Beverly Hills City Council
November 7, 2023

AGENDA REPORT
Meeting Date: November 7, 2023
Item Number:

To: Honorable Mayor & City Council
From: Mark G. Stainbrook, Chief of Police
Renato Moreno, Police Lieutenant
Subject: AUTHORIZE THE CITY MANAGER TO APPROVE AMENDMENT NO. 1 WITH DATA TICKET, INC. FOR PARKING CITATION AND PERMIT

MANAGEMENT SYSTEM INCLUDING MOBILE LICENSE PLATE
RECOGNITION (LPR) TECHNOLOGY; AND

APPROVAL FOR THE CITY MANAGER (OR DESIGNEE) TO
EXECUTE A PURCHASE ORDER TO DATA TICKET, INC. FOR A
TOTAL NOT TO EXCEED AMOUNT OF $1,015,000 FOR FISCAL
YEAR 2023/2024 AND PURCHASE ORDERS FOR FUTURE FISCAL

YEARS DURING THE FIVE-YEAR TERM OF THE AGREEMENT
Attachments: 1. DRAFT Amendment No. 1

2. Agenda Report from October 27, 2020 (Without Attachments)

RECOMMENDATION
Staff recommends City Council move to approve authorization for the City Manager to execute Amendment No. 1 to Agreement 572-20 between the City of Beverly Hills and Data Ticket, Inc. for Parking Citation and Permit Management Systems including citation issuance devices, and mobile license plate recognition technology (LPR). Staff also recommends City Council authorize the City Manager or their designee to approve a purchase order to Data Ticket, Inc. in an amount not to exceed $1,015,000 for services under this agreement for Fiscal Year 2023/24 and future purchase orders during the fiveyear term of the agreement.

INTRODUCTION