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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 IL" a:all2L•/G1Ia;Lei 401:1 K_vLya�s_ivac>ilri�i r���•Ticrr�- ;�ii�tait _• 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: