HomeMy WebLinkAboutPS Citation Processing for Parking Servicesc'r oFAgenda Item No: 9
Meeting Date: June 21, 2010
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Management Services, Parking Services
Prepared by: Vince Guarino, Parking Services City Manager Approval:
SUBJECT: Resolution of the City Council of the City of San Rafael authorizing the City
Manager to execute the contract with DataTicket, Inc. to provide citation processing for
Parking Services.
RECOMMENDATION: That City Council adopt a resolution authorizing the City
Manager execute the contract with DataTicket, Inc.
BACKGROUND: Parking Services outsources its citation processing. The division
outsources this portion of its business for reasons of cost and the lack of technical and
administrative expertise necessary to carry out this function. Citation processing
includes, but is not limited to, inputting citation data, maintaining the database, mailing
various notices, managing payments, providing reports, tracking appeals, and
interfacing with the California Department of Motor Vehicles and the Franchise Tax
Board. In April 2010, the Council approved the competitive bidding process via a
request for proposals for citation processing services. Staff chose three vendors from
those proposals submitted, carried out negotiations with those three vendors, and chose
DataTicket, Inc. as the preferred vendor based on the evaluation criteria in the request
for proposals.
ANALYSIS: Staff proposes that Council authorize the City Manager to execute the
contract. The vendor for this contract was chosen as the most responsive and qualified
vendor after considering all proposals' merits, costs, contract terms, and other
evaluation criteria. This new contract will realize a significant savings for the City's
Parking Services Division.
FISCAL IMPACT: Staff believes this new contract, totaling $100,000, will save the City
25-30% over its existing citation processing contract or approximately $25,000 to
$30,000 per year.
OPTIONS:
FOR CITY CLERK ONLY
File No.: /-� -3-3�J � �, 3 -!R*
Council Meeting: p b!'02Cir -0
Disposition: I�CSD`-U _0 okul r�ggt,
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 2
1. Authorize City Manager to execute the contract.
2. Do not proceed with this contract at this time.
ACTION REQUIRED: City Council adopt resolution authorizing the City Manager to
execute contract with DataTicket, Inc.
Encls: Resolution
RESOLUTION NO. 12984
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONTRACT
WITH DATATICKET, INC. TO PROVIDE CITATION PROCESSING FOR
PARKING SERVICES.
WHEREAS, the City wishes to continue to contract out citation processing for the City's
Parking Services; and
WHEREAS, a request for proposals was distributed, proposals evaluated, and a preferred
vendor chosen as a result of a competitive bidding process, and
WHEREAS, the San Rafael Municipal Code, section 2.55.190, allows the City Council
to authorize the City Manager to purchase equipment or services by use of competitive
negotiation.
NOW, THEREFORE, IT IS HEREBY RESOLVED that the Council does hereby
authorize the City Manager to execute the contract with DataTicket, Inc., substantially in the
form attached hereto as "Exhibit A" and incorporated herein, pursuant to San Rafael Municipal
Code Section 2.55.190.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on Monday, the 21" day of June, 2010 by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS
Brockbank, Connolly, Heller, Levine & Mayor Boro
None
None
n •R-C,pt--e
/
ESTHER C. BEIRNE, City Clerk
AGREEMENT FOR PARKING SERVICES CITATION PROCESSING
(July 1, 2010 through June 30,2015)
This Agreement is made and entered into this 22nd day of June, 2010, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and DataTicket, Inc. (hereinafter
"CONTRACTOR").
WI I EREAS, The CITY requires citation processing, along with appropriate support to insure
proper treatment of all citations issued for parking violations issued within city limits,
WHEREAS, the CONTRACTOR provides support for said citation processing,
NOW, TIJEREFORE, the patties hereby agree as follows:
PRUIF"("T COORDINATI-ON.
LI CITY. The City Manager shall be the representative of the CITY for all purposes
under this Agreement. The Parking Set -vices Manager, Vince Guarino, is hereby designated the
PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of
the progress and execution of this Agreement.
1.2 CONTRACTOR, CONTRACTOR shall assign a single PROJECT DIRECTOR to
have overall responsibility for the progress and execution of this Agreement for CONTRACTOR,
Brook Westcott is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should
circumstances or conditions subsequent to the execution of` this Agreement require a substitute
PROJECT DIRECTOR for any reason, the CONTRACTOR shall notify the CITY within ten (10)
business days of the substitution.
2. I.AJ`I'11,1S 0F('UU'RA('I'0R�
CONTRACTOR shall perform the duties and/or provide services as follows-,
2A RE�QU IRLI'MENTS
CONTRACTOR shall meet all requirements of the specifications set forth in the Request
for Proposal and incorporated herein by reference, as well as all legislated mandates by the
State of California, California Vehicle Code, and the City of San Rafael Municipal Code.
CONTRACTOR shall have on-line COMPLIter interface with the California Department of
Motor Vehicles that is able to obtain registered owner information and place and remove
registration holds.
CONTRACTOR shall interface with the motor vehicle departments of all other states that
s,hall pr-ovide, relgistercA ominer intbrination to pmthg ckation contractors.
C'ON'TRAC"MIR shall be responsible lior any and all fices associated with obtaining
registtn-ed ownc.,-,r inAbrination fi-orn the C'afitbrnia Dcliartinerit cal" otos Vclricics, and the
motor vetdcle departmeMs of odwr states,
::Dl IMA(TFOR'S sysWin shAl be abic to accoinunodatc as miniMUOFUIR.%, (3)
inmaws A Les beta..cleliricluent citatkis to allow fior mfininistrativc fiITI cc -s an(I costs.
CONTRA C"I'0111 shall be able to WQ, and process partial payrnetits.
CONTRAC'TOR shall providc accc,s to citation gocessing intbrination by multiple,
'ITV workstations via the lnternt�.t LlSill�l a wcb brower; no additit)nal solfware requircd.
CONIMACT0,11R. shall provide, mondUy rqmds W as PIN or I'MusoR. AMMnymt and
have available Rw acmss over the Intenict uning as mmb browscr, CXMTRACll' IR shall
provide the option to cxj-.)(.)rt flAese reports to F.xcel,,CONTRACTOR shall also provide
for Ad I loc Reporting and exporting options.
cwt ONTRAC"FOR shall provicle trairung Or the CIFFY'S representatiN es in flie operation
Mr all soRware clements and equilmnent provide(], illCkldillg, bUt 1-10t hIllitC.d 10, tht",
operation orthe soflwaie, and all remote fi.,.atUI-cS.
CON'TRAC"I'01111 shaH Inovich, on-j.,,oing training using Real time, renl0te SUppOrt
capMility utMAng existAg Min brommer applications, SLUM 118 InIcnict Exphrur.
2,2 BEGIN
CON111RAC',"I'OR AM be able to assunm cmupkAe responsibility R)r thc, parking chdion
nizinagerimit system mi later than thirt,days (30) aRer the eRbetive dale orthis
'"Monmit,
23 111?..QC.F,SS.H.4(.; 1fiNvIFHM`,S F1 I
MY ;TaH aMomatically tnumik autonmtcd citations on as daily I-)asis.
C'ONTRACTOR'S COMI)LItel" systeni shallaccept an.(] update citation (latabase on as daily
basis, as infim-mation is tranmuhtecl. (DINTRAC"I'0111 shall be responsible fi.,)ranyand all
RwnmUNg re*tkcd to tnmsnik data Him any arttomated citation writer c(.juilm-nent, aat, n.o
(Aiarge.
CONTRACA"0111 shall process (enter) all mammHy makwn chmions MA twenty- IbLir
(24) U) WyAght (48) bushess Ira urs orrec6pt.
