COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

DATE:

April 11, 2006

BOARD MEETING DATE:

April 18, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Don Horsley, Sheriff

SUBJECT:

Second Amendment to the Agreement with Turbo Data Systems, Inc.

RECOMMENDATION:

Adopt a Resolution waiving the Request for Proposal (RFP) process and authorizing the President of the Board to execute the Second Amendment to the Agreement with Turbo Data Systems, Inc. for processing and adjudication of County agency-issued parking citations, extending the term of the contract 12-months to June 30, 2006.

VISION ALIGNMENT:

Commitment: Responsive, effective, and collaborative government.

Goal 22: County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.

The proposed Second Amendment provides for the continuation of a uniform process for appeals, inquiries, and payment of citations throughout the County for the convenience of the public.

Performance Measure(s):

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Number of citations issued

11,453

11,500

Number of total traffic activities by Patrol Deputies (non-citation)

15,298

15,100

BACKGROUND:

In mid-1998, the San Mateo County Superior Courts advised all agencies that, pursuant to new legislation, the Courts would no longer be involved in parking citation processing. All San Mateo County cities prepared for joint assumption of the citation processing and appeals hearing responsibility. A subcommittee composed of police and finance representatives from the cities of Daly City, San Mateo, and Belmont was formed to develop and administer a RFP process for the selection of a citation-processing vendor.

On May 4, 1999, the County entered into a three-year Agreement (Resolution No. 62768) with Turbo Data Systems, Inc. for provision of processing parking citations and administrative adjudication of appeals.

On June 18, 2002, your Board approved Amendment One (Resolution No. 65370) to the Agreement with Turbo Data Systems, Inc., extending the term three-years to June 30, 2005.

DISCUSSION:

The proposed Second Amendment to the existing Agreement with Turbo Data Systems, Inc. will extend the term one-year to June 30, 2006. The Amendment also revises the citation fees to reflect the first class postage increase, which came into effect January 8^th.

Extending the term of the existing Agreement with Turbo Data Systems, Inc. ensures continued provision of services during the process of developing a new RFP, which has already begun. Once again, the City of Daly City has agreed to take the lead in developing the new contract. This process includes the review of requirements, creation, and distribution of the RFP, analysis of responses, communication with relevant agencies and potential vendors, and the negotiation of the final agreement. Therefore, it is in the best interest of the County to waive the RFP process and continue to contract with Turbo Data Systems, Inc. during the development of the new RFP.

The delay in processing this Second Amendment resulted from a misunderstanding that there was a Countywide extension of the existing Agreement with Turbo Data Systems. The Sheriff’s Office is not the lead agency on this Countywide contract, and was under the impression that this extension was applicable for the Sheriff’s Office contract as well. The Sheriff’s Office recently learned that the County’s Agreement must be amended separately. Therefore, we are bringing this Second Amendment forward now to cover the added year. There was no interruption of service from Turbo Data during this period.

The Amendment includes all provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination, equal benefits, and a contractor jury service policy.

County Counsel has reviewed and approved this Second Amendment as to form.

FISCAL IMPACT:

The proposed Second Amendment to the Agreement with Turbo Data Systems, Inc. extends the term 12-months to June 30, 2006. Annual net revenue for citations issued by Sheriff’s personnel or other affiliate agencies (after deductions for statutory assessments and vendor fees) is included in the Sheriff’s FY05-06 Budget.