13-A
TO: Honorable Mayor and Members of the City Council
ATTENTION: Ryan Smoot, City Manager
FROM: Brian McNerney, Director of Public Safety
SUBJECT: Consideration and possible action to authorize the City Manager to 1) execute Amendment No. 9 to Agreement File No. 813, in a form approved by the City Attorney, with Southwest Patrol, Inc. adding animal control services and extending the term for security guard services; and 2) execute Amendment No. 2 to Agreement File No. 685 with Turbo Data Systems, Inc., in a form approved by the City Attorney, adding online animal licensing services.
DATE: September 22, 2025
EXECUTIVE SUMMARY
The City of Bellflower is exploring an innovative and customer service focused approach to delivering animal control services. This initiative arises in response to rising costs and declining service quality from the Southeast Area Animal Control Authority (“SEAACA”), which has served the City since 1992. During the discussions regarding the renewal of the agreement with SEAACA last fiscal year, the City Council directed the Director of Public Safety (“Director”) to consider alternative means of providing these services.
Subsequently, for fiscal year 2025-26, SEAACA’s proposed contract cost is projected to increase to $814,974, a 27% increase from the net cost for fiscal year 2024-25 (5% increase when comparing gross to gross costs), without any corresponding improvements to the services provided. SEAACA has proposed to remove the guaranteed revenue amount of $138,000 from the proposed agreement, though it is understood that this proposal may be under reconsideration for this fiscal year. After exploring many alternatives for services delivery, the Director received a proposal from Southwest Patrol Inc. (“Southwest Patrol”), to provide animal control services to the City through a hybrid of contractual services in conjunction with internal services through modifications to the City’s in-house services and staffing.
RECOMMENDATION TO CITY COUNCIL
It is recommended that the City Council:
1) Authorize the City Manager to execute Amendment No. 9 to Agreement File No. 813 with Southwest Patrol, in a form approved by the City Attorney; and
2) Authorize the City Manager to execute Amendment No. 2 to Agreement File No. 685 with Turbo Data Systems, Inc., in a form approved by the City Attorney; or
3) Alternatively, discuss and take other action related to this item.
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Staff Report – Animal Control Agreement
September 22, 2025
FISCAL IMPACT
The proposed cost of animal control services is sufficiently covered by Account No. 010-42100-2230. Below is a breakdown of the estimated costs, savings, and revenue associated with the proposed new service model.
Services FY 2025-26
Est. Annual Cost
FY 2026-27
Est. Annual Cost
Southwest Patrol Animal Control Services $ 410,000 $ 450,000 Turbo Data Systems, Inc. Animal Licensing
Services $ 18,000 $ 20,000 Part-time Administrative Assistant I (New) $ 32,300 $ 49,000 Other Incidental Costs Associated with Animal
Control Services (including veterinary care costs) $ 15,000 $ 15,000 Total $ 475,300 $ 534,000 Less:
Adopted budget for animal control services (net of
estimated license fees) $ 675,000 $ 675,000 Estimated Animal Licensing Revenue $ 70,000 $ 80,000 Estimated Budget Increase / (Savings) $ (269,700) $ (221,000)
Note: The estimated start date for the above contracts and staff is November 1, 2025.
Thus, the estimated annual costs for FY 2025-26 have been prorated based on an eight- month period.
DISCUSSION
The City has contracted with SEAACA since 1992 for animal control services. SEAACA is contracted to provide a range of services including sheltering of animals, veterinary care, treatment, animal licensing collection, field response for animals running at large, picking up deceased animals, and criminal enforcement of the California Penal Codes and Bellflower Municipal Code (“BMC”) related to animal violations. Earlier this year, SEAACA provided the City with a proposed contract for fiscal year 2025-26 at a gross cost of $814,974, which amounts to a 5% increase compared to the gross contract cost of $779,880 for fiscal year 2024-25. However, when comparing the proposed contract cost for fiscal year 2025–26 to the net cost incurred in fiscal year 2024–25 ($641,880), there is a 27% increase. This is primarily due to SEAACA’s proposal to eliminate the guaranteed revenue to the City of $138,000 from license fees. According to SEAACA, the total revenue collected for fiscal year 2024-25 was approximately $70,000, which falls significantly below their guaranteed revenue amount.
Since approximately 2020, the number of complaints regarding the services provided by SEAACA has increased and are mainly focused on a lack of responsiveness to community concerns. Barking dog complaints, excessive animals on a property, unpermitted animals, and slow response from field staff are among the concerns voiced.
Proposed Southwest Patrol Animal Control Program:
After numerous discussions with various animal control providers and shelters in the region, Southwest Patrol provided a proposal to offer animal control services to the City.
Their proposal is divided into three aspects: field response, housing of live animals with the Society for the Prevention of Cruelty to Animals Los Angeles (“SPCALA”) in Hawthorne, and removal of deceased animals.
Staff Report – Animal Control Agreement
September 22, 2025
DISCUSSION – Continued
Under the agreement with the City, Southwest Patrol will be required to maintain their own contract with the SPCALA for animal sheltering services or otherwise provide the same services. The SPCALA is located at 12910 Yukon Avenue, Hawthorne, CA 90250 and will be the facility to which all live animal impounds will be transported. The SPCALA offers adoption services, veterinary care, and sheltering of lost animals similar to those provided by SEAACA. Aside from living animals, Southwest Patrol will collect and dispose of deceased animals found within the City. Southwest Patrol will maintain a contract with Pet Haven Cemetery and Crematory, located at 18300 S. Figueroa Street, Gardena, CA 90248.
First year costs for Southwest Patrol animal control services as proposed under the agreement are not-to-exceed $410,000 (prorated for eight months of service for FY 2025- 26) which includes a 40 hours per week animal control guard dedicated to Bellflower, sheltering of animals at the SPCALA, deposit of deceased animals at Pet Haven Cemetery, and the purchase and upfitting of an animal control vehicle. Second year costs are not-to-exceed $450,000. The only difference in the second-year cost is the exclusion of the animal control vehicle ($100,000) that was included in Year 1. Pursuant to BMC
3.28.090 (B), bidding was not conducted for this service due to convenience and the limited number of providers capable of and willing to meet the City’s needs. Since August 2024 the Director has contacted multiple animal control organizations to inquire about their services, and none were taking on new clients or could not handle a city the size of Bellflower (animal intake volume). Southwest Patrol is the only organization which has been willing to provide animal control services to the level of animal intake which Bellflower has and at a lower cost compared to SEAACA.
Enforcement of Animal Laws (Penal Code)
SEAACA is contracted to provide enforcement of crimes committed against animals which are violations of the California Penal Code and the Bellflower Municipal Code.
Under the proposed arrangement, enforcement of Penal Code violations relating to animals will be enforced by the Los Angeles County Sheriff’s Department (“LASD”). There exists a robust internal structure which LASD uses for criminal matters ranging from patrol personnel to initially investigate crimes, supervisory staff to oversee field work, and a detective bureau to review and present criminal cases for filing with the District Attorney’s Office. While the City is not currently able to expand the services provided under its contract with LASD, LASD staff have indicated that the limited call volume for these types of response could be absorbed under their existing staffing levels.
Enforcement of BMC
The BMC provides extensive regulations governing animals, including, without limitation, animal licensing, spay and neutering, noisy animals, and animal breeding. SEAACA has previously been responsible for this enforcement, however the City has seen little, if any actual enforcement of these regulations. The proposed change in animal control services will transition enforcement of the BMC to the City’s Code Enforcement Division. There will inevitability be an increase in workload for the Code Enforcement Division; however,
Staff Report – Animal Control Agreement
September 22, 2025
a 5th Code Enforcement Inspector is already budgeted for in fiscal year 2026-27, which is expected to be sufficient to absorb the additional work.
Animal Licensing
The final component of this animal control proposal is the internalization of animal licensing services by the City. On average, SEAACA collects approximately 3,500 licenses (mostly dogs) each year with an approximate revenue of $70,000. This amount falls significantly short of the $138,000 minimum licensing revenue guarantee which SEAACA historically provided for in its past contracts. The Director is working with an existing City contractor, Turbo Data Systems (which currently processes parking and administrative citation, miscellaneous parking permits, and yard sale permits) to use its online permitting system for animal licenses. The functionality of the new licensing system will be familiar to the community and City employees as it is mirrored after the online parking permit system which has been in use for many years now.
To account for the additional in-house services, the following staff modification is being requested:
Addition of a Part-time Administrative Assistant I - Based on request for service data obtained from SEAACA, Bellflower averages approximately 150 animal related requests each month, such as stray animal calls, licensing inquiries, and enforcement requests. A part-time Administrative Assistant would be needed to effectively manage the increase in workload. This position would also be responsible for the day-to-day operation of the animal licensing program.
This proposed animal control contracting model offers the community a more responsive, streamlined, and locally accountable service structure at a lower cost. It allows the City to better manage animal-related issues, deliver enhanced service to residents, and retain flexibility to evolve the program over time based on performance and community needs.
The Director recommends that the City Council authorize the City Manager to execute Amendment No. 9 to Agreement File No. 813 with Southwest Patrol, Inc., and execute Amendment No. 2 to Agreement File No. 685 with Turbo Data Systems Inc.
ATTACHMENTS:
Amendment No. 9 to AFN 813 ........................................................................................ 5 Amendment No. 2 to AFN 685 ...................................................................................... 12
AMENDMENT NO. 9 TO
AGREEMENT FILE NO. 813 BETWEEN
THE CITY OF BELLFLOWER AND SOUTHWEST PATROL, INC.
FOR SECURITY GUARD AND ANIMAL CONTROL SERVICES
THIS AMENDMENT No. 9 (“Amendment”) is made and entered into this 22 nd day of September 2025, by and between the CITY OF BELLFLOWER, a charter city and municipal corporation (“CITY”), and SOUTHWEST PATROL, INC., a California corporation (“CONTRACTOR”).
SECTION 1. Agreement File No. 813 (“Agreement”) is amended by including the following provision as Section 17:
“17. AUTHORITY/MODIFICATION.
The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY’s Manager, or designee, may execute any such amendment on behalf of CITY.”
SECTION 2. Exhibit “B” to the Agreement is replaced with attached Exhibit “B,” (Fee Schedule) which is incorporated by reference.
SECTION 3. Exhibit “C” to the Agreement is replaced with attached Exhibit “C,” (Security Guard Services Term and Scope of Work) which is incorporated by reference.
SECTION 4. Exhibit “D” (Animal Control Services Term and Scope of Services) is created which is incorporated by reference.
SECTION 5. RETROACTIVITY. CITY and CONSULTANT intend for this Amendment to be retroactively effective beginning July 1, 2025. The term of this Agreement is July 1, 2025 to June 30, 2027, unless sooner terminated pursuant to the provisions of this Agreement.
SECTION 6. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date.
SECTION 7. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic transmission.
Such electronic signature will be treated in all respects as having the same effect as an original signature.
City of Bellflower
Agreement File No. 813 – Amendment No. 9
Southwest Patrol, Inc.
SECTION 8. Except as modified by this Amendment, all other terms and conditions of Agreement File No. 813 remain the same.
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written.
CITY OF BELLFLOWER SOUTHWEST PATROL, INC.
_________________________________ _______________________________ Ryan Smoot, City Manager Mike Gagon, Vice President
ATTEST:
_________________________________ _______________________________ Mayra Ochiqui, City Clerk Jennifer Boutros, Chief Finance Officer
APPROVED AS TO FORM:
_________________________________
Karl H. Berger, City Attorney
ATTACHMENTS:
Exhibit B – Fee Schedule
Exhibit C – Security Guard Services Term and Scope of Work Exhibit D – Animal Control Services Term and Scope of Work
CITY OF BELLFLOWER
AGREEMENT FILE NO. 813
EXHIBIT B – FEE SCHEDULE
Contractor will complete the Scope of Work provided in Exhibit C and Exhibit D of Agreement File No. 813. The not-to-exceed contract amounts for all services are $1,560,000 for fiscal year 2025-26, and $1,657,000 for fiscal year 2026-27.
Security Guard Services:
The not-to-exceed contract amounts for security guard services are $1,150,000 for fiscal year 2025-26 and $1,207,000 for fiscal year 2026-27. The working hours are subject to change at mutual consent of both parties.
Contract rates for security guard services are as follows:
Security Guard Services Contract Rates
Armed Security Guard $60 per hour
Unarmed Security Guard $47.50 per hour
Supervisor $45 per hour
Note: For work provided in Exhibit C, the City is invoiced by the Station Cities Public Safety Authority and not directly from Southwest Patrol, Inc.
Animal Control Services:
The not-to-exceed contract amounts for animal control services are $410,000 for fiscal year 2025-26 and $450,000 for fiscal year 2026-27. The working hours are subject to change at mutual consent of both parties.
Contract rates for animal control services are as follows:
Animal Control Services Contract Rates
Animal Control Guard $50 per hour / $75 per hour for emergency call outs
Animal control services (excluding the guard hours) will be invoiced on July 1 st and January 1st of each fiscal year. For fiscal year 2025-26 only, animal control services will be invoiced on November 30, 2025 and March 31, 2026.
Contractor must submit a detailed invoice to the City which lists the hours worked and hourly rates for each personnel category, tasks performed, and amount billed for the period (e.g., monthly.)
Each monthly invoice must identify the time spent and amounts billed for the following:
Bellflower Parking Structure: 16337 Bellflower Boulevard Bike Trail: (runs east/west through entire city adjacent to Flora Vista Street) Animal control guard hours
CITY OF BELLFLOWER
AGREEMENT FILE NO. 813
EXHIBIT C – SECURITY GUARD SERVICES TERM AND SCOPE OF WORK
The term of this Agreement will be from July 1, 2025 to June 30, 2027. This Agreement may be extended annually for up to three additional one-year periods upon mutual written agreement of both parties.
Contractor will perform security patrol services during the course of the shift at the following public areas and facilities within the City, although locations may be added or removed upon mutual agreement of both parties:
BELLFLOWER PARKING STRUCTURE: 16337 Bellflower Boulevard
BIKE TRAIL: (runs east/west through entire city adjacent to Flora Vista Street)
CARUTHERS PARK: 10500 Flora Vista Street
CARUTHERS PARK NORTH (CPN): (runs north/south along the riverbed) -- enter from the far eastern terminus of Trabuco Street (street is just south of Alondra Boulevard)
CITY HALL: 16600 Civic Center Drive
CONSTITUTION PARK: 8848 Cedar Street
FLORA VISTA DOG PARK: 9203 Flora Vista Street
LIBRARY GARDENS: 9945 Flower Street
MAIN THOROUGH FARES THROUGHOUT THE CITY
PALM STREET PARK: 9200 Palm Street (just east of Clark Avenue)
RIVERVIEW PARK: 10500 Somerset Boulevard (entrance is locked - key provided)
SIMMS PARK: 16614 Clark Avenue
THOMPSON PARK: 14001 Bellflower Boulevard
TOWN CENTER PLAZA (TCP): 16521 Adenmoor Avenue (area at rear of stage will require an on-foot inspection)
ZINN PARK: 10350 Foster Road
City of Bellflower
Agreement File No. 813
Exhibit C – Security Guard Services Term and Scope of Work
The primary objectives of this patrol are to address: individuals residing in the parks after hours, illegal camping within the city’s public/private commercial thoroughfares, unlicensed street vendors, and generally suspicious behavior as determined by the officer. Should the removal of offending individuals require additional assistance from the Los Angeles County Sheriff’s Department, the Lakewood Station dispatch center can be contacted at (562) 623-3500.
The Contractor is required to provide a log of patrol activities/actions taken by the security guard to the City’s Director of Public Safety. Should any of the above locations experience a greater than “average” number of problems, the City may ask the Contractor to increase the frequency of patrols at those locations, with the understanding that other locations on the list will receive less frequent patrol coverage.
CITY OF BELLFLOWER
AGREEMENT FILE NO. 813
EXHIBIT D – ANIMAL CONTROL SERVICES TERM AND SCOPE OF WORK
The term of this Agreement will be from July 1, 2025 to June 30, 2027. This Agreement may be extended annually for up to three additional one-year periods upon mutual written agreement of both parties.
Contractor will perform the following animal control services throughout the City:
One (1) dedicated animal control guard for forty (40) hours per week. Days and times to be mutually agreed upon between Southwest Patrol, Inc. and the City. Animal control guards will attend a minimum of sixteen (16) hours of yearly training with a licensed animal shelter related to, but not limited to, care of animals, identifying illnesses, and use of animal control equipment. Stray Dog Impoundment; patrol the City and pick up and/or impound loose or stray dogs. Respond to calls for service from the community and City staff related to stray dogs.
Sick or Injured Animal Response; pick up stray or respond to calls for service for animals that are visibly sick, injured, or physically suffering and transport to licensed veterinary care facility or animal shelter immediately upon discovery.
Costs associated with veterinary care will be billed to the City. Deceased Animal Removal; remove and dispose of dead animals within 24 hours of notification, or as soon as reasonably possible.
Emergency Response Services; provide 24-hour emergency response for injured or vicious animals as requested by the City.
Warrants for Animal Impoundments; will provide the City with animal impoundments related to abatement warrants as requested by the City. Assist the City with animal license canvassing and inspections. All live impounded animals will be returned to their owners, on the same day of impoundment, or turned over to Society for the Prevention of Cruelty of Animals Los Angeles (“SPCALA”) shelter when an owner is not located. o Located at 12910 Yukon Avenue, Hawthorne, CA 90250
o Contractor will maintain an animal shelter contract during the term of this agreement. Any change in animal shelter provider must be provided to City in writing and mutually agreed to by Contractor and City.
Deceased animals will be transported to Pet Haven Cemetery and Crematory. o Located at 18300 S. Figueroa Street, Gardena, CA 90248. o Contractor will maintain a contract with a provider for the deposit of deceased animals during the term of this agreement. Any change in provider must be provided to City in writing and mutually agreed to by Contractor and City.
City of Bellflower
Agreement File No. 813
Exhibit D – Animal Control Term and Scope of Work
Activity logs will be maintained documenting each service call which is responded to, animal control guard observations, the types of calls encountered (i.e. deceased animal, stray dog), and the action taken to resolve the request.
Contractor is required to provide activity logs of animal control activities/actions to the City’s Director of Public Safety within ten (10) days following the end of each month.
Written records of all live animal impoundments taken to the SPCALA will be maintained by Contractor. Information will include but is not limited to type of animal, pick up location/date/time, condition of animal, drop off location, and date/time of drop off.
Contractor will maintain a publicly available phone number and staff to respond to citizen inquiries related to location of missing or at large animals taken into Contractor’s custody.
Contractor will provide the City with a non-publicly available dispatch phone number and email for sending/receiving service requests.
Contractor will report suspicious activity or potential violations of animal laws to the City.
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AMENDMENT NO. 2 TO
AGREEMENT FILE NO. 685 BETWEEN
THE CITY OF BELLFLOWER AND TURBO DATA SYSTEMS, INC.
FOR PROCESSING OF PARKING, ADMINISTRATIVE CITATIONS,
VARIOUS PERMITS, AND ANIMAL LICENSES
THIS AMENDMENT No. 2 (“Amendment”) is made and entered into this 22 nd day of September 2025, by and between the CITY OF BELLFLOWER, a charter city and municipal corporation (“CITY”), and TURBO DATA SYSTEMS, INC., a California corporation (“CONTRACTOR”).
SECTION 1. Agreement File No. 685 (“Agreement”) is amended by including the following provision as Section 22:
“22. AUTHORITY/MODIFICATION.
The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY’s Manager, or designee, may execute any such amendment on behalf of CITY.”
SECTION 2. Exhibit “A” to the Agreement is replaced with attached Exhibit “A,” (Scope of Services) which is incorporated by reference.
SECTION 3. Exhibit “B” to the Agreement is replaced with attached Exhibit “B,” (Cost of Services) which is incorporated by reference.
SECTION 4. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date.
SECTION 5. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic transmission.
Such electronic signature will be treated in all respects as having the same effect as an original signature.
SECTION 7. Except as modified by this Amendment, all other terms and conditions of Agreement File No. 685 remain the same.
[SIGNATURE ON NEXT PAGE]
City of Bellflower
Agreement File No. 685 – Amendment No. 2
Turbo Data Systems, Inc.
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written.
CITY OF BELLFLOWER TURBO DATA SYSTEMS, INC.
_________________________________ _______________________________ Ryan Smoot, City Manager Roberta J. Rosen, President
ATTEST:
_________________________________ _______________________________ Mayra Ochiqui, City Clerk Elie M. Sleiman, Secretary
APPROVED AS TO FORM:
_________________________________
Karl H. Berger, City Attorney
ATTACHMENTS:
Exhibit A – Scope of Services
Exhibit B – Cost of Services
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CITY OF BELLFLOWER
AGREEMENT FILE NO. 685
EXHIBIT A - SCOPE OF SERVICES
Consultant shall perform the following services in processing all Parking Citations:
A. Basic Processing - Consultant will enter manual citations and citation dispositions into City's database within 2 business days. The basic service includes database maintenance, daily system backups, toll-free phone number for the public, Interactive Voice Response System (IVRS) with customized recorded information and citation lookup capability, pticket.com web -based Inquiry System for the public with customized content, Customer Service Representatives (8 a.m. - 5 p.m., Monday through Friday, excluding holidays) to speak with the public regarding parking citation issues, ongoing Client support, and documentation and training for use of the TDS-provided online system.
B. Handheld Ticket Writer Interface - Consultant will provide for automated import of electronic citations into City's database within 1 business day. Consultant will maintain and update the hot sheet or scofflaw files on a daily basis for City to upload into their handheld ticket writers. Consultant will work with City to implement any changes required for handheld ticket writer equipment.
C. System and Document Storage - Citations paid or dismissed will be retained on the computer system for 3 years and then removed. Unpaid citations will be retained on the computer system for 5 years and then removed. Citation documents will be stored for 2 years from date of issue and then returned to City or shredded. Payment documents will be stored for 2 years from the date of payment and then returned to City or shredded.
D. Online Reporting -Provide monthly reports online indicating the status of all citations, such reports to be available for City access no later than the thirtieth (30th) day of the following month.
E. DMV Interface for Registered Owner Name Retrieval - Attempt to obtain names and addresses of registered owners of cited vehicles for those citations that have not been cleared prior to their notice generation date.
F. Notice Processing - Print the required Notice and mail to each registered owner whose name has been retrieved within 10 to 21 days after the citation has been issued. Includes second notices mailed for bounced checks, partial payments, and name or address changes. The notice date shall be extended whenever there is an unusual delay in delivery of information or citations to Consultant. All postage, notice forms and envelopes will be provided by Consultant.
G. DMV Interface for Placing Registration Holds - Transmit a Notice of Delinquency to the California DMV for vehicles with California license plates after a Notice of Violation has been mailed to the registered owner and Consultant has not received notification that the citation has been cleared. This Notice of Delinquency will be transmitted to the California DMV within 2 business days after the date specified by the City to be the DMV Date.
City of Bellflower
Agreement No. 685 – Exhibit A
H. DMV Interface for Releasing Registration Holds - Transmit a Notice to the California DMV that a Notice of Delinquency has been cleared within 2 business days after TDS has received notification of clearance.
I. DMV Interface for Monthly Payment File - Receive payment file from DMV as available (currently monthly) and update DMV transactions into Customers database, providing reporting for reconciliation purposes.
J. Delivery Service - Manual citations will be mailed or scanned to Consultant by Customer at their own expense. Consultant reports will be provided online.
Consultant will return any required documents via US Mail.
K. Collection and Payment Processing - Consultant will provide the following collection and payment processing services for City:
• Provide P. O. Box where payments are mailed
• Courier pickup from P. O. Box daily
• Open all mail
• Verify payment amounts and record on computer system within 2 business days (48 hours)
• Respond to reasonable non-judicial public inquiries by phone and/or mail • Return questionable mail to City for decision
• Make bank deposits to City bank account
• Verify amounts deposited, by citation number
• Provide toll-free number for citizen inquiries
• Provide weekly reports for bank statement reconciliation • Provide monthly Paid Citation Distribution Report
L. Out of State Citations - Consultant shall process citations for non-California license plates by entering the citation information into the system database and reporting them along with all other citations on the database with the standard reports. If they become delinquent, requests for registered owner information will be sent to the appropriate out-of-state DMV. The Notice of Intent will be generated to the registered owner and the fine amount requested. Consultant will incur all costs for this processing, including out-of-state DMV fees and charges. Consultant will receive payment from Customer based on the amount of revenues collected from out-of-state citations after the Notice of Intent has been issued. This amount will be billed monthly for the prior months' receipts (as determined from our database and/or reports). Payments collected via credit card will also incur credit card fees.
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City of Bellflower
Agreement No. 685 – Exhibit A
M. Web Payment System - Payment by Credit Card - Through the pticket.com web site, we accept credit card payments via Visa, MasterCard and Discover. The system authorizes each transaction while the customer is online. Customers are given an email confirmation to confirm their charge. The pticket.com web payment system automatically updates the citation database with the payment immediately.
Credit Card monies are paid to a Turbo Data Systems bank account and are reconciled monthly. Each customer receives their own credit card postlog which shows in detail which citations were paid and for what amount, along with the deposit slip from the bank or the ACH deposit email showing that these funds have been deposited into the customer's account. Should there be any charge backs to a merchant account, the funds are pulled directly from the Turbo Data master account and the citation will be reactivated, much like a bounced check. The violator will be sent a notice and will then proceed to DMV hold. Consultant will provide all services regarding reconciliation, reactivation of charge backs, etc.
Customer will not be involved in the daily processing.
N. Administrative Adjudication Processing Service - Consultant will provide for the processing of requests for contesting citations, allowing for agency processing of administrative reviews, tracking and monitoring all relevant dates on an automated system, mailing timely notification to respondents regarding the status of their claims, and scheduling of administrative hearings. All Administrative Adjudication information entered into the system is done in real time and is linked to existing database information to ensure proper tracking of relevant dates, mailing names and addresses and other pertinent information. Administrative Review requests will be entered within 2 business days of receipt. Adjudication documents will be stored for 2 years from their activity date and then shredded.
O. Paperless Appeals (eAppealsPRO & Scanning) - Consultant will provide online appeal capability for the public to appeal their citations online. Consultant will provide the scanning of all mailed-in appeal documents and electronic storage of those documents. Consultant will provide an online application to access the appeals, which will be searchable and sortable. Consultant will keep an electronic history of processed appeals for at least 2 years.
P. Online Inquiry Access for Customers' Staff - TicketPROWeb Access includes online access 24 hours a day, 7 days a week for Agency personnel to inquire on Customer's database. This access includes citation inquiry (includes citation status, history status, administrative adjudication status, notes, etc.), the ability to enter and view notes, post dismissals/payments, view daily deposits made at Consultant's facility and view daily file transfers sent from the handheld ticket writer software and received at Consultant's facility. Consultant's technical staff will provide support. Consultant will provide a real-time secured high-speed connection to the citation database through the City's Internet connection.
Q. Additional Notices - Consultant will mail Other Correspondence as required for processing.
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City of Bellflower
Agreement No. 685 – Exhibit A
R. ICS Collection Service - Special Collections - Citations remaining outstanding ninety days after becoming delinquent, DMV No -Holds, DMV Transfer of Ownership Releases, Non -California license plates, and any other citations deemed as delinquent citations by City are transferred into the ICS system on a weekly basis. Up to 2 collection letters will be mailed for each ICS account requesting payment. Delinquent accounts are sent to a credit reporting agency on a weekly basis. Paid accounts are reported to the credit reporting agency weekly.
S. Payments are processed daily and deposited to the City's regular citation processing bank account. The Consultant Customer Service Center will handle all ICS related calls through a special toll-free number dedicated to ICS accounts.
Monthly reporting shows all accounts moved to the ICS system and all payments received due to ICS efforts.
T. Franchise Tax Board Offset Program - Consultant will combine citations by license number for total amount due, eliminate corporate names, retrieve SSN's by name from a 3rd party, combine accounts by SSN, mail required FTB letters in advance of placing accounts at FTB, process payments generated by the FTB process, receive phone calls generated by the FTB process, provide all systems and operational procedures required for the FTB process, and provide complete reporting and reconciliation for the FTB process. City will be required to complete required FTB paperwork and forms (with Consultant's assistance), establish a SWIFT account with the FTB, and provide whatever assistance may be required to work with the FTB regarding the FTB process.
U. Bank Account Management - Consultant will open a trust account in the name of the Agency to receive parking deposits for all parking citation monies. Consultant will handle any NSF checks from this account and reactivate the citations.
Consultant will process any required refund checks. Consultant will send a monthly surcharge check to the county based on reporting. Consultant will pay their own invoice monthly and write a check to the City monthly for the balance of the funds.
TDS will reconcile the account monthly and provide documentation to Agency of reconciliation.
V. Handheld Ticketwriters - ticketPRO Magic - Consultant will provide ticketPRO Magic Units (phones and printers) and citations and envelopes as required at the pricing then in effect.
W. Support and Maintenance for Ticketwriters - Consultant will provide maintenance and support for the Automated Citation Issuance System and the Field Units and provide RemoteConnect Support for devices while in the field.
X. TP Magic Communications Package (Cellular) - Consultant will provide a 4G data plan with unlimited voice/text messaging for field units.
Y. TDS has a payment plan system in place to comply with all legislation. The plan will allow for waivers for indigent and non-indigent individuals. Plan requests will be submitted to the Customer for review/approval/denial. The Contractor will mail correspondence to let the applicant know the status of their payment plan application and other details. Payment Plans allow the agency to waive fees for indigent persons, adjust the length of the plan and set minimum payments due. If a plan defaults prior to full payment, the system automatically resumes the citation process (DMV, Collections, etc.). TDS provides customized agency specific information for indigent payment plans on pticket.com. ㄷ
City of Bellflower
Agreement No. 685 – Exhibit A
Consultant shall perform the following services in processing all Administrative Citations:
A. Basic Processing - Consultant will enter manual citations including the name and address of the responsible party from the citation and citation dispositions into City's database within 2 business days. The basic service includes database maintenance, daily system backups, Interactive Voice Response System (IVRS) with customized recorded information and citation lookup capability, pticket.com web-based Inquiry System for the public with customized content, ongoing Client support, and documentation and training for use of the Consultant-provided online system.
B. System and Document Storage - Citations paid or dismissed will be retained on the computer system for 3 years and then removed. Unpaid citations will be retained on the computer system for 5 years and then removed. Citation documents will be stored for 2 years from date of issue and then returned to City or shredded. Payment documents will be stored for 2 years from the date of payment and then returned to City or shredded.
C. Online Reporting - Provide monthly reports online indicating the status of all citations, such reports to be available for City access no later than the 30 th day of the following month.
D. Notice Processing - Print the required Notice and mail to each responsible party within a City determined number of days after the citation has been issued.
Includes second notices mailed for bounced checks, partial payments, and address changes. The notice date shall be delayed if there is an unusual delay in delivery of information or citations to Consultant. All postage, notice forms and envelopes will be provided by Consultant.
E. Delivery Service - Manual citations will be mailed or scanned to Consultant by City at their own expense. Consultant reports will be provided online. Consultant will return any required documents via US Mail.
F. Collection and Payment Processing - Consultant will provide the following collection and payment processing services for City:
• Provide P.O. Box where payments are mailed
• Courier pickup from P.O. Box daily
• Open all mail
• Verify payment amounts and record on computer system within 2 business days (48 hours)
• Respond to reasonable public inquiries by phone and/or mail • Return questionable mail to City for decision
• Make bank deposits to City bank account
• Verify amounts deposited, by citation number
• Provide weekly reports for bank statement reconciliation ㄸ
City of Bellflower
Agreement No. 685 – Exhibit A
G. Web Payment System - Payment by Credit Card - Through the pticket.com web site, we accept credit card payments via Visa, MasterCard and Discover. The system authorizes each transaction while the customer is online. Customers are given an email confirmation to confirm their charge. The pticket.com web payment system automatically updates the citation database with the payment immediately.
Credit Card monies are paid to a Turbo Data Systems bank account and are reconciled monthly. Each customer receives their own credit card postlog which shows in detail which citations were paid and for what amount, along with the deposit slip from the bank or the ACH deposit email showing that these funds have been deposited into the customer's account. Should there be any charge backs to a merchant account, the funds are pulled directly from the Turbo Data master account and the citation will be reactivated, much like a bounced check. The violator will be sent a notice and will then proceed to DMV hold. Consultant will provide all services regarding reconciliation, reactivation of charge backs, etc. City will not be involved in the daily processing.
H. Administrative Adjudication Processing Service - Consultant will provide for the processing of requests for contesting citations and tracking and monitoring all relevant dates on an automated system. All Administrative Adjudication information entered into the system is done in real time and is linked to existing database information to ensure proper tracking of relevant dates, mailing names and addresses and other pertinent information. Hearing requests will be entered within 2 business days of receipt. City will be notified of the Hearing request. City will schedule and conduct the hearing and notify Consultant of the result. Adjudication documents will be stored for 2 years from their activity date and then shredded.
I. Online Inquiry Access for Customers' Staff - TicketPROWeb Access includes online access 24 hours a day, 7 days a week for Agency personnel to inquire on City's database. This access includes citation inquiry (includes citation status, history status, administrative adjudication status, notes, etc.), the ability to enter and view notes, post dismissals/payments, view daily deposits made at Consultant's facility and view daily file transfers sent from the handheld ticket writer software and received at Consultant's facility. Consultant's technical staff will provide support. Consultant will provide a real-time secured high-speed connection to the citation database through the Customers' Internet connection.
J. Additional Notices - Consultant will mail Other Correspondence as required for processing.
K. ICS Collection Service - Special Collections - Citations remaining outstanding 90 days after becoming delinquent and any other citations deemed as delinquent citations by Customer are transferred into the ICS system on a weekly basis. Up to two collection letters will be mailed for each ICS account requesting payment.
Delinquent accounts are sent to a credit reporting agency on a weekly basis. Paid accounts are reported to the credit reporting agency weekly. Payments are processed daily and deposited to the Customer's regular citation processing bank account. The Consultant Customer Service Center will handle all ICS related calls through a special toll-free number dedicated to ICS accounts. Monthly reporting shows all accounts moved to the ICS system and all payments received due to ICS efforts.
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City of Bellflower
Agreement No. 685 – Exhibit A
L. Franchise Tax Board Offset Program - Consultant will combine citations by responsible party for total amount due, eliminate corporate names, retrieve SSN's by name from a 3rd party, combine accounts by SSN, mail required FTB letters in advance of placing accounts at FTB, process payments generated by the FTB process, receive phone calls generated by the FTB process, provide all systems and operational procedures required for the FTB process, and provide complete reporting and reconciliation for the FTB process. Customer will be required to complete required FTB paperwork and forms (with TDS' assistance), establish a SWIFT account with the FTB, and provide whatever assistance may be required to work with the FTB regarding the FTB process.
M. TDS has a payment plan system in place to comply with all legislation. The plan will allow for waivers for indigent and non-indigent individuals. Plan requests will be submitted to the Customer for review/approval/denial. The Contractor will mail correspondence to let the applicant know the status of their payment plan application and other details. Payment Plans allow the agency to waive fees for indigent persons, adjust the length of the plan and set minimum payments due. If a plan defaults prior to full payment, the system automatically resumes the citation process (DMV, Collections, etc.). TDS provides customized agency specific information for indigent payment plans on pticket.com.
Consultant shall perform the following services in processing all Parking Permits:
A. Basic Processing - Consultant will provide the basic service of database creation, database maintenance and daily system backups. Ongoing Client support (8 a.m. - 5 p.m., Monday-Friday, excluding holidays), and documentation and training for the use of TDS-provided online system.
B. System and Document Storage - Parking permits processed through the database will be retained on the computer system for 5 years. User submitted documents will be retained in the computer system for 5 years.
C. Online Reporting - Provide monthly reports online indicating the number of Residential Annual permits processed, Recreational Vehicle permits processed, and Guest Permits processed. Reports are to be available for City access no later than the 30th day of the following month.
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City of Bellflower
Agreement No. 685 – Exhibit A
D. Fulfillment Services - Consultant will provide parking permit fulfillment services for the following permit types:
a. Residential Annual Permits (processed online only) - Fulfillment of this permit by the Consultant includes verification of user account and qualifying address, delivery of physical permit(s) via mail with letter, and processing of all payments made via the online database.
b. Recreational Vehicle Permits (processed online only) Fulfillment of this permit by the Consultant includes verification of user account, generation of a virtual or PDF permit for user to print, and processing of all payments made via the online database.
c. Guest Permits (processed online) - Fulfillment of this permit by the Consultant includes verification of user account and qualifying address, and generation of virtual or PDF permit for user to print. Each Guest Permit order will have 15 Visitor Permits and will be valid for 1 specific day.
E. Web Payment System - Payment by Credit Card - Through the online parking permit website, we accept credit card payments via Visa, MasterCard and Discover. The system authorizes each transaction while the customer is online.
Customers are given an email confirmation to confirm their charge. The online parking permit payment system automatically updates the database with the payment immediately. Credit card monies are paid to a Turbo Data Systems bank account and are reconciled monthly. Each customer receives their own credit card postlog which shows in detail which permits were paid and for what amount, along with the deposit slip from the bank or the ACH deposit email showing that these funds have been deposited into the customer's account. Should there be any charge backs to a merchant account, the funds are pulled directly from the Turbo Data master account and the parking permit amount due will be reactivated, much like a bounced check.
F. Notice Processing - Consultant through the use of a single page of information will notify users of permit parking renewals (to be used for Annual Residential Permits) and rejection letters/emails (explaining the reason(s) why a specific account could not be verified or why a permit request was denied).
Consultant shall perform the following services in processing all Animal Licenses:
A. Basic Processing - Consultant will provide the basic service of database creation, database maintenance and daily system backups. Ongoing Client support (8 a.m. - 5 p.m., Monday-Friday, excluding holidays), and documentation and training for the use of TDS-provided online system.
B. System and Document Storage - Animal licenses processed through the database will be retained on the computer system for 5 years. User submitted documents will be retained in the computer system for 5 years.
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City of Bellflower
Agreement No. 685 – Exhibit A
C. Online Reporting - Provide monthly reports online indicating the number of cat licenses altered, cat licenses unaltered, dog license altered, dog license unaltered, dog license altered senior rate, and dog license unaltered senior rate. Reports are to be available for City access no later than the thirtieth (30th) day of the following month.
D. Fulfillment Services - City will approve all user accounts and approve user submitted documentation (such as rabies vacation form). Consultant will provide fulfillment services of animal licenses purchased online using the TDS provided online system including the issuance of physical dog license tags for online purchases.
E. Web Payment System - Payment by Credit Card - Through the online animal license website, we accept credit card payments via Visa, MasterCard and Discover. The system authorizes each transaction while the customer is online.
Customers are given an email confirmation to confirm their charge. The online animal license payment system automatically updates the database with the payment immediately. Credit card monies are paid to a Turbo Data Systems bank account and are reconciled monthly. Each customer receives their own credit card postlog which shows in detail which permits or licenses were paid and for what amount, along with the deposit slip from the bank or the ACH deposit email showing that these funds have been deposited into the customer's account. Should there be any charge backs to a merchant account, the funds are pulled directly from the Turbo Data master account and the animal license amount due will be reactivated, much like a bounced check.
F. Notice Processing - Consultant through the use of a single page of information will notify users of yearly animal license renewals and rejection letters/emails (explaining the reason(s) why a specific account could not be verified or why a animal license request was denied).
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CITY OF BELLFLOWER
AGREEMENT FILE NO. 685 — EXHIBIT B
COST OF SERVICES
Basic Processing: TicketPRO Magic Automated Citations $0.40 per citation Data Entry Manual Citations add $0 per citation
Included: Consultant entry of citations and citation dispositions (bounced checks, payments, extensions, etc.), database maintenance, daily system backups, DMV interface (r/o retrieval and placing and releasing registration holds), weekly/monthly reporting, toll-free telephone number (for public access), Interactive Voice Response System (IVRS), Customer Service Representatives (8 a.m. - 5 p.m., M-F), customized recorded telephone information, ongoing Client support, correspondence and other documentation, daily pick up of payments and other documents from a Consultant provided P.O. Box, daily payment processing, bank deposits, Internet-based online inquiry access to the Customer's database and documentation and training for successful use of Consultant provided online system.
Monthly minimum $500 (WAIVED).
Notice Mailing, Correspondence Mailed $1.09 per notice/letter mailed
Out of State Processing 30% of amount collected
Administrative Adjudication Processing $2 per appeal
Decision letters and hearing notification letters are mailed at the Notice rate.
Paperless Appeals (eAppeals PRO) Included
Credit Card Payment Processing No Fee to City
Special Collections ICS 30% of amount collected
FTB Interagency Processing $2.50 + 15% of amount collected
Bank Account Management $50 per month + bank fees/charges
Refund Checks/NSFs $5 each
Payment Plans $10 per plan
Payment Plan Letters Mailed at the current notice rate
TPM Communications and Support $60 per device
Fee Increases:
Postal Rate Increase Offset: Fees will increase immediately to offset any postal increase.
Annual CPI Increase: Fees will increase with the CPI for each 12-month period.
City of Bellflower
Agreement No. 685 – Exhibit B
ADMINISTRATIVE CITATIONS
Basic Processing - Administrative Citations $10 per citation
Approximate Volume: 120 per year
Monthly Minimum for Administrative Citations waived
Includes all startup costs: citation evaluation, database creation, loading officer names/badge numbers into database, loading violation codes into database, loading customized delinquent notice verbiage into database, Client training regarding TDS' processes.
Notice Mailing & Correspondence $1.29 per notice mailed
Customer Service Provided by City
A City phone number will be included on all notices and letters mailed as a part of this program.
Administrative Adjudication Processing $1.29 per letter mailed Appellants wishing to be heard will pay and notify Consultant. Consultant will notify City. City will coordinate hearings with appellants. If desired, TDS can mail result letters.
Credit Card Payment Processing (online) $4 Fee or 3% of amount paid, whichever is greater, No charge
to Agency
Special Collections ICS 30% of amount collected
FTB Interagency Processing 30% of amount collected
Bank Account Management Included with Parking Bank
Account
Refund Checks/NSFs $5 each
Payment Plans $10 per plan
Payment Plan Letters Mailed at the current notice
rate
Fee Increases:
Postal Rate Increase Offset - Fees will increase immediately to offset the amount of any postal increase.
Annual CPI Increase - Fees will increase according to the CPI for each 12-month period. ㈴
City of Bellflower
Agreement No. 685 – Exhibit B
YARD SALE PERMIT PROCESSING
Rate Per Yard Sale Permit Issued $2 per permit
Approximate volume: 2,500 per year
Consultant will provide a Permit System capable of tracking Yard Sale and other types of permits for the City.
Customers will have the option to complete an online application for a permit or do so in person at the City.
Permit System will allow configurable criteria, such as 2-yard sale permits per year per address.
City will be responsible for approving permit applications using TDS software.
Payment of fees for permits (such as $5 fee for a yard sale permit) will be accepted online or in person at the City. TDS will pay the merchant fee for online yard sale permit payments from the $2 per permit fee charged to the City.
Permits approved and paid will have a permit either emailed to them (online) or handed to them (at the City).
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City of Bellflower
Agreement No. 685 – Exhibit B
PARKING PERMIT PROCESSING
Rate per Annual Residential Permit $3 per permit
Annuals Delivered by Mail from Turbo $1.78 per mailing
Approximate volume: 700 per year
The City will be charged $3 for all annual permits sold (whether online or in person). In addition, those that purchase a permit online which require Turbo to mail them their physical permit; the City will be charged an additional $1.55 fee. We anticipate that of the approximately 700 permits sold each year, less than 15% (105) will use the online option.
Rate per Recreational Vehicle Permit $0.50 per permit
Approximate volume: 150 per year
All fees associated with Recreational Vehicle Permits will be absorbed by the user, no fee to the City.
Rate per Guest Permit $0.50 per event order
All fees associated with Guest Permits will be absorbed by the user, no fee to the City.
Credit Card Payments No Fee to City
All fees associated with online credit card payments will be absorbed by the user, no fee to the City. A convenience fee of 4% of the amount paid or $1 minimum per permit will charged to the online customer for this service. (Fee subject to change).
Additional Letter Correspondence $1.78 per letter
Examples include mailing of renewal letters, permit denial letters, and other mailings outside of the fulfilment process. All costs are charged to the City.
Monthly Service/Cloud Hosting Fee $200
Posta Rate Increase Offset
If postal rates increase during the term of this agreement, fees to TDS shall be raised immediately to offset the effect of the postal rate increase.
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City of Bellflower
Agreement No. 685 – Exhibit B
ANIMAL LICENSE PERMITS
Rate per digital/virtual animal license $1 per permit
Approximate volume: 3,500 per year
Consultant will provide a Permit System capable of tracking Animal Licenses and other types of permits for the City.
Customers will have the option to complete an online application for an animal license or do so in person at the City.
Permit System will allow configurable criteria, such as specific number of dog licenses issued to a single address per year or various types of dog licenses.
City will be responsible for approving user accounts and approving Animal License applications using TDS software.
Animal licenses approved and paid will have a license either emailed to them (online) or handed to them (at the City).
Account/Permit Review Services (optional) $2 per permit
Fulfillment Services Performed by Turbo $2 per permit
(online purchased licenses)
Mailed Letters/Correspondence $1 per letter, postage charged separately
Group Email Correspondence $55 per group email
Credit Card Payments No Fee to City
A convenience fee of 5% of the amount paid will be charged to online customers for this service. This fee covers the cost of ongoing maintenance, agency support, and enhancements of the web payment system, included daily and month reconciliation of all payments. (Fee is non-refundable and subject to change).
Custom Software Development $100 per hour
Monthly Service/Cloud Hosting Fee $600 per month
One Time Startup Cost $2,000 one-time fee only
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