C'O"FRACII)II shall nit! dehnqumt pukIg KUM notims withk tweMY-two (D)
c"'flen(h"Ir days, and no later than twenty-eight (28) calendar days aRerlhe date orchatmi,
iSSUance, fim' all chathns IS MA the WNTRACTOR has bcxm able to obtain
registercd owner infor'i-natiom Delkluent notices shall be mailed on as claily basis,
em,'Aldillg weekend inaifing, date�-.;m
Notkes oFddhNumit parking violation shall include Ibur (4) to six (6) Hnes Mushmn text
fim- as spccial sera ssage if needexl.
(DINIMA C'TOR shall inail out-oksme notles ofddhqmnA pmtAg Alations within
seven (7) working days of receipt of registered owner information fi-orn other states
CONT11,XCTOR shall attempt to place registration holds through the California
Department of Motor Vehicles (DMV) using an on-line service for each citation. The
CITY may authorize additional grace periods, itneeded, which will automatically allow
for additional payment processing time. Registration holds shall be placed through the
DMV on a daily basis. These time schedules may change at the discretion of the CITY.
The CITY reserves the right to change the time fi-arne for mailing notices of delinquent
parking violation and for placing rcgistration holds at anytime dUrill(I the term of the
agreement. CITY shall give the CONTRACTOR a IllillillILI111 Of one (1) day prior notice.
CONTRACTOR shall provide to the CITY monthly notification of all reported make
mismatches and bad address mail returns. Notice shall include citation number, license
plate number with state, and error explanation.
CONTRACTOR shall provide the CITY monthly notification of all monies collected but
not associated with a citation. These monies shall be deposited in the account designated
by the CITY.
2.4 PRO(,'F","SSIN(il'IMI,"'I,INf;'S NON. BILLABLE SE2VIC,FS
CONTRACTOR shall deliver all monthly reports in a PDF and Excel formats to be
assessed over the Internet accessible through a web browser. This data should be
available by the seventh (7"') day of the following month but Shall not be later than the
tenth (10"') day dependent oil the receipt of the DMV month end file.
CONTRACTOR shall respond by telephone, tax, email, or letter to any inquiries and/or
requests for special reports within forty-eight (48) hours.
CONTRACTOR shall notify the PROJECT MANAGER immediately ofany change or
implementation of any software changes or modifications that shall impact the
administration of, or the availability of access to, the CITY'S database of parking citation
information,
2.5 C"I'FAT ION. DATA
16 DMV
CONTRACTOR shall have the ability to make inquiry through on-line access to DMV.
CONTRACTOR shall have the ability to place registration holds and releases on-line with
DMV on a daily basis. The tirrictable to establish a registration hold at DMV shall be at
the discretion of the CITY.
CONTRACTOR shall notify and correct DMV files if amount of penalty oil Hold at
DMV has changed, without additional charges to the CITY.
CITY shall have access to DMV for Registered Owner inquiry and verification and DP
Permit ownership.
2.7 GALAFOPJD\, 110ARM COLLECI R)NS
CDN'TRAC"FOR shall have the knowledge, experience, and ability to inter flace with the
FrancliseUx Board (FTB) reWwdAg all dchqum ckatkms M he paweming.
2.8 M RT (M' IM IN(fl, J1,, -NT PARKING VIOL,VVION,
Noticesshall
not be genenated Oil sluq)q)ut Wrins or carbo n less intiltiple part papex stock. Noticcs shall
printed and 1111.1flCd OW, (haily.
Notwes Will hwkdc all chation Wnluithn mwith the ex(.-,a,.-,pfion ofariy parivate oHicer
a"corrinicnts" and shaH have die WhAi nUMbeT ill a IM-0111illelli, easy- to see area.
Notles Welbulued parking WNW W hlelude Am (4) to six (6) lines ofeuskma text
f6ra special message humaded. Notices shall Eive a telephone imnlet, Ar vKhoWn
ANu its and kw acct card payments. Notices shall give aweb addmss Ar WIM51-1
Spirks am! credh card puynws. The Notices Shall havea
through as #10 Window cnlvclopc.N nodus and Wers shall bL.! 1611-M.11N.-d USillg C`usforn
#R) VVhHj0VV (nnelopes WRh a printed return addrc�ss.
CONTY, kC,"FOR NhaH Imus We the neve,,,sary postay, �:01*1'��'�'.;I)011(.IL:l�IL'(.^, aAlld lbility 10 track
forms to all applWable We nnd Weal laws repmilhg citutOn pnweohig and
a(:ljudicafi(,)n. CITY ;TaH pnmiWe DU naa nuu! and hwMd comInAer chation lbrnic unless
tqNswise aglved.
U'D
CONTRACTOR. shall 1.:peneratc- Delinquent Notice Mr unpWd Wkms lweiAylo
days,after the issued Me ofthe violatiom ON denten nmy changeas necdcd or directed by
the CITY
CON'TRA"TOR studl rnail non-sufUcient Rnid (NSF) lettas to indiQuals immediately
upin notification lioni the CITY that as c.hcck has not choired. 1'he notices shallstate the
unatuit orthe or&al penalty, deNiquent wimunt, and theappropriateNSF'ch.eck fee.
CONTRACTOR W! maH Partial Payment Notices to those, wlKi do not pay dus MH Hiu-
and aMAkabb penalty Ile notice shIl indicate the amouni. I.Nu.t was paid and the
rcin.ainder, that is queen,
All paynumus recehed by nmH W be pnwessu] by the CONTRAC,FO R. a.ind deposited
into eine accot.int establihed vvkh the curs tmnkiq�, institution. A fifliaccounting of
SUCh INAYMC11tS shall be nmde to the crry tV the 70 of cwh nwnth, am later thiiii the I (Y"
dej-)cndent on the receyt orthe MW as eM to. Rem* WAY depushs or adbity
W be avKhMe dady Or rueuch. VeMeadon shall be nlade aaaraailaable to thc, CTFV oil a
daily basis through the Writtcri/E.)eposited mpum The CIT V sh"'111 provide 'ally caiston-lize'd
deposit Slips and 01dorsenient stamp Wqdmd by the CON" [RAC"TOR. Deposits shall
be dehvered to thc- bank, by COUHCI�, orla daily
Payments shall be processed within twenty-four (24) hours of receipt. Payments shall be
processed in-hOUSC using a real-time on-line payment processing capability, Payment data
shall be verified against the citation record at the time; ot'payment to insure that the
payment is due and correct. If the citation is already paid, CONTRACTOR shall deposit
the payment and issue a refund at a later date if necessary.
CONTRACTOR shall be able to diStilIgUiSh problem citations that will allow for stop
payment entry if directed by the CITY. For example, the CITY could enter a !)none note
that Would direct the CONTRACTOR to return the un -cashed check (if received) to the
violator. This capacity shall be available within the payment process. CONTRACTOR
and the CITV'S Parking Services staff shall post phone notes regarding NSF payments to
alert all parties involved should the Parking Services Manager determine that said
customer must provide cash, ii-ioncy order, or cashier checks.
Payments shall be able to be processed in advance of the citation. In these cases, the data
fi-orn the citation shall be updated when it is available.
Credit card payments shall be available by phone and by Internet. Internet access shall be
available twenty-four (24) hours a day, seven (7) days a week, year-round. Payments by
credit card shall be immediately updated to the CITY'S database in real time. Down time
shall be kept to a MaXiMU111 Of 10 flours per year.
Payments shall be reconciled to moneys deposited to the bank. Moneys shall not be
commingled with any other City funds.
Payments shall be reconciled daily with bank deposits.
Bank deposit information shall be automatically forwarded daily to the CITY, Monthly
reports shall provide reporting for all bank deposits made by date.
CONTRACTOR shall provide a method for the CITY to handle administrative fines for
disabled parking violations as detailed in CVC 40226.
110 PA .f.1,,
CONTRACTOR shall have a means by which partial payments can be identified and
processed. CONTRACTOR shall provide the CITY with a report of partial payments on
a monthly basis. In the event of a partial payment, the CONTRACTOR shall send a
notice of delinquent parking violation to the registered owner reflecting the balance due Oil
the citation.
CITY shall compensate the CONTRACTOR for each notice for partial payment that is
mailed, at the notice of delinquent parking violation rate specified.
CONTRACTOR shall be able to place registration holds on the unpaid balance, for
citations that have not been paid in full. CONTRACTOR shall notify DMV of any
change in the bail amount of citations on hold.
CITY shall have the ability to enter remotely a new payment due date. If necessary, the
CITY In".1y aalso notil,
y the CONTR.Ac,rom to extem! Me citation to as new due dMa No
tbi-thee IvoccOng shall take place uvitil this due date has expired. The proces.,; sh.'all be all
auWnmdc Rmwtk)n that does not recluke mer WrIce to nmetWal.e.
2J2 114 ON F...N.01ES
CMIR,CT OR simil keep IS= notet Ashle m Te citation hIMAy smvmq on all
MAW calls Or later retimenccand. f6flow tip by the CITY.
Phone notes shall capture the (Iatc, operator, reason Ibr call., and corrunents. The, systen-I
shall accommodate mlirtAc Mes Rw one Citation. Con-lments reg'arding complinwrits to
or issues with the citation processmg coller QmH also be cpeat: umd.
Phone WeS shall be viewahk by MT MAE.
2.13 INI IIAL 14-FA'UMSA", JILAIUN-CIS
CON'TRACII)FE WmH pkwc A raWels Rw ind W Aninistrafive review oll
41.administnafive hokF ywhr to Rwwamfinj..?, these rcql(,�StS Ibr review to
the MY. InOrnuakmi in the appeal, including any detail provided by the custorner, shall
he MAW at be finle flic hold is phiccd.
CON'TRAC."FOR NO tmek each slep orthe witiai adniinistrative reviewand pea: n-ing
The CITV shall Orwan! any Qmsitions to the CONTRAC"FOR. for processing.
The MY oddp have the abURy to enter Review He�aring in-lbrination dispositions on fille
via the lidernet usinga mieb based systen-t.
C.SNI RAC"FOR sha.11 provide reason (mles) to select why a citatimi is upheld or
dismissed. Ifthese codes do mit Iwovitle dus Ivel of Mail required lbr the disposition
lefler, the CONTRA( "I'OR shall Immide the ability to establish (preset) misUm lanEgiage
that %mukl lie inserted into the disposition letter ifnecded.
C.'ON'TRAC"R.M. shall hai e the Mity lo generate diFposifion letters to provide the reason
for I lie outcomc of therm Ow or hcmbg. Ttektterwoui(.Iiiitii,a(.Icti-uer,e,,.:asoii,,iAi(ict.asi:oii-i
tc,d, that will proOde the Abdor with specific ill 1-brilizit ion delailing ih(..' outcome. This is
as requkerim basal oilAF-602, January 1, 2009
214 WIEVIUAPPEALS
COMMACTOR SMI aCCCIA, With payment, requests for 2 level appeals.
C'ON'TRAC!'FOR shall schedule (,,ac h hearing, providing to theadjudicator back tip
ilIf6l-ITKIfi0n fior the gimen chation (10m t1m: apyl]m and the CITY). (,'ONTRAC"FOR.
shall send notificathn of dMe nmi time tea each person requesting as hearing,
Met= Rw In-person Hearillgs: OWmAmdules a romn in ammnee Rm me, 5W
Widay ordie. month ii-orn 12 Noon - 5 P.M. Once the rooln is schechilarc: ,
C'ONTACT OR contacts and schedules the hearing officer. The hearing officer Conducts
tile hearings, does any background investigation he may need, makes his determinations
and then enters his Judgments into the CONTRACTOR'S website,
Procedure for Written Hearings: CONTRACTOR collects any information provided by
the appellant and the City, CONTRACTOR provides this material to the hearing officer.
flie officer reviews the material, makes judgments, and enters a decision on the
CONTRACTOR'S web site on the same day as the in-person hearings.
Procedure for phone Hearings-, CONTRACTOR shall collect any information proNided
by the appellant and the CITY. On the date and time of the scheduled phone hearing, the
appellant calls a designated number that goes to CONTRACTOR'S Hearing Department.
1'he Hearing Department then links the call to a hearing officer. The hearing officer
conducts the hearings, including any background investigation needed, makes a
determination, and then enters the Judgment into the CONTRACTOR'S website,
115 WADING AND, DISMISSINU, (-TFA1'F1(JNS
CITY reserves the sole authority and responsibility for voiding/dismissing citations.
The parking citation management system shall allow voidecl/clismissed citations to be
entered by the crry \)ia remote access using the Internet. I'lie security clearance to
void dismiss a citation shall be limited by password, as authorized by CITY
representatives. Each transaction shall be able to be traced back to the designated person.
All voids shall have the ability to have a reason cocle and comments that will assist the
CITY with later research.
CONTRACTOR shall provide a monthly report ol"citations voided dismissed in the
system, by Officer or user name and reason t6r the voided/dismissed citation.
116 SYSIT"M RE11OR'FING
CONTRACTOR shall provide reports with any and all information as requested by the
CITY. Reports shall be in PDF and Excel formats accessible via the Internet Using a web -
based system to access the monthly report. I'lie reports are clue by the 7"' of the month,
but no later than the 10"' calenclar day of each month dependent on the receipt of the
DMV month end file..
CONTRACTOR shall keel) the monthly reports available for a period not less than 24
months.
Citation revenue reported shall represent actual fines collected rather than the face value
of citations.
CONTRACTOR shall provide ad hoe reporting to the CITY for customized reporting.
CONTRACTOR shall also provide exporting options for such reports.
CONTRACTOR shall be responsible for correcting all system malfunctions and errors
attributable to the CONTRACTOR at no cost to the CITY.
Rortote access Ir nuiftiple CITY workstuAns shall be awh= using as sumdard I"C, No
additkmml or spc ck! wiHmmre shall W lo be bare dled to the kical workslaWns with the
exoTthn ofa wci) browserand Adobe R.cader. Acx;ess lo the, database shall [wavail'able
over dw Internet.
Pusess to the dat�a shall twacc.essible by Wthn number, vehicle ficense number, narne, or
VIN and provide:
* All citalion hifi-)rrnation including the VIN,
* cur -rent mudus orthe chmthn,
* DMV inquhy date, NAY anti rvicase inrormationand (.Lltes,
* Whupwnt imike inibrniation, registered owner, dUe, date, maflintg, date, and lyulke
orveiiicic as provided by DMV,
* AdaWnrilc nwkmq heming cowl aMumis and dispositions intorn-lat ion,
* Paynxml WH)rrnation includes all (Jaws and amormls,
* Rej.�,istercd or ,Nrnei infi)[111,1001-1, inc hicling the VIN and any additional narnes it'
previously owncd an(] 6ted,
* Phone nott.,,s u.uuJ any (wher nows WkWed A Ke da%am..,
* 'I'lle 111.1111ber ol*61"Ifions fi)r czich registered owner,
* Vehicle regist nat l()n history.
I he CITY M11 have the ahHhy to Mer reiiwtcy:
* Vokis ividi reasnii tWes, am! imles cNipabilily,
* DiniNsals Wh rmBon uxks am! mite capWfhy,
* Lxtkw Ma and ahHhy lo add custorn notes or edit reason contents,
* L"Xtensions Wilh exunision (hate and note's capability,
* PinmMmmy notes vAth exhM)n upaates nnd intes capabiMy,
* NO= am! Hmubg uphHm, hwWdhM M% or anumeMs,
* Rcvkw and Hear hig dk1misitions, including notes or coniniclits,
(,'itation data corredions,
Phone Mes (w he slowed Wh the (11'11',and (,'0N'TRA(.,'T0R.),
ChMkw"Jala corrwkmi all fields, including la Ut 1101, liMilAXI tO 1,11C ddtC, I iffle,
VMS, kwtxdkln"
Papnmw WuMg pwlial papiwnt, NSF, and rchnvis,
Violation change's.
118
CONTRACTOR shall he rmponshle hm reqmndhg to all inupu,iiiricsand inifial cminplaints
reganhng the status or (lNlx)shk)n of chathris, vehich, registration, etc.
(,'ONTRACTOR. shdl prov% as tekj%ne W WHOM, out Mlate,
-1
and otit ofcountry Rw chation inquiries. Thc'servia'e Shajll CUA(Arlel" S(A -V'iC (1"
both English and Spanish.
WN"FRA(."FOR shall InoWle Wteractive real time voice response fiff "All inqt,iirics
CONTRACTOR shall provide the details of ]low the systern hinctions and provide details
oil instructions provided to the caller, such as: payment instructions, contesting and other
information that is unique to the CITY, This feature shall be available in both English and
Spanish and available 24 7.
Operator assistance shall be provided during regular business hours, Monday through
Friday, 8.00 A.M. to 5:00 P.M., excluding holidays, Bi -lingual (Spanish and English)
operator assistance shall be available. CONTRACTOR shall immediately refer-
unresolved
eferunresolved complaints by doCUInCriting the problem in phone notes and asking the caller to
call the CITY'S Parking Services staff,
CONTRACTOR shall provide a website for accepting payments. Payment options by
credit card shall include; Visa, Master Card, American Express, and Discover Card.
CONTRACTOR shall be a certified credit card processor, meeting the requirements of
the Cardholder Information Security Program (LISP} Compliance. A letter of PCI
compliance shall be provided to the CITY'S Finance Department for auditing purposes.
All credit card payments shall be posted to the system immediately, real tinle.
CONTRACTOR shall provide how a "charge back" would be processed and charged,
CONTRACTOR shall provide the option for the CITY to link from the CITY'S website
to the CONTRACTOR'S website for citizen payment options or appeal.
CONTRACTOR shall also create a CUSt011l header oil CONTRACTOR'S website to
have the same look -feel as the CITY'&
2.19 (_'()R.RE(`T10NS TO (ATA'l WNS
CONTRACTOR shall be willing to make corrections to citations and Continue processing
the citation. This would include illfOrmation like new registered owner information and
processing like generating another delinquent notice.
2,20 S EM SE '1JR,1T),` AND B.V'K-UP 1'R VISIT_
CONTRACTOR shall maintain parking citation management system database and
physical system security in such a way as to provide complete confidentiality and
protection from unwanted access.
CONTRACTOR shall make multiple back up files throughout the day. CONTRACTOR
shall provide for the protection of the data in the event a recovery process is required,
including a data backup and recovery plan and offsite data storage. CONTRACTOR
shall provide web security for access, reports, and credit card processing.
2.2I ND31ELCATILON
CONTRACTOR shall immediately notify the CITY'S PROJECT MANAGER by
telephone, email, in person, or by FAX of any procedural problems that may Occur.
2.22 P.R.0-C'ESSIM.3 ON,
COS "Y'RAC"I'011 shall W wil1ing and able to provide details on methods used to proccss
chathns, mlidi in(Atide, bUt May imt he 135ted to, citation collection, data entry, data
validation, registered owner inqt.tky, mAke Welinquent parking vioLation generation,
E)N4N/ notitication, chatkin (ArMiti(MI.A.H.1d CLISWI-Ilel- SUI)JI01-1-
223 SYSTEM CON.-VERS1.0.N.
In the event that the CITV"S cummA Wion data requires eonversion, the systern
convendon shaH AM A data currently hi process Jbr the chatitmi procesAng ineWding
but not Wked to.,
Open Citations mirlhMnU SM YMS
Ch -)sed Chathms Mblumn oft nwnUm Amy
Contractor shall 1m: resIminsdik! R)r comysion ofany (,,,xisting data and shall coordinate
conversion with (ITN"S prkr cmHnwRw,
C'O1' TRAC"I'011 shall identif'y the systmn At will be utilized tbr the parking citation
nmnagurml system, ACILI(filIg 11',111.1ware and software specifications. CONTRACTOR
shall rnavide detailed k;onversion tiniedines, hwkKhng the mKimuin, maxill-WITI, '.Uld 111O.St
Likely Conversion scc.narios, (:(-.)N'TRACT()R shall h-riplerricrit the parking, citation
11-lanagenicilt systen-i within thirty (Jays (30) of"Notice to Bt.,,,gin"" or i-eceipt of'existirig
database, or one time conversion char),.;e
CON'I'RACTOR shall be, conipensated as proMed in Act% 4 of this Agmemerk
(..,'0,NTRA(-.,"T0,1R shall be resIxinsible Sr all] 1"ces jxayable U) othm states that shall
enable the Im-ocessing 01'OUt-Ofstatc (;itafions.
2.25 P I -, I Y 1 IMI N ( i
Day: 61
F'pnalfy A -I I'
phe'J
4 38:
City of San Rafael Citation Piwessing Notice 8 Penalty Tinting 2010
Day� I
. . . . .......... . .
Day: I Day: 23
Day 37-
. . ..... . ......
Day: 64
. . . . . ......
Day: 50
Day.: 64
Day: 64
PO D'&i i,'
f Bt'ltlkw Is wflert
[A t 1 #1
1. ft at lion ii,-, oded
w
penq1ty #2
to � �ellnq Ijent
Sent
�(" Udmi'Iucn�
ent
I -u 4 13 1 � a
...... . . ................. . ........... ..........
AjDfi led
(INI + V D-qs)
App[ed
A In �:'v
. __--__r........ . ............
..... ..................... . . .............. . ............ . ......... ...... . .........
4 14 Da Y'�
. ............ . . .... ...... . ...... ..
N I + 35
Day: 61
F'pnalfy A -I I'
phe'J
4 38:
Day: Cite exceeds
3 yr date
requirement
Party colIectrilis
3, DU1,14".S (A" CITY
crry shall pay the compensation as proN ided in Section 4.
4, MME. NSATION.
Day. 94
For the full pert6rmance ofthe services described herein by COWRACTOR, CITV shall pay
CONTRACTOR as follows-.
4.1 Processing Cost per Citatimi (Manual and Electronic) $0.42
A per citation charge that includes:
Data entry ofall handwritten citations
California Citations
Out -of -State & Business Citations
Day: 63
. . ..... . ......
Day: 64
Day: 64
Day.: 64
Day: 64
Plx'ernent at
f Bt'ltlkw Is wflert
1"Actice #2 1-,
1. ft at lion ii,-, oded
-01 FL 15
D MV H o I d
to � �ellnq Ijent
Sent
�(" Udmi'Iucn�
ent
I -u 4 13 1 � a
...... . . ................. . ........... ..........
�,10 + 41 DAys)
(INI + V D-qs)
(Yfl r V
41 Dav%"l
. __--__r........ . ............
..... ..................... . . .............. . ............ . ......... ...... . .........
FTB PROCESSING
Day: DMV Hok
.. ........
Day� F IB
. ......... . ..... . ...... . . ........ . . . ... . . ..... .........
Day: F+
Released
Notice + 30
3IB
Notice 2
(lays
Days
FIR hkfii I,�
Q STA'
_„
gulllB'wiN
Iw it
Day: Cite exceeds
3 yr date
requirement
Party colIectrilis
3, DU1,14".S (A" CITY
crry shall pay the compensation as proN ided in Section 4.
