COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

DATE:

BOARD MEETING DATE:

September 12, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Don Horsley, Sheriff

SUBJECT:

Agreement with Turbo Data Systems, Inc. for Parking Citation Processing and Adjudication Services.

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board to execute an Agreement with Turbo Data Systems, Inc. for County parking citation processing and adjudication services, for a five (5) year term expiring June 30, 2011.

VISION ALIGNMENT:

Commitment: Ensure basic health and safety for all.

Goal 7: Maintain and enhance the public safety of all residents and visitors.

The Agreement 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 MEASURES:

Measure

FY 2005-06
Actual

FY 2006-07 Projected

Number of citations issued by Patrol Deputies

10,850

11,200

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

15,100

15,210

BACKGROUND:

In 1999 the San Mateo County cities and agencies that issue parking citations came together to issue a request for proposal (RFP) for parking citation processing services. As a result of a change in State law that decriminalized parking citations, the County court system also transferred the responsibility for parking citations processing and collection to local agencies. Rather than form a joint powers agency, it was determined to be most efficient to issue a combined RFP with individual contracts for each agency.

Through combining the volume of all ticketing agencies, it was believed that the participating agencies could receive the best processing rates and highest level of service. The San Mateo County Finance Officers Group took responsibility for coordinating with their respective agencies’ to be sure that the RFP addressed all necessary requirements. The City of Daly City served as the lead agency to develop the RFP and manage the process, including the hiring of a consultant to assist. Daly City is the highest volume issuer of parking citations within the County.

As a result of that process, Turbo Data Systems, Inc. was selected. All agencies in the County entered into individual contracts for services with Turbo Data. Those contracts expired on June 30, 2005. Turbo Data agreed to renew the contracts under the same terms and conditions for an additional year during which time the participating cities and agencies would determine what course to take for the future. After consulting with the Finance Officers Group and in turn polling the agencies, it was clear that the level of satisfaction with the current vendor was very high. However, it was also determined that it would be in the best interest of the agencies to issue a new RFP to be sure to receive the best services and pricing.

DISCUSSION:

Daly City again took the lead in managing the process, including hiring a consultant to make necessary revisions to the RFP and manage the logistics and assist in evaluation of the responses. Four (4) vendors were solicited, and all expressed interest in responding. Ultimately, only two (2) vendors responded to the RFP.

After careful review by the consultant, as well as the agencies that write greater that five percent (5%) by volume of the parking citations within the County, it was determined that entering into a new contract with the existing vendor, Turbo Data Systems, Inc. will best serve the needs of the County, including the fact that there will be no disruption in service or need for staff time to convert to a new vendor and system.

Overall pricing, services and technology were essentially equal between the respondents. The existing vendor proposed rates that are comparable, and in aggregate virtually identical to, the only other vendor responding, and that are significantly below existing rates. As an example, per citation processing fees will be reduced from $1.46 to $1.28 per electronic citation, while hand-written citations will decline from $1.54 to $1.40 each (County issued citations are currently handwritten).

Services include citation processing and collection by mail, telephone or website, multiple reminder notices, placing of DMV holds, appeals and administrative adjudication services, and optional advanced collection efforts.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

County Counsel has reviewed and approved the Resolution and Agreement as to legal form.

FISCAL IMPACT:

Costs for citation processing are anticipated to decline by approximately 9 percent overall while maintaining the same quality of service. Total fees paid to Turbo Data in FY 2005-06 were $33,664.33. The initial contract term will be for five (5) years with no increase in fees during that period other than direct pass-through of any postal rate increases. The contract contains an annual renewal provision after the initial term.