COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Sheriff’s Office

DATE:

May 26, 2011

BOARD MEETING DATE:

June 7, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Greg Munks, Sheriff

SUBJECT:

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

RECOMMENDATION:

Adopt a Resolution authorizing the President of the Board to execute Amendment One to the Agreement with Turbo Data Systems, Inc. for the provision of citation processing and adjudication of County agency issued parking citations, extending the term three years from June 30, 2011 to June 30, 2014.

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 hiring a consultant to assist.

As a result of that process, Turbo Data Systems, Inc. was selected. In 2006, all agencies in the County entered into individual five year contracts with Turbo Data. A provision in the contract allowed for the option to renew the term an additional three years.

DISCUSSION:

Turbo Data Systems, Inc. provides citation processing and collection by mail, telephone, website, multiple reminder notices, placing of DMV holds, appeals and administrative adjudication services, and optional advanced collection efforts.

Amendment One to the Agreement with Turbo Data Systems, Inc., will extend the term three years, from June 30, 2011 to June 30, 2014, as recommended by Daly City.

Although the contract allows for up to a 6% increase, Turbo Data has agreed to keep their processing fees flat. They have requested to increase the credit card convenience fee from $3 to $3.95 per transaction which is paid by those who use the service. This is a result of increasing bank costs. The increased convenience fee will be the same amount charged by the Courts and the County of Santa Clara.

Postage rate increases will continue to be passed through on a reimbursement basis per the contract.

County Counsel has reviewed and approved the Resolution and Amendment One as to form.

Approval of this Amendment contributes to the Shared Vision 2025 outcome of a Healthy Community by ensuring safe neighborhoods and achieving seamless services within the County.

PERFORMANCE MEASURES:

Measure

FY 2009-10
Actual

FY 2010-11
Projected

Number of citations issued:

Patrol services

Transit Police

18,759

4,930

11,000

4,800

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

20,390

17,000

FISCAL IMPACT:

Amendment One to the Agreement with Turbo Data Systems, Inc. extends the term three years to June 30, 2014. There will be no increase in fees other than direct pass-through of any postal rate increases. Total fees paid to Turbo Data in FY 2009-10 were $19,269.06. Funding for this contract has been included in the Sheriff’s Office FY 2010-11 Budget. There is no additional Net County Cost.