4, MME. NSATION.
Day. 94
For the full pert6rmance ofthe services described herein by COWRACTOR, CITV shall pay
CONTRACTOR as follows-.
4.1 Processing Cost per Citatimi (Manual and Electronic) $0.42
A per citation charge that includes:
Data entry ofall handwritten citations
* Ek-clxorfic, transfier, ol'all eleclronic citatkms
* IJMa Envy ofaH Wk, imoney dna -dem, credit urd, and cash paynNnUs reedved A US
N/Iml
* Rec,,oncifiation ora anit end Impums nmde A IVIt and the Intm-net
* Cit"'I.tion. dispositions, including NSFT, credit eard Nicks, payn-writ plan
,idministration, ctc.
* LJSer ID's & P�asswords fior cficnt mac'cess to tIW mall'agernenit wcbsite'
* 'Vwwhg 81 p±Ahg ofchMkm iummgmumu rqmds and citmions at Be Cly, 117
* Val 6me acums W the ( My!
* Rual-Ane aulhorizzAkin and accelAance orcums cmdh%bit cmA Impnents
* Web acccss Ibr )uur citimm's to view, appeal and pay (."itations
* PmemAgall status to citation database,
* Online connecton to CAW& DNIV Ir daily registen-ed ownen- inibrination tiles
* ToIkkee cushinwr inImmfion line providing general proccssingund adjtulication
intbrr'nation, 247
* ATH-ce cumonwr smwke deputywnt answering cails M--F, 8am 5pill, excl holidays
* CIH ramrding uFaH hfound cidis that Mims the City to medve i-ecorded caUs on
demand
* IVIZ and ct.astonwr servIe depuUncid aunqAance oferedh mt debR mrds
* Ilmded courbr IN daily bank thposits and Tr mil 134h. up liom dcdkmted post olice
box
* Wiqwdumisbe monthly managemenI i (,sJxm ts on aSsuanc'c and 1'e\ enue
* (A-fline connec.tion to CA MINI Ir rqystewd owner A&rnudkmi wid dady hold amf
releases
(Alhus uminection to Florkia, Ohio, Texus, Washington, Oregon, New York,
Pennsylvania, New Jose, & Mary]"11)(I DMV'S fi)1- I-Cj."iStt"Nd OW1110. inibrin".1tion
InUNWe whh odwr DWI nathnwWe hm rqystaed owner WWRitAn A diskette,
UD, etc.
ItrimAce wit third party vendor Ibr nationwide registered 4.,)wner infim-mation
Inithl and on.-going trainiNg to A CRy pm sonnel on 1% Litation manageawnt sysWrn
4.2 Dchnquent 1'oficci,, per ImOce, $115
Sending a DmV I foki I�Jotk'("
* Send I DMV I Iold P�Nodce' per 61a6mi at Notice U I a 64 Days
* FTB 114ofice to be smfl at PK) Cl lAI?,CjF'
* MAN& m IwItAg, MUnM mul pmtage
4.3 Other Correspond owe klWrq pmlkd paynumt kAters, em, pada- kAter $1.25
4.4 P".1yme'111. 1")rocessing' pc'r payment SROO
Dataucket "A not (.Aiarge,, the, C'ity Ibr payrnent proce"'Sing
4e5 I" I.,(.-,veI I-Icaring ILAd Placmnmm per hoame� $155
A per citation charge that includes:
* Placing each citation on a review hold
* Rendering and entering a review judgment
* Mailing all review disposition letters
* Sending all correspondence to the City for review
4.6 2"' Lm'el Hearing Scheduling, per instance
A per citation charge that includes:
* Placing each citation on a Bearing hold
* Scheduling each hearing
* Sending a schedule letter to the appellant
* Sending all correspondence to the Hearing Officer fear review
* Receiving all correspondence from the Hearing Officer for storage
m
4.7 2 Ild Level Hearing Correspondence, per instance M70
A. per citation charge that includes mailing all review disposition letters
4.8 Payment Plan administrative fee, per instance
An administration fee will be charged to the Citi7CII
4.9 DMV Hold Placements, per instance $0,00
4.10 Out of State Collections, per instance 23P,0
A percentage rate to be applied against any out of state plate that is collected. Data Ticket will
pay For all fees associated with obtaining a registered owner for an OLIt of state plate.
4.1 1 F'TB Collections, per individual
4.12 Social Security Number Search for FTB Processing, per individual
;rel 4.13 ) 3 _Party Collection, per cite collected
4.14 Conversion costs, if applicable
4.15 Additional Costs
Hearing Officer Costs, leer hour
I'`CourtesyNotice, per instance
-JThe Citizen will be charged a $15 Payment Plan setup fee
�!-!.'nis charge is a per hour charge and 2 citations per hour are heard
150o
$145
'0'
-1 0' 0
NA
$75.001-*
M65
Paynwnt will be madc-, inol-Ithly LII)01-1 receipt bywid approval by the PROJECT MANAGER (if
iteinized invoices SUbmitted by' CONTRACTOR.
Prices will reinain the sarne f6r the fif� of the coiAract except with as written notice cot` fee
change due to LhIed SWWs postM We hmmases.
its '1 F -RM OF
The tenn ofthis Agnwnimt shaU be A 5 yews cmmumicing on July 1, 2010 and ends on
WWO,2011 !Jlmniiindualalpvejiieiitoftliel-),,.i.rties,ai,iciattlicdisci-etk)noFthe(IT)'NAA?qACiER,
the terrn ofthis Agrev= mosey be =Wd Or im ucklAnal pck)d on years.
6.
6.1 Discreflonary, U"ithe'r party may renninate His AgtvemaA witimul tnuise upon thkly
(30) clays wMen Mice inaikxl or lwrmmmly MiverCd 10 OIa: 00101I)al'tyl
6,2 C!ause. FAmw lxwly nmy Iciminate this Agreemcnt tbr cause upon Mai (15) days
voketi notku mailal tw IxYmMly delivenxi ki the Mt er party, and thc II(Aili(IXI 1XII-ty'S filikire to cure
()1' (,()IT'CCt flIC Carjt]SCI' 01'111C tC'I'TrIiIMfi0,,, to awe reasonawc wismon or the pady ghirig SLICII nOtiCC,
Widn mach MCM ( 15) clay I iWK! ImAd.
6,3 EffectuflknnWadma. I J pimi ruceq)t of not we of an-ininat ion, ncithcr party shall inctn-
ackkknud oblyations under. any ImuSkm or this Agreeinent WIth(Alt the J)fiffl- WI-ittCI-r conse,11t ofthe
odum
CIA Retwit OF DOCLanients. Upcmi termhHHAL any and a111 M` 11-Nlteriak
IM(MIAXI to CONTRACTOR and any and all of (,'O?NTR.A.(,`T0R's Mummis am! Mylk
plel),U-ed l6r, ol relating to H-iu, periormhe or its duties undcr this Argl-C-C1110A, anal: Wl be (Werul to
MY as mwn as possible, but n(A bier Hum thhly (30) (hays aller, terniination,
7, UNN kFZS[ UP
,rhe vo ittmi documents sum! nuderkds prepared by floc, (,'ONTRA(,`FT)Ft in cmnnectitmi swith the
paNwmawc or its IRS umkx His Aggetanent :dxdI IM: HW Sok..poa'a.opocrr�ty ()f("I'l'y CIIN 11 -lay LIS(.. -
SO PnTeny for any purposc, Including pro�jects not ('0111rell-II)LAC(I by this Agrecn-icriL
8. AII DII.
Upon reasonablc notice, CONTRAC"FOR shall make avaih:iWe U) CITY4 or its ager, %r
inspection and audit, aapp (10CLUIlents aixp materials maintained by CONTRACTOR in connection with
Its paMmme of its duties umbr this Agreenient. CONTRACTOR shall fully coolvrate with ('JIFF
or its agaA hl My SLICII audit or. insl'.)ection.
9. ASSMNARIJ.-IT-Y.
Tile parties agree that they shall not assign or transfer any interest in this Agrcement nor the
pci-forniance of any of their respective obligations hereunder, without the prior written consent of the
other party, and any attcrript to so assign this Agreement or any rights, duties or obligations arising
hereunder shall be void and of no effect.
10. INSL UAM 1E.
IM During the term of this Agreement, CONTRACTOR shall maintain, at no expense to
CITY, the rollowing insurance policies:
I O, 1. 1 A comprehensive general liability insurance policy in the nlininluill anlount of
one million ($1,000,000) dollars per occurrence 4-6r death, bodily injury, personal injury, or property
damage,
10. 1 .2 An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the IllillinlUm amount of one million ($ 1,000,000) dollars per Occurrence.
10.1, 3 If any licensed professional peribmis any of the services required to be
perf6ri-ned under this Agreement, a professional liability insurance policy in the minimum amount of
one million $ 1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance
of seiA,ices under this Agreement.
10.2 'File insurance coverage required of the CONTRACTOR by section 10.1 shall also
nicet the following; requirements:
10.11 Tile insurance shall be primary with respect to any inSUrance or coverage
maintained by CITY and shall not call upon crrrs i11SLlrance or coverage t6r any contribution.
10.2.2 Except for professional liability insurance, the insurance policies shall be
endorsed for contractual liability and personal injury.
10.23 Except for professional liability insurance,, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds under the policies.
10.2.4 CONTRACTOR shall provide to CITY'S Risk Manager, (a) Certificates of
insurance evidencing the insurance coverage required herein, and (b) specific endorsements narning
CITY, its officers, agents, employees, and volunteers, as additional named insureds under the policies.
10.2.5 The insurance policies shall provide that the insurance carrier shall not cancel,
terminate or otheiivise modify the terms and conditions of said insurance policies except upon tell (10)
days written notice to CITY'S Risk Manager.
102.6 If the insurance is written on a Claims Made Forin, then, following termination
ofthis Ajgreernent, said Wwwxe C(WeMge WMH SUM 161- a period ofilot less five Y(."'ars'
10 2.7 The Wwwhm pokies imll puvide Ir it romadke daw of [1wanerit
witi, uie mucthre cur orthis Ageement.
MA TN., insuran(.%.- shall be appmved as to lbrIll 1.111d SUffiCiLMICY by PROJEC0
MANA.GF,R. and the C,'ity Attorney.
JR 3 If it. employs any person, (,'ONTRACTOR shall niziintain worker's coinj..)ensation and
=ployer's MAN), insuraim iN raQvd by the Sude L.aWr (:o(.Ie w -id other applk-,al.-k W and
iqlAitions, and as ne.(.-(,,,ssary to Immect bcoli (A,)N"FR.AC-F0R and C'111TY against all liability fiv
iw�puries to CDIN"FRACTOR's oft.,,ers and ei-riployees.
IRR Any dedw%ks or WSW menthns in WN'TRACTOR's inisuran(.-e polk"ies
simll be dedual to and aRmwed by the Cky's Risk M.,inager �and the C"ity Attorney. Air (11"I'V'S
option, the deduetibko or sd1Aswvd rdmAhns mAh rmpuA to CITY shall be redu(.',ed or efinlinated
to CITY's sariSfije.Itlofl' Or (.,'ON rjj 'RAMM? s0ll prot,ure a bond guarantee'inj,; paynie'i-11. oHosse's and
rebted investigations, t:hairns adnainihAratkin, "AIMIIC�Y'S 1',CS aUld (XjXM1SLS.
I L ]NDEMN-LEWATION.
(,'0N"J'RA(,'T01? shidl hideinkyV reham, deknd wxl Wd hannkas CITI� its Umcers,
age,irits, employees, and 'any denland, SUIL,d.IOSS, fillbifilyOr (AINNISC
ofany kind., fi.TS ".111d adn-lini,.Alrative (:osts,arising out oror rendlMig A ma y vaq, A
vdiole or A pint, Hum any acts or omissionis,, intentional or negligent, of (,'0N"-1F1?A(,"']F'0R. or
(-,'0NTR.A(,"1'SIR .'S offi(.u.,,rs, agents aW tnuplayees hi the perhnnawc or dwk dutim W objdW
LUxler lids Via. lecniM.
11 III. .II .l..KA.,'F10N,
(,'0N'1FR.A,(,'T0R shaH itot WWWA, in any way, against any person on the 1-)ilsis ofage,
S(.',X, road. -C, (:olor, refigion, indhnal orQ call" idAlky hi emmwokm wkh or rdawd to tk
puMmwe of Mks as ohligat%S Wider this Agveme&
13. U(JN1 PI,awe IA1 % W H W I AH, IA `N.I l a
(10ARRACTIUR. shall observe and e,,omply with all appfic'at)le fi'mdenaf' State and loc"d laws,
ordinane'e,s, Codes lux! reNjiMmis, in tW: Of itS C1Uti(.,S F.B.ld obligations un(h.,,r thiis
Agreerna-A. WNTRAC,"TOR skall pertbrni aH MXVkeS ME this Ajgcernent in a(.-(,,ordari(.,,(., with
thu,.,e laws, ordinan(.,,es, eMes =1 regilations.(,'0N'TRA,C,""J,'0R shidl rLicase, indLinnil.'Vand
hold hramAms MY, ks Wcaq agmAs and anphyms hanuvW and all darriages, liabilities, penaaltkm,
fines and all other (.-onsequen(-,es fi-oin any nommnThwwe or violation ofany laws, ordinant.es, cod (,s
or regilth)ns.
IA W I 1URD P-i'%RTy'
a'rY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party., under the terms and conditions of this
Agreement, to the other party.
15. Lel fMCES-
All notices and other communications required or perrnitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date ofdeposit with the United States Postal Set -vice. Notice shall be given as follows:
TO CITY: Vince Guarino
Project Manager
City of San Rafael
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR: Brook Westcort
(Project Director)
4600 Campus Drive, Suite 200
Newport Beach, CA 92660
16. INUL"TENDENT (-'ONT&�%('1011.
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of art Independent Contractor and not
that of an employee of CITY.
17, ENT1111", A(!RFF.,M,F1N"1'... Al I°INI)XIE i's �
17.1 The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement,
17.2 ']'his written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
173 No other agreement, promise or statement, written or oral, relating to the subject
matter of'this Agreernent, shall he valid or binding, except by way dol` as written amendment to this
Agvmnmd.
IT4 Ile ME and emmMims ofthis Ag reenlent shall not be altered or rnodific..°,d t.x(..ept by
H) tics Ageement sip
,j lc;d by the CONTRACTOR wadithe CITY.
IT5 11any m0km arbe bommm tht� terms an(J conditions (A.' this Agreement, and the
ternis aml conditions ol'the attached exhibits or the docurnents expressly innorporated by r(.,,ference, tire
teri-ris aand conditions ol'this Agreenient shall g:ontrol.
18. SMAN!, MiAMS1 DL.13,1S.
(201 IRAC"FOR, agrees that CITY I -nay deduct fironiany payrnent due to CON"FRACTOR
under this l,Yrcernent., "Illy nionies WilhAl COPORAMOR omm CITY under my ordinance,
ap grea.mcnt, contract (A" 1-C'SOILIti011 161' Wly Unpaid taxes, tads, licenses, assessimnic wVaW Wksor
obur allKnnIS.
Thcd Waiver by cither party ol'any breach or vhkdbn orany tain, covamm or tmndkkmi ordis
Agreement, or ol'any ordinance., 1,,m or shall rml be dccmcd to be" '.I marver 01, ally other
to nn, c'm Cnant, condition, ordinance, Law or i cgulation, or [)ru.ich or violation okhe
Sarne. or officr tcrnl, covenant, umulhkm, olilhance, h.1W 01- r'C1,2,Ulation. Fhe sulm.,cquent acc,(.,F)t ai ice, by
Aur parly of any fcc, or other considerati011 WhiCh 1111y I)CCOHIC' (11,11C or owing under
this Ageemed, shall not be deemed to N, a waiver (Wany Imeceding brcach or viokition by flic other
1-marty of' any terrn, condition, covenant ol' this Agreen-ient or any applicable Law, ordimance, or,
1-cgulation.
2Q MOS ANJI)
The, pr(nuiling ptirty in any action brou)ght lo the Umns aiml unWhAns of' this
Agreenlent, or urising Ad or uK: ImAnnuum; of HAs Agmumd, niq rumer its reasonal.de costs
(hwhmhng ckins adnrinishm0n) aml aflorney's Tes expendal hi tumnecAn 1midi stA m011'al.
2L
A dud extent Pennittal IV the, Califim-nia Public Records Ad and otherapplicable Law, CITY
qVues that hifim-mation comahied in die Materials and Systcru., niar,ked by CON11111CAUR as
'Coll fidentia I" (.)]- "proprietar.y' shall b(,, retaint-A by MY in umAdowe and W not be d1dowd to
he pu%-,
21
CONTRACTOR shall provide tht-, CITY With u Peribi-mance Bond iH flk- aanwwdoLHA (A`
$100,000, on an Form approved by the City Attonicy., cxectited by as surety company authorized to
transact an surety business in the State of Calilim-nia.
The laws of the Statc of Cadifomia shall govern this Agreement. Venue fim any lawsuit to
enforce the terms ofthis Agreernent shall be in Marin County, Califim-nia.
IN WITNESS M'"EREOF., the patties have executed this Agreement as of the clay, month
an(.1 year first above written.
CITY OF SAN RAFAEL
I N/ a� ia Yet -
K E DHOFF, 9,... ty a
MUMS
n
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM-
ROBERT F. EPSTEIN, Cit ttomey
CONTRACTOR
Name.
Title:
Client#: 121
L TI
ACORDTM CERTIFICATE OF LIABILITY INSURANCE
DATE
06/17/2010 (MMIDDIYYYY)
PRODUCER
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Ashbrook-Clevidence, Inc.
3000 W. MacArthur Blvd., #320
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
License #0188788
POLICY NUMBER
Santa Ana, CA 92704
INSURERS AFFORDING COVERAGE NAIC #
INSURED
Data Ticket, Inc. dba: Revenue Experts
4600 Campus Drive #200
Newport Beach, CA 92660
INSURER A: Hartford Casualty Ins Co
INSURER B: Granite State Insurance Co
INSURER C:
INSURER D:
INSURER E:
11/01/10
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
R
LTR
DD'
NSR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE MMIDD/YY
POLICY EXPIRATION
DATE MMIDD/YY
LIMITS
A
GENERAL LIABILITY
72SBAIA9147
11/01/09
11/01/10
EACH OCCURRENCE 51,000,000
COMMERCIAL GENERAL LIABILITY
DAMAGE TO RENTEDPREMIS 5300 OOO
CLAIMS MADE 51OCCUR
MED EXP (Any one person) $10,000
PERSONAL & ADV INJURY S1,000,000
GENERAL AGGREGATE s2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMP/OP AGG s2,000,000
POLICY PRO LOC
JECT
A
AUTOMOBILE
LIABILITY
72SBAIA9147
11/01/09
11/01/10
COMBINED SINGLE LIMIT
(Ea accident) $1,000,000
ANY AUTO
BODILY INJURY
ALL OWNED AUTOS
SCHEDULED AUTOS
(Per person) $
BODILY INJURY
$
X
HIRED AUTOS
X
NON -OWNED AUTOS
(Per accident)
PROPERTY DAMAGE $
(Per accident)
GARAGE LIABILITY
AUTO ONLY - EA ACCIDENT S
OTHER THAN EA ACC $
ANY AUTO
AUTO ONLY: AGG $
A
EXCESSIUMBRELLA LIABILITY
72SBAIA9147
11/01/09
11/01/10
EACH OCCURRENCE $1,000,000
AGGREGATE S1,000,000
X OCCUR F-1 CLAIMS MADE
5
5
DEDUCTIBLE
5
X RETENTION 510000
B
WORKERS COMPENSATION AND
WC009560474
07/12/09
07/12/10
X WC STATU- OTH-
EMPLOYERS' LIABILITY
E.L. EACH ACCIDENT S1,000,000
ANY PROPRIETOR/PARTNER/EXECUTIVE
E.L. DISEASE - EA EMPLOYEE 51,000,000
OFFICER/MEMBER EXCLUDED?
If yes, describe under
SPECIAL PROVISIONS below
I I
I
E.L. DISEASE - POLICY LIMIT 51,000,000
OTHER
DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS O C7
o --t;7
Certificate holder, its' officers, directors, employees and volunteers are included as additional insured
as respects to General Liability coverage as per the attached verbiage from the policy, as their interest
may appear.
N Afl
h
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City of San Rafael
Parking Services Division
1400 Fifth Avenue
San Rafael, CA 94901
LD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BjTkRE TijjftIRATION
THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL . FAME
X"RITTEN
:E TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAICt7RE T ��r��r ������111111 SHALL
iE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
AUTHORIZED REPRESENTATIVE
ACORD 25 (2001/08) 1 of 2 #S17026/M17025 SXL 0 ACORD CORPORATION 1988
IMPORTANT
If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement
on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may
require an endorsement. A statement on this certificate does not confer rights to the certificate
holder in lieu of such endorsement(s).
DISCLAIMER
The Certificate of Insurance on the reverse side of this form does not constitute a contract between
the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it
affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.
ACORD 25-S (2001/08) 2 of 2 #S17026/M17025
BUSINESS LIABILITY COVERAGE FORM
F. OPTIONAL ADDITIONAL INSURED
COVERAGES
If listed or shown as applicable in the Declarations,
one or more of the following Optional Additional
Insured Coverages also apply. When any of these
Optional Additional Insured Coverages apply,
Paragraph 6. (Additional Insureds When Required
by Written Contract, Written Agreement or Permit)
of Section C., Who Is An Insured, does not apply
to the person or organization shown in the
Declarations. These coverages are subject to the
terms and conditions applicable to Business
Liability Coverage in this policy, except as
provided below:
1. Additional Insured - Designated Person Or
Organization
WHO IS AN INSURED under Section C. is
amended to include as an additional insured
the person(s) or organization(s) shown in the
Declarations, but only with respect to liability
for "bodily injury", "property damage" or
"personal and advertising injury" caused, in
whole or in part, by your acts or omissions or
the acts or omissions of those acting on your
behalf:
a. In the performance of your ongoing
operations; or
b. In connection with your premises owned
by or rented to you.
2. Additional Insured - Managers Or Lessors
Of Premises
a. WHO IS AN INSURED under Section C. is
amended to include as an additional insured
the person(s) or organization(s) shown in the
Declarations as an Additional Insured -
Designated Person Or Organization; but only
with respect to liability arising out of the
ownership, maintenance or use of that part of
the premises leased to you and shown in the
Declarations.
b. With respect to the insurance afforded to
these additional insureds, the following
additional exclusions apply:
This insurance does not apply to:
(1) Any 'occurrence" which takes place
after you cease to be a tenant in that
premises; or
(2) Structural alterations, new
construction or demolition operations
performed by or on behalf of such
person or organization.
3. Additional Insured - Grantor Of Franchise
WHO IS AN INSURED under Section C. is
amended to include as an additional insured
the person(s) or organization(s) shown in the
Declarations as an Additional Insured -
Grantor Of Franchise, but only with respect to
their liability as grantor of franchise to you.
4. Additional Insured - Lessor Of Leased
Equipment
a. WHO IS AN INSURED under Section C. is
amended to include as an additional
insured the person(s) or organization(s)
shown in the Declarations as an Additional
Insured — Lessor of Leased Equipment,
but only with respect to liability for "bodily
injury", "property damage" or "personal
and advertising injury" caused, in whole or
in part, by your maintenance, operation or
use of equipment leased to you by such
person(s) or organization(s).
b. With respect to the insurance afforded to
these additional insureds, this insurance
does not apply to any 'occurrence" which
takes place after you cease to lease that
equipment.
5. Additional Insured - Owners Or Other
Interests From Whom Land Has Been
Leased
a. WHO IS AN INSURED under Section C. is
amended to include as an additional
insured the person(s) or organization(s)
shown in the Declarations as an Additional
Insured — Owners Or Other Interests From
Whom Land Has Been Leased, but only
with respect to liability arising out of the
ownership, maintenance or use of that part
of the land leased to you and shown in the
Declarations.
b. With respect to the insurance afforded to
these additional insureds, the following
additional exclusions apply:
This insurance does not apply to:
(1) Any 'occurrence" that takes place
after you cease to lease that land; or
(2) Structural alterations, new
construction or demolition operations
performed by or on behalf of such
person or organization.
Additional Insured - State Or Political
Subdivision — Permits
a. WHO IS AN INSURED under Section C. is
amended to include as an additional
insured the state or political subdivision
shown in the Declarations as an Additional
Page 18 of 24 Form SS 00 08 04 05
Client#: 12154 DATTI
/YYYY)DATE
0f:':DTM C RTIFIC OF LIABILITY INSU NCE 1/2612009
PRODUCER �� a'(JiIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Ashbrook-Clevidence, Inc. RECEIVED CITY LILY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
ECE E
3000 W. MacArthur Blvd., #320 C iTY OF SAN RAF E LER THE COVERAGE AFFORDED . THIS CERTIFICATE DOES NBYT HE POLICICES BELOW.
C
License #0188788 C�
Santa Ana, CA 92704 2009 OCT 30 AN 10*-ARERS AFFORDING COVERAGE NAIC #
INSURED INSURER A: Hartford Casualty Ins Co
Data Ticket, Inc. dba: Revenue Experts INSURER B: Granite States Insurance Co
4600 Campus Drive #200 INSURER C: CNA Insurance Co.
Newport Beach, CA 92660 INSURER D:
----------------
YNSURER E:
VV YGRMVGJ
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
S
LTR
D
NSR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE MM DD
POLICY EXPIRATION
DATE fMM1DD1YY1
LIMITS
A
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
GENERAL LIABILITY
X COMMERCIAL GENERAL LIABILITY
72SBAIA9147
11/01/09
11/01/10
EACH OCCURRENCE $1,000.000
DAMAGE TO RENTED $300,000
MED EXP (Any cne pe mon) $10,000
CLIMIMS MADE 51OCCUR
PERSONAL & ADV INJURY $1,000,000
GENERAL AGGREGATE s2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMP/OP AGG $2,000,000
POLICY PRl T LOC
A
AUTOMOBILE LIABILITY
72SBAIA9147
11/01/09
11/01/10
COMBINED SINGLE LIMIT $1,000,000
(Ea accident)
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
Ix
BODILY INJURY $
(Per person)
BODILY INJURY $
(Per accident)
HIRED AUTOS
X NON -OWNED AUTOS
PROPERTYDAMAGE $
(Per accident)
GARAGE LIABILITY
AUTO ONLY - EA ACCIDENT $
OTHER THAN EA ACC $
ANY AUTO
AUTO ONLY: AGG $
A
EXCESS/UMBRELLA LIABILITY
72SBAIA9147
11/01/09
11/01/10
EACH OCCURRENCE $1,000,000
AGGREGATE $1,000,000
X OCCUR FICLAIMS MADE
$
DEDUCTIBLE
$
X RETENTION $ 10000
B
WORKERS COMPENSATION AND
WC009560474
07/12/09
07/12/10
TH-
X TQRYWC SLIMI JTATU� OEEL
E.L. EACH ACCIDENT $1,000,000
EMPLOYERS' LIABILITY
ANY PROPRIETORIPARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED?
E.L. DISEASE - EA EMPLOYEE $1,000,000
E.L. DISEASE- POLICY LIMIT $1,000,000
If yes, describe under
SPECIAL PROVISIONS below
C
OTHER Professional
287188360
11/19108
11/19/10
$2,000,000 Limit
Liability (E & O)
$10,000 Retention
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
CERTIFICATE HOLLIEK
NMI\NGLLMI IVIS
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
City of San Rafael
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL *sn DAYS WRITTEN
Parking Services Division
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
Attn: Chad Lynn
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
1400 Fifth Avenue
REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
San Rafael, CA 94901
ACORD 25 (2001/08) 1 of 2 #S15282/M152715AL U MNVr%u %,%J FN vf�nl lv.
1 3-1
PROFESSIONAL SERVICES AGREEMENT/CONTRACT
COMPLETION CHECKLIST AND ROUTING SLIP
Below is the process for getting your professional services agreements/contracts finalized and
executed. Please attach this "Completion Checklist and Routing Slip" to the front of your
contract as you circulate it for review and signatures. Please use this form for all professional
services agreements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
_
Responsible
.
Description
Completion
._. Department
to
1
City Attorney
_.....__.
Review, revise, and comment on draft
_. ..
Ok
agreement.
2
Contracting Department
Forward final agreement to contractor for
their signature. Obtain at least two signed
originals from contractor.
-agree
3
Contracting Department
Agendize contractor -signed ment for
Council approval, if Council approval
necessary (as defined by City Attorney/City
Ordinance*).
4
City Attorney
Review and approve form of agreement;
bonds, and insurance certificates and l
endorsements.
5
City Manager / Mayor or
Agreement executed by Council authorized
,.
I
Department Head
official.
bi
6
City Clerk
City Clerk attests signatures, retains original
agreement and forwards copies to the
�;LLkk 1,0
'
contracting department.
t
To be completed by Contracting Department: f6 Pr;c ti Gx>f ro4 FW 11 Cr
S?OP- VtCr$ C(-rA r(0
Project Manager: \A0(,-6 GOO (&)f-) Project Name: PK C_ESS (tii�r
Agendized for City Council Meeting of (if necessary):
If you have questions on this process, please contact the City Attorney's Office at 485-3080.
* Council approval is required if contract is over $20,000 on a cumulative basis.
ROUTING SLIP FOR APPROVAL OF
CONTRACTS / AGREEMENTS / ORDINANCES / RESOLUTIONS
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF ORIGINAL
CONTRACT / AGREEMENT / ORDINANCE / RESOLUTION
BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO: iff, �
DATE OF MEETING:
FROM: Vince Guarino
DATE: June 16, 2010
ORIGINATING DEPARTMENT: Parking Services
TITLE OF DOCUMENT:
Rule 21, 2010
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING
THE CITY MANAGER TO EXECUTE THE CONTRACT WITH DATA TICKET, INC. TO
PROVIDI�
-ITAT SON PROCESSING FOR PARKING SERVICES.
m�
Jig � Schutz, Assis �
tai. t� C ty Manager
(LOWER HALF OF FORM FOR APPROVALS ONLY)
%veed by .ity Man ecutive Director AP ROVED AS TO FORM:
L
roved as Council / Agc6y AJgenda Item City Attorney (Signature '
❑ NOT APPROVED
REMARKS: