CONTRACT 4223-1 Other CLOSEDTask Order No. 4223 -1
Contract No,
Service Agreement Change Notice 4223
ISSUED BY: Change Notice:
Professional Account Management LLC 2016 -01
Dean Viereck
Western Region Manager ' ,' %
One Manchester Blvd 6th floor J'°
Inglewood, CA 90309 Effective Date:
3/21/2016
dviereck @duncansolutions.com
(310) 695 -3278 O
(562) 619 -5439 M
Contract Title:
Parking Citation Management Services for the City of El Segundo, CA
Reference Document Attached:
Exhibit A Services and Pricing Schedule
Contract Adjustment: Contract Term:
The Contract Amount is: The Contract Term is: 6/1/2011 — 5/31/2016, option for 5 yr
X Not Changed Increased Decreased extension to 5/31/2021
In the total amount of: $ Increased Decreased _ Not Changed
Description of Change:
a. Addition of hosted AutoISSUE Software service with set up cost of $1,500.00 and $200.00 per month.
b. Extension of the service agreement for five (5) year period of June], 2016 to May 31, 2021.
Contract Authority for Change:
Agreement 4223, Section 4.1 and 8.1 authorizes changes in services and extension. City Amendment to
Agreement attached.
Background Information: (If needed)
Client Agencies have the option to extend term of services and modify services received during the term of the
citation processing and collections service agreement.
Task Order No. 4223 -1
El Segundo - Agreement No. 4223
Prices Effective 3/20/201.6
Citation Processin
< 10K/Yr
Services
Notes
Citation Processing -per citation entered to system *
$0.95
YES
1
Internet Access
$100.00 /mo
YES
1
Other Services
Manual Citation Ima in Data Ent !y
$0.25
NO
Notices Printing
$0.35
YES
2
Postage
$0.49
YES
2
Customer Service - per citation entered to system *
$0.23
NO
3
Administrative Support - per citation entered to system *
$0.43
NO
3
Lockbox Processing - per payment processed *
$0.43
NO
4
Payment Exception Processin *
$0.19
NO
4
Pay went Process Ystems
Phone Payments - ICMS Imposed Convenience Fee*
$3.50
NO
5
Internet-Payments - ICMS Im osed Convenience Fee*
$3.50
NO
5
Obtain RO From DMV
Obtain California Registration information
Included
YES
6
Out -of- State Processing
40%
YES
6
Collection Services
FTB "Limited" Service
15%+$3.00
No
7
Comprehensive Collections Services
40%
No
8
Other E ui ment
PC Equipment
Cost + 10%
as needed
9
Handheld Citation Writer and Accessories
Subject to quote
as needed
9
Parking Meter and Sensor Equipment
Subject to quote
as needed
9
Self Service Kiosk Equipment
Subject to quote
as needed
9
Automated License Plate Recognition (LPR) Equipment
Subject to quote
as needed
9
Cashier Module Equipment and customization
Subject to quote
as needed
9
Other Services - Sco of Work and Quote R wired
Custom Programming (plus travel + expenses)
$125 /hr
as needed
10
Dedicated Customer Service Staff
Subject to quote
as needed
10
Onsite Technical Staff
Subject to quote
as needed
10
Parking Permit Processing
Subject to quote
as needed
10
Auxiliary Mail Payment Processing Services
Subject to quote
as needed
10
Bank Courier Service
Subject to quote
as needed
10
Automated License Plate Recognition Services
Subject to quote
as needed
10
Boot and /or Tow Program Services
Subject to quote
as needed
10
On- street Parking Meter Management Services
Subject to quote
as needed
10
I
On- street Parking Enforcement Services
Subject to quote
as needed
10
Off - street Parking Management Services
Subject to quote
as needed
10
Task Order No. 4223 -1
of El Sego
Task Order No. 4223 -1
Note Software b cription SeNfi
Hosted AutoISSUE System
$1,500 set up +
$200.00 /mo
YES
11
Citation Processing System Multi -Media Integration Upgrade
$2,000 set up +
$125 /mo includes
NO
11
2 GB storage
Hosted Website for Citation Photo Review of Citation
$1,500 set up +
Images with payment forms (Requires multi -media service).
$75 /mo
NO
it
Hosted Website for Violator Online Administrative Review
$2,500 setup +
Request including workflow processing and document
$150 /mo
NO
11
upload.
Hosted Website for Violator Online Administrative Hearing
1 $2,500 setup +
Request including workflow processing and document
$100 /mo
NO
11
upload.
DocuPeak EDMS /BPM App Platform with Correspondence
$2,000 set up +
Image Capture and Workflow. (See note 15)
$350 /mo
NO
11
Management Web Service Dashboard (Standard 4 data
$1,500 + $200 /mo
fields).
NO 11
Multi -Media Additional Data Image Storage Capacity (5 GB).
P
$75 /mo
NO 11
Online Parking Permit Renewal or Purchase.
Subject to quote NO 11
Other parking management related document image storage
Subject to quote
and retrieval (Requires projected volume).
NO it
Notes
1. Citation Process fee includes use and technical support for hosted AutoPROCESS Citation Management
(System. System configuration and training are provided at no
upfront cost to Client. Additional back office
support services are provided on a cost per transaction basis
and include printing and mailing of notices.
2. Courtesy notices and Lesseee Notices are printed and mailed to customers based on business rules
established by clients. Rate does not include US postage. The cost of postage is billed at the US Postage rate
in effect at the time of the mailing and is suject to future adjustments by the US Postal Services.
Task Order No. 4223 -1
3. Customer Service and Administrative Support Services are optional back office support available to Clients.
Service charge is based on a fixed fee per total citations issued based on prior year's actual amount. The
Customer Service level receives the following services: call center services with a toll free number for violators
to call with citation inquiries, interactive voice response service for inquiry on outstanding citations and
frequently asked questions. With Administrative Support level the Client receives all Customer Service level
benefits plus correspondence review services, which include processing of all in -bound correspondence from
customers, online forms for customers' correspondence, scheduling of administrative review and hearing
requests.
4. Lockbox payment processing service is an optional service with charges based on citation payments
processed. Funds collected will be deposited to a Client's designated bank account or mailed to the Client
based on mutual agreement of the preferred method. The Client is responsible to notify Inglewood if a NSF
check situation occurs and they wish to reinstate the amount due, plus any NSF fee they wish to impose. The
Client has the option to request a charge to customers be added to the amount due for the citation. Payment
exception processing fee applies when a notice letter fee to customer is required.
5. The transaction fee for IVR and Internet payment processing includes system use, telephone usage
charges, merchant service account and associated fees, bank charges and credit card discount fees. Net
proceeds will be transferred to the Client's designated bank account minus the convenience fee revenue and
provide a daily transaction report. Clients may authorize a convenience fee to be imposed for Credit /Debit
card transactions to recover the cost of this service.
6. Cost of Out of State colecytions is 40% of proceeds. This cost includes cost to obtain registered owners
(RO) addresses for notices California DMV currently provide RO no additional cost.
7. Different levels of delinquent account secondary collection services are available. Client has the option of
adopting cost of collection penalty fee charged to customer to offset costs. Services can be limited to DMV
Holds and annual FTB Tax Intercept lien filing. Comprehensive Services including a series of mailed
customized delinquency notices, telephone customer services, dispute resolution, payment processing and
proactive collection services. Business rules are defined by Client and implemented by contractors collection
staff.
8. Comprehensive Collection Services is provided for a 40% commission on funds collected. No costs are
incurred for set up of collection process and collection efforts unless funds are collected. Collection services
include research of address, social security numbers, producing and mailing notices, filing DMV holds, filing
annual FTB tax intercept liens, out bound calls and management of disputed accounts. The collection fee can
be added to assigned accounts to recovery costs for client by adopting a "cost of collection fee ". Collection
commissions will be offset from revenue received and a monthly reconciliations report will be provided.
Client is responsible for payment to contractor for any remaining commissions due on a monthly basis. This
can occur when direct payments for delinquent accounts are received by Client.
Task Order No. 4223 -1
9. Equipment proposals such as handheld ticket writer equipment, software and ongoing maintenance
require a written price quote. Paper citation stock layout designed service will be provided to meet Client's
requirements based on type of HH and printer unit selected at no additional cost. Paper citation stock and
envelopes can be purchased from Duncan as needed in rolls of approximate 10,000 each. Special pricing is
available under master agreements with suppliers.
10. Hosted web services includes photo review of citation, PayNow and online filing of requests for
administrative review. Client will also have access to Duncan's DocuPeak portal for document management
applications.
10. Clients have an option to use discounted price schedules to purchase equipment, supplies and
professional services. Scope of work and technical requirements document and a price quote are prepared.
A confirming change notice or purchase order is issued by Client for any optional equipment and service
purchases.
11. Client can purchase Citation Processing System Multi -Media Integration Upgrade and hosted online
services including web service for customers to view photos of violations and pay fines. Services include
online Administrative Review Request workflow and imaged based document management system. Scope of
work and technical requirements document and a price quote are prepared. A confirming change notice or
purchase order is issued by Client for any online systems and services purchased.
12. Citation processing and related service fees are subject to an annual Cost of Living Adjustment (COLA)
increase based on U.S. Department of Labor Consumer Price Index (CPI -U) rate for Los Angeles- Riverside-
Orange County CA area, with a not to exceed limitation of 5% per year. The COLA adjustment is determined
each May and is applied as of July 1st. This annual adjustment process will apply unless a specific alternative
process or limited time exemption is included in a service agreement. Fees subject to the annual COLA are
indicated with an asterisk (•) on fee schedule above.