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Anaheim, CA 92805
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CITY COUNCIL AGENDA REPORT
City of Anaheim
FINANCE DEPARTMENT
DATE: JUNE 21, 2022
FROM: FINANCE DEPARTMENT
SUBJECT: RATIFY EXTENSION OF MASTER AGREEMENT FOR
CITATION PROCESSING SERVICES
ATTACHMENT (Y/N): NO ITEM # 04
RECOMMENDATION:
That the City Council, by Motion, waive the sealed bidding requirement of Council Policy 4.0 and ratify the extension of a master agreement with Turbo Data Systems, Inc., Tustin, CA through June 30, 2022 for citation processing services and further authorize an additional extension through December 31, 2022, with a total cost for the one-year period ending December 31, 2022 estimated to be $400,000 based on expenses incurred over the last 18 months. The city intends to have a new agreement ready for approval by the end of 2022.
DISCUSSION:
In preparation to have a new agreement in place for January 1, 2022, in the fall of 2021, Purchasing solicited proposals from known vendors by posting a Request for Proposal (RFP) on the City’s bid portal. Three proposals were received and staff has gone through an extensive process evaluating the proposals to determine which response would best fit the current and future needs of the each department. The agreement for citation processing includes software, supplies, and equipment used by city staff, police officers and contractors when issuing parking and administrative citations. Beyond providing the capability for issuing certain types of citations, the agreement covers services including the receipt of on-line payments, processing of handwritten parking citations, delinquent notices, DMV registration holds and releases, and citation appeals.
This RFP sought the services of a qualified firm to provide the above services in accordance with the City’s requirements. The evaluation criteria used to score each proposal included the depth of the company’s experience performing like services, the financial strength, proposed staffing and management resources, client references, and the company’s parking citation processing services program. During the evaluation period, city staff determined that additional requirements would need to be included in an agreement for citation processing services to allow the most efficient use of city resources in the future. Based on the additional criteria that arose during the evaluation period, it was determined that city would best be served by taking the action to reject all the proposals submitted. The new RFP process would incorporate other services being performed independently, into a more comprehensive new agreement for citation Ratify Extension of Master Agreement for Citation Processing Services June 21, 2022
processing. Also, specific minimum technology requirements would be required of any system in order to allow more efficient use of existing city equipment.
Upon approval of this item, city staff will begin working on an updated RFP package to issue at the end of summer providing the opportunity for all interested companies to review the updated requirements and provide new proposals.
IMPACT ON BUDGET:
Sufficient funds are available in the Public Works, Police, Planning and Building, and Convention Center departments’ budgets. Funding for subsequent years will be subject to City Council’s approval of budget appropriations.
Respectfully submitted, Concurred by,
Barrick L. Bartlett Rudy Emami
Purchasing Agent Public Works Director
Ted White
Planning and Building Services Director
Thomas Morton
Executive Director
Convention, Sports and Entertainment
Jorge Cisneros
Chief of Police