payment data.
2.6 Changes to Pa rvment Processing Procedures
The AGENCY retains the right to change the banking procedure. Changes to the procedure will
be agreed upon in writing between the AGENCY and PHX.
3.0 CUSTOM WEBSITE
PHX will create a website and link for public inquiry and payment. The website will simulate the
AGENCY'S existing website to provide consistency when the public is transitioning from the
AGENCY'S existing website to PHX provided pay site. Website will be integrated with any
existing PHX web services.
The credit card option will be set-up and maintained by PHX at no additional costs to AGENCY.
The services include:
1. Setting up a custom header and footer based on graphics approved by AGENCY
2. All merchant fees
3. Internet security and website fees
4. Provide for the ability to make payments, contest the citation, and provide any
governing rules that are applicable
3.....1........Remwote wData Entry: Remote data entry capability will be provided via the Internet using
Internet Explorer and WinciteTM. Each operator within the AGENCY will be set up with a unique
password and security level. Individual function levels will include view only, edit, add, and
dismiss/void, capabilities.
3.2 User accounts; Accounts may be established by the AGENCY and/or PHX. Access is limited
to employees of the AGENCY only. This limitation specifically excludes PHX and/or consultants.
Exceptions to the limitation must be approved in writing by PHX and AGENCY.
3.3 ...
and rare1Sof ware E uiprrWt} Requirements: A minimum operating system with
Microsoft Internet Explorer 7.0 or greater and Windows XP Pro or greater will be required by the
AGENCY to access systems and services provided by PHX. PHX will provide WinciteTM to the
AGENCY for citation data and reporting access. Any license requirements to operate any
software not provided by PHX will be the responsibility of the AGENCY.
3.4 Online PHX Services Provided. PHX will provide the following to the AGENCY:
1. Access to the citation data is available by citation number, vehicle license number,
name, or VIN number
2. All citation information
3. Current status of the citation
4. Delinquent notice information, due date, mailing date
5. Administrative review, hearing court appeals, and disposition information
6. Payment information, including all date, amounts, and payment codes
7. Registered owner information and Electronic facsimile of the original citation
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Agreement No. 6539
3.5 ..A....0i aL Pr ogramming_ The AGENCY is responsible to notify PHX of any additional
programming needed.
Additional Programming $150.00 Per HouTn additional programming outside scope of
ra ct
...
3.._6 Data Conversion: If Agency has open, outstanding citations that need to be converted into
the Wlncite System
y for additional processing including DMV holds and releases.
Data Conversion $150.00 Per Hour TBD based on the size of the data conversion
land cite stage.
4.0 ................"ORTING
PHX will supply AGENCY with electronic monthly reporting. The reports will be supplied to the
AGENCY in a PDF format available for access, using Adobe Reader, with the option to export to
Excel. The reports will include (if applicable) but is not limited to the following: (Additional
requirements to be submitted to PHX in writing.)
1. Monthly Billing Report
2. Officer Summary Report
3. Officer Summary Y-T-D Monthly Recap
4. Void/Dismiss Report by Operator
5. Habitual Offender Hot Sheet Report and Detail
6. DMV Monthly Reports
7. Out of State Revenue Detail Report
8. Revenue Collection Detail Report
9. Revenue Distribution Surcharge Report
10. Contested Citations pending and outcome
11. Refunds `Due' Report
12. FTB or Special Collections Report
The monthly production report schedule may change as needed. Reporting information may
also be provided to the AGENCY in Excel or other method mutually agreeable to both parties.
Additional requirements to be submitted to PHX in writing for all custom reports.
50 SURCHARGES
It is the responsibility of the AGENCY to identify and outline to PHX all surcharges (fees)
applicable for the AGENCY. PHX will provide a monthly Surcharge Disbursement Report that
includes the surcharges identified by the AGENCY as part of the monthly reports as identified in
Section 4.0 REPORTING. The AGENCY will disburse surcharges funds directly to the County; if
applicable.
6.0 OWNERSHIP OF SOFTWARE
AGENCY acknowledges that the software provided by PHX and software programs provided by
PHX and used by the AGENCY have been developed by PHX. The software provided is the
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Agreement No. 6539
PROPIETARY AND INTELECTUAL PROPERTY of PHX. AGENCY agrees that all rights to any
intellectual property is Confidential Information and shall remain the exclusive property of the
PHX.
7.0 COLLECTIONS AND FTB
PHX will pursue INDIVIDUALS with unpaid citations that meet the criteria of special collections
and/or Franchise Tax Board collections (FTB). PHX Collections Criteria includes: Not paid, Not
suspended, and in an OPEN status. PHX will mail out a delinquent letter of warning. If the
citation remains unpaid PHX will use one or several collections efforts including but not limited
to: Special Collections and/or FTB Collections.
All payment updates by FTB will be forwarded to PHX by AGENCY for updating and reporting.
8.0 Parking Citation Processing_Program Costs
In consideration of the services provided to the AGENCY the AGENCY agrees to pay the
following fee schedule:
Phoenix Group Information Systems Service Agreement July 17, 2022
Email: clientrelations@phxgis.com
-5-
Agreement No. 6539
x
Parking Citations Cloud Based Database Access,
Custom Website, Live On -Site Bilingual Customer $695.00
Service, Reports, Adjudication Services, DMV
Monthly Fee Registered Owner Lookup; DMV HOLDS and
RELEASES. Payment Plans, Monthly Revenue
Reconciliation. Unlimited Agency User Access.
Per Electronic Cite Processed
Per Electronic Cite Processed
$0.40
Hand Written Cite Processed (includes data entry
$0.60
Out of State processing includes any costs charged
Out of State citations
by the state for the registered owner. The percentage
$0.25
is only for citations that are collected.
A notice of violation (delinquent notice) is sent after
Notice of Violation / Delinquent
an INDIVIDUAL received the initial citation as a
Notice
courtesy reminder. If applicable, A second notice of
$0.75
delinquency is sent if the payment is not made by the
initial due date.
Payment Processing/Updates
Cost per payment processed included
I°°"IR III Ih , IF CIII°°ibARGE
Postage*
Current First Class rates will be charged for all
First Class Rates
correspondence mailed. Agency will be notified of any
postal increase.
A credit card processing fee of $4.95 or 4.25%,
whichever is greater, will be charged to the
Credit Card Payments
INDIVIDUAL at no cost to the AGENCY.
Included
If a chargeback occurs, the citation is re -opened and
$30.00
Credit Card Chargebacks
the administrative fee is added — pass though cost for
Pass through cost to
the Agency.
Agency
Special letters are custom notices used as follow-up
Special Custom Letter
for hearing dates, review results, hearing results, or
$1.25
habitual violations (Scofflaw), Pre -intercept letters.
NSF Bank returned checks
Bank account must be accessed and controlled by
$10.00
PHX. (Optional Service)
Bank account must be accessed and controlled by
Refunds
PHX. The AGENCY will approve (In writing) each
$5.00
refund in advance of disbursement. (Optional
Service
Expedited Collections
If bail amount is recovered after 90 days.
15%
FTB Collections
Activated Based on age of collections. Percentage is
15%+ $1.35 per SSN#
based on bail amount collected. (Optional Service)
look u
Phoenix Group Information Systems Service Agreement July 17, 2022
Email: clientrelations@phxgis.com
-6-
Agreement No. 6539
Included
This service charge of $95.00 a month was waived
Online Contesting 1"'°"Il.E.E OF
and included at no cost.
011ARGE
Training full graining of Winbite software for Agency Included
Training Staff., All training sessions can be digRally recorded FII EIE Ill-�
and ,given to the Agency for future use and reference. CIHI
ARGE
A video will be provided for future training purposes.
Services for the above -mentioned items include:
✓ Data entry of manually written citations performed within 24 hours of receipt
✓ Quality assurance verification of manually entered citations
✓ Scanning of all manually written citations onto our network for storage and ease of retrieval
✓ Bi-monthly shredding of manually written citations
✓ Electronic transfer of all electronically written citations, recordings, videos and photographs
Delinquent Notice Cost: Services for the above -mentioned item include:
✓ Semi -custom Notice that is printed on an 8'/2 x 11" piece of paper with a perforated tear -of
payment stub provided in a window envelope
✓ All notices are attached to the citation online and are viewable via the web
✓ All notices sent via 1 st Class Mail, postage included
✓ All notices include a return envelope in which the responsible party may submit payment
Delinquent Collections:
✓ This fee will be assessed, assuming a first notice has been sent to the registered owner/individual
and the citation is not on hold for any reason.
✓ All notices are sent via First Class mail and all notices are printed on an 8'/2 x 11" sheet of paper
and folded into a window envelope; in addition, a window envelope is provided for the recipient to
return payment
✓ All notices are attached to the citation online and are viewable via the web.
✓ If PHX does not collect on a citation that is delinquent, the Agency does not owe this fee
✓ Notices will be sent via 1 st Class Mail, and PHX will be responsible for the cost incurred and all
customer service and payment entry.
Franchise Tax Board Processing:
✓ SSN Look -up: This fee will be assessed to lookup a social security number associated with a
particular responsible party and address
This charge is charged per unique SSN, not per citation FTB Collections
✓ FTB Collections: This fee is charged if a citation is paid at the Franchise Tax Board.
✓ This charge is not combined with any other charge; for example, if a citation is rolled to delinquent
status and paid at FTB, only the 15% of revenue collected will be charged
Phoenix Group Information Systems Service Agreement July 17, 2022
Email: clientrelations@phxgis.com
-7-
Agreement No. 6539
Collections:
✓ This fee is charged if a citation is paid at Collections
✓ This charge is not combined with any other charge; for example, if a citation is rolled to delinquent
status and paid at Collections, only the 26% of revenue collected will be charged
Adjudication Service;
✓ Scanning and Scheduling of Hearing
✓ PHX will review all documentation received by the Appellant and determine whether the request
received within the required timeframe
✓ If the request was received within the required timeframe, PHX's Adjudication Department will
place the citation on an Administrative Hearing Request Hold and scan all received
documentation into the Solution where it is displayed on the web for the Agency's Staff and the
Hearing Officer
✓ If the request is received outside the required timeframe, the Agency will have the option to
proceed as though the request was received within the timeframe or it may elect to have PHX
send a "time expired letter" rejecting the appeal
✓ PHX will work with the designated Hearing Officer to schedule the Hearing based on either a pre-
determined schedule or an ad hoc basis, depending on the Agency's schedule
Hearing Schedule & Disposition Letters:
✓ PHX will send a custom disposition letter to the Appellant via 1 st Class Mail, Postage Included
✓ All letters are attached to the citation online and are viewable via the web
✓ Disposition letters will be sent Monday — Friday
Online Access for the Agency's Customers/ Public:
✓ Included The Agency's Customers will have the ability to perform the following functions online:
✓ View real-time citation(s) data
✓ Pay for a single or many citation(s)
✓ Accept payment via VISA„ MasterCard, Discover and American Express credit/debit cards
✓ Request a Hearing online and attach up to 3 supporting documents
✓ Print a receipt
✓ View pictures of the citation taken by the issuing officer (if the Agency allows)
Online Access for the Agency's Staff:
✓ Included Access to the Agency's data is based on unique usernames and passwords assigned to
everyone who requires access to the system. PHX does not limit the number of individuals who
have access to the system and the number and types of access can change at any point with a
simple email request to PHX.
✓ Our Solution is setup to maintain a complete audit trail for each transaction in the system so that
the username is displayed next to every transaction in the system, indicating who performed the
transaction and when. Dependent on the access rights provided to each Agency Staff member,
the following capabilities are available:
✓ View real-time citation(s) data, including pictures taken by the Issuing Officer
Phoenix Group Information Systems Service Agreement July 17, 2022
Email: clientrelations@phxgis.com
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Agreement No. 6539
✓ Accept payment via VISA, MasterCard, Discover and American Express credit/debit cards
✓ Accept payment via Cash, Check or Money Order
✓ Process NSFs, Charge -backs and Refunds
✓ Reduce or increase violation amounts, dismiss citations, void citations and place a citation on
hold
✓ Change citation data, including violations, date, time, location, comments, and others
✓ Generate a time expired or letter of non -responsibility for a citation in the adjudication process
✓ View the complete reason for the Hearing Request and supporting documentation provided by
the Appellant directly online
✓ Edit Appellant information
✓ Upload disposition documents sent to the Agency via US Mail
✓ Add a note to a citation and see all comments added to the citation
✓ View the reason for the 2nd Level Administrative Hearing Request online and view the supporting
documentation provided by the Appellant, directly online
✓ Print a receipt with or without responsible party information
Reporting:
✓ PHX offers 24 reports online for our Clients to generate, print and re -print 24/7. We provide real-
time reports that can be generated for any timeframe required and we provide pre-
processed/month-end reports that reflect the month -end view of data.
✓ All reports are available online through our Wincite Software Solution.
✓ All reports are generated are available in both PDF and Excel.
Manual Payment Processing: Included:
✓ Manually received payments (checks, cash, money orders and credit card payments sent via US
Mail) are received at our PO Box in Santa Ana where a bonded and insured courier picks up the
mail daily and delivers it to our Santa Ana office.
✓ On -site Mail Department opens, sorts and batches the payments before providing them to our on -
site Data Entry Department
✓ After double-blind entry of each payment, the citations are updated by our Quality Assurance
team
✓ Payments are then provided to our Accounting Department where daily deposit slips are
completed and provided to a bonded, insured courier who takes them to the bank
Customer Service:
✓ PHX provides a live, bi-lingual, on -site Customer Service Department that is fully trained to
answer questions related to citation issuance, payment, adjudication, FTB, Collections.
✓ All calls are recorded to quality assurance and recordings can be sent to the Agency at any time
for review
✓ PHX's IVR is bi-lingual and accessible via several toll -free numbers; the IVR provides real-time
information to the caller regarding current status, including the amount due
✓ The IVR accepts VISA, MasterCard, Discover, and American Express
Phoenix Group Information Systems Service Agreement July 17, 2022
Email: clientrelations@phxgis.com
-9-
Agreement No. 6539
Web Presence:
✓ PHX Solution is 100% web -based: www.paymycite.com ; this is a custom website for the Agency
for complete transparency. This website allows for the Agency and the Agency's
Customers to
access citations online
✓ PCI complaint,TLS1.2 encryption level. McAfee Secure.Trustwave.
✓ Web Content Accessibility Compliance: WCAG20- 20081211/ Level AA, Section
508
i�
.//�%%%/%/�/////l%%///!�%///,,,�i/l%/�//,
Android HHU I Wi-Fi only w/ military grade protective
case. 3 units will be offered to the City as a courtesy,
rBD
includes; Andoird HHU, Wifi only, miltary grade protective
case, TSC %!th.M..l'rtratr,�ttv�.
Wincite Mobile Software License I Unlimited site license; One-time charge
$695.00
per unit ................................... ............ ......... ....................... ........................... ......
...................... ........ ..._.............. ...........................
Software Installation/configuration I One-time charge per unit
$100.00
TSC Alpha 3R I Bluetooth Printer w/ 2-year warranty / Protective
$680.00 per
environmental case,
device
Upgraded TSC models are available, model to be specified upon request.
$1380 per
device
..w_..............................�.
Hardware/Software Support I ongoing monthly charge per unit
LPR real time accessibility I ongoing monthly charge per unit. OPTIONAL
$60.00
...........................................................
LPR Software License & Activation, one time fee per device This service
FfflI :IIE OF CHARGE
no cost. charge of $3995.00 per device was waived and included at
...... ...�......_ ..._ . .........................................................
Training; full training of Wincite Mobile Automated Ticket writing software
_.
PRIEIE OIF� CHARGE
for Agency Staff. All training sessions can be digitally recorded and given
to the Agency for future use and reference. A video will be provided for
future training purposes.
10.1 Payment plans and settlement agreements: If AGENCY chooses to allow payment
arrangements due to INDIVIDUAL financial hardship PHX will establish the number of payments
and the final due date of the citation. The citation will be suspended to an agreed upon date in
Wincite TM in accordance to payment arrangement between the AGENCY and the INDIVIDUAL.
10.2 Postal Increases: In the event of a postal increase PHX will provide the adjustment of fees
to offset the postal increase; such increases will be notified to the AGENCY in writing.
Phoenix Group Information Systems Service Agreement July 17, 2022
Email: clientrelations@phxgis.com
—10—
Agreement No. 6539
RETENTION POLICY 11 0 DATA R „
Data will be removed and/or archived from the system daily. Data archived from the system will
be retained by PHX in an archived database and is retained for a period of five years unless
returned to the AGENCY before that time. The AGENCY has the option to request such data.
data will be: Closed citations: Any citation date older than
__. removal/archival 11.1 Criteria for removal a, ,
18 months, and has been closed for a period of one year. Open citations: Any citations open
that is not on DMV hold, and older than 24months. Regardless of age open citations that are on
DMV files with a hold on the registration will remain on the system until DMV clears the citation.
1...1......2.. Hard copy data: Hard copy files can be returned to the AGENCY or shredded by PHX for
Archival Data Retrieval $150.00 Bi-annual
the AGENCY; this will be done twice a year; if first agreed to in writing by both AGENCY andl
PHX. For example, anything from January - June will be returned to the AGENCY the following
January.
12.0 TERM AND RENEWALS:
Except, as otherwise stated, these terms and conditions shall be in effect between both parties:
Commencing on January 3, 2023 this agreement will be binding until January 3, 2024, with
the option to renew for two additional one year periods. Prices and fees are subject to change
in accordance with the CPI (Consumer Price Index) and State and County municipal fee
schedule. PHX will notify AGENCY of any changes prior to renewal date. AGENCY will be
notified in writing by PHX of any agreement changes and/or fee increases. Changes will
not take effect until written approval received from AGENCY.
12.1 Return and C„tation Data : All electronic and handwritten citations, reports,
_ Ownership of IT_
electronic media, and other relevant documents, shall be the property of the AGENCY and shall
be returned to the AGENCY upon either the completion of this Agreement or the termination of
this Agreement within 15 days. This including copies and reproductions assembled or prepared
by PHX employees, agents, and/or officers, in connection with this Agreement
12.2 Exclusivity: AGENCY agrees to utilize only the services of PHX during the term of
this agreement for the processing of citations and all other signed services. AGENCY also
agrees to not directly, or indirectly, divulge TRADE SECRETS, PROPIETARY,
AND/OR INTELECTUAL PROPERTY of PHX to any unauthorized person or entity.
This Non -Disclosure obligation shall survive the termination of this agreement.
12.3 Books and Records: PHX will maintain adequate books and records for citations
forwarded to PHX for processing. Upon two week written prior notice all records shall be
available for inspection or audit by AGENCY at PHX's location during regular working hours.
13.0 LIMITATION OF LIABILITY
PHX's sole liability to the AGENCY, or any third party, for claims arising out of errors
or omissions in the services provided is as follows: To furnish a correct report or data and
to correct AGENCY files provided that AGENCY promptly advised PHX. PHX shall not have
any liability under this Agreement for any money damages resulting from claims made by
AGENCY for delays, non -service, errors, omissions, interruptions, in the services provided.
Phoenix Group Information Systems Service Agreement July 17, 2022
Email: clientrelations@phxgis.com
-11-
Agreement No. 6539
14.0 INSURANCE
PHX shall procure and maintain for the duration of the contract the following insurance against
claims for injuries to persons or damages of property. Claims may arise from, or in connection,
with the performance of the Contract by PHX agents, representatives, employees, or sub-
contractors.
A. General Liability: $1,000,000 combined single limit for each occurrence.
B. Workers' Compensation as required by the Labor Code of the State of California.
15.0 CONFIDENTIAL/FILE SECURITY
Reasonable security provisions will be provided by PHX to insure the access to AGENCY
computer records and files will be available only to the AGENCY. PHX cannot guarantee
against loss or alteration of computer records but will take extraordinary precautions to prevent
such occurrences. PHX will hold all AGENCY data in strict confidence and shall not provide any
data to any other party unless directed by AGENCY in writing or as ordered by a lawful local,
state, or federal entity.
16.0 SECTION HEADINGS
Section headings that appear in this Agreement are inserted for convenience of reference only
and shall not be construed to be interpretations of text.
17.0 COMMENCEMENT OF WORK
Work shall not commence under the Contract until a fully executed agreement has been
received by PHX and PHX has been given approval to proceed.
18.0 MISCELLANEOUS
18.1 This Agreement shall be governed and construed in accordance with the laws of the State
of California.
18.2 The waiver of any breach of any provision of this Agreement shall not constitute a waiver of
any subsequent breach of the same or other provisions of this agreement.
18.3 If any provision of this Agreement shall not be enforceable the remainder of this Agreement
shall remain in full force.
18.4 All provision of this Agreement shall be binding upon both parties.
Phoenix Group Information Systems Service Agreement
-12-
July 17, 2022
Email: clientrelations@phxgis.com
Agreement No. 6539
18.5 The Agreement contains the entire understanding between PHX and AGENCY upon the
commencement date supersedes and replaces all prior agreements, negotiations, proposals, or
representations, regarding warranty and/or services.
18.6 PHX agrees that it is an independent organization and that its officers and employees are
not employees of the AGENCY, nor are they entitled to any benefits as AGENCY employees as
a result of the execution of this contract.
Accepted: Accepted:
Phoenix Group Information City of El Segundo
Systems
SIGNATURE
TYPE OR PRINTED NAME
TITLE
DATE
SIGNATURE
TYPE OR PRINTED NAME
TITLE
DATE
Phoenix Group Information Systems Service Agreement
-13-
July 17, 2022
Email: clientrelations@phxgis.com
Agreement No. 6539
Phoenix Group Information Systems
2677 N Main Street Suite 440
fSanta Ana, California tof: 1'\l 1 X, 92705
"y AT 1 C,,N" � tio, . Ott t()r' United States
exhib6't-A: awnL&-
l:3repared Il:::'oir Estimate Date Estumate Number
City of El Segundo Police 08/30/2022 000272
Department
348 Main Street
El Segundo, CA 90245
u:�escr� anon
p
ate
t y
A....estal
ine f
2nd Owner Notice
$0.35
17
$5.95
A notice of violation (delinquent notice) is sent after an INDIVIDUAL
received the initial citation as a courtesy reminder. If applicable, A
second notice of delinquency is sent if the payment is not made by the
initial due date.
Collection
$0.15
10642
$1,596.30
If bail amount is recovered after 90 days.
Internet Access
$0.00
1
$0.00
Online Contesting This service charge of $95.00 a month was waived
and included at no cost.
1 st Notice
$0.35
333
$116.55
A notice of violation (delinquent notice) is sent after an INDIVIDUAL
received the initial citation as a courtesy reminder. If applicable, A
second notice of delinquency is sent if the payment is not made by the
initial due date.
Postage for Notice
$0.60
1
$0.60
Current First Class rates will be charged for all
correspondence mailed. Agency will be notified of any postal increase.
Out of State
$0.23
430
$98.90
Out of State processing includes any costs charged by the state for the
registered owner. The percentage is only for citations that are collected,
Convenience Fee
$0.00
1
$0.00
Paid by Individual, included for the City
Citation
$0.40
743
$297.20
Hand Processing $0.00
Agreemept No. 65V 00
Monthly Fee $695.00
Parking Citations Cloud Based Database Access, Custom Website,
Live On -Site Bilingual Customer Service, Reports, Adjudication
Services, DMV Registered Owner Lookup; DMV HOLDS and
RELEASES. Payment Plans, Monthly Revenue Reconciliation.
Unlimited Agency User Access.
Subtotal
Tax
Estimate Total (USD)
Notes
Estimate given based on numbers supplied by the City of El Segundo
Terms
Services for the above -mentioned items include:
• Data entry of manually written citations performed within 24 hours of receipt
• Quality assurance verification of manually entered citations
• Scanning of all manually written citations onto our network for storage and ease of retrieval
• Bi-monthly shredding of manually written citations
• Electronic transfer of all electronically written citations, recordings, videos and photographs
$695.00
2,810.50
0.00
$2,810.50
Delinquent Notice Cost: Services for the above -mentioned item include:
• Semi -custom Notice that is printed on an 8'/z x 11" piece of paper with a perforated tear -of payment stub
provided in a window envelope
• All notices are attached to the citation online and are viewable via the web
• All notices sent via 1st Class Mail, postage included
• All notices include a return envelope in which the responsible party may submit payment
Delinquent Collections:
• This fee will be assessed, assuming a first notice has been sent to the registered owner/individual and the
citation is not on hold for any reason.
• All notices are sent via First Class mail and all notices are printed on an 8 % x 11" sheet of paper and folded
into a window envelope; in addition, a window envelope is provided for the recipient to return payment
• All notices are attached to the citation online and are viewable via the web.
• If PHX does not collect on a citation that is delinquent, the Agency does not owe this fee
• Notices will be sent via 1 st Class Mail, and PHX will be responsible for the cost incurred and all customer
service and payment entry.
Franchise Tax Board Processing:
• SSN Look -up: This fee will be assessed to lookup a social security number associated with a particular
responsible party and address
This charge is charged per unique SSN, not per citation FTB Collections
• FTB Collections: This fee is charged if a citation is paid at the Franchise Tax Board.
• This charge is not combined with any other charge; for example, if a citation is rolled to delinquent status
and paid at FTB, only the 15% of revenue collected will be charged
Collections:
• This fee is charged if a citation is paid at Collections Agreement No. 6539
• This charge is not combined with any other charge; for example, if a citation is rolled to delinquent status
and paid at Collections, only the 26% of revenue collected will be charged
Adjudication Service;
• Scanning and Scheduling of Hearing
• PHX will review all documentation received by the Appellant and determine whether the request received
within the required timeframe
• If the request was received within the required timeframe, PHX's Adjudication Department will place the
citation on an Administrative Hearing Request Hold and scan all received documentation into the Solution
where it is displayed on the web for the Agency's Staff and the Hearing Officer
• If the request is received outside the required timeframe, the Agency will have the option to proceed as
though the request was received within the timeframe or it may elect to have PHX send a "time expired letter"
rejecting the appeal
• PHX will work with the designated Hearing Officer to schedule the Hearing based on either a pre -determined
schedule or an ad hoc basis, depending on the Agency's schedule
Hearing Schedule & Disposition Letters:
• PHX will send a custom disposition letter to the Appellant via 1 st Class Mail, Postage Included
• All letters are attached to the citation online and are viewable via the web
• Disposition letters will be sent Monday — Friday
Online Access for the Agency's Customers/ Public:
• Included The Agency's Customers will have the ability to perform the following functions online:
• View real-time citation(s) data
• Pay for a single or many citation(s)
• Accept payment via VISA, MasterCard, Discover and American Express credit/debit cards
• Request a Hearing online and attach up to 3 supporting documents
• Print a receipt
• View pictures of the citation taken by the issuing officer (if the Agency allows)
Online Access for the Agency's Staff:
• Included Access to the Agency's data is based on unique usernames and passwords assigned to everyone
who requires access to the system. PHX does not limit the number of individuals who have access to the
system and the number and types of access can change at any point with a simple email request to PHX.
• Our Solution is setup to maintain a complete audit trail for each transaction in the system so that the
username is displayed next to every transaction in the system, indicating who performed the transaction and
when. Dependent on the access rights provided to each Agency Staff member, the following capabilities are
available:
• View real-time citation(s) data, including pictures taken by the Issuing Officer
• Accept payment via VISA, MasterCard, Discover and American Express credit/debit cards
• Accept payment via Cash, Check or Money Order
• Process NSFs, Charge -backs and Refunds
• Reduce or increase violation amounts, dismiss citations, void citations and place a citation on hold
• Change citation data, including violations, date, time, location, comments, and others
• Generate a time expired or letter of non -responsibility for a citation in the adjudication process
• View the complete reason for the Hearing Request and supporting documentation provided by the Appellant
directly online
• Edit Appellant information
• Upload disposition documents sent to the Agency via US Mail
• Add a note to a citation and see all comments added to the citation
• View the reason for the 2nd Level Administrative Hearing Request online and view the supporting
documentation provided by the Appellant, directly online
• Print a receipt with or without responsible party information
Reporting:
• PHX offers 24 reports online for our Clients to generate, print and re -print 24/7. AwowTi N- PnAR4ts
that can be generated for any timeframe required and we provide pre-processed/month-end reports that
reflect the month -end view of data.
• All reports are available online through our Wincite Software Solution.
• All reports are generated are available in both PDF and Excel.
Manual Payment Processing: Included:
• Manually received payments (checks, cash, money orders and credit card payments sent via US Mail) are
received at our PO Box in Santa Ana where a bonded and insured courier picks up the mail daily and delivers
it to our Santa Ana office.
• On -site Mail Department opens, sorts and batches the payments before providing them to our on -site Data
Entry Department
• After double-blind entry of each payment, the citations are updated by our Quality Assurance team
• Payments are then provided to our Accounting Department where daily deposit slips are completed and
provided to a bonded, insured courier who takes them to the bank
Customer Service:
• PHX provides a live, bi-lingual, on -site Customer Service Department that is fully trained to answer
questions related to citation issuance, payment, adjudication, FTB, Collections.
• All calls are recorded to quality assurance and recordings can be sent to the Agency at any time for review
• PHX's IVR is bi-lingual and accessible via several toll -free numbers; the IVR provides real-time information
to the caller regarding current status, including the amount due
• The IVR accepts VISA, MasterCard, Discover, and American Express
Web Presence:
• PHX Solution is 100% web -based: www.paymycite.com ; this is a custom website for the Agency for
complete transparency. This website allows for the Agency and the Agency's Customers to access citations
online
• PCI complaint,TLS1.2 encryption level. McAfee Secure.Trustwave.
• Web Content Accessibility Compliance: WCAG20- 20081211 / Level AA, Section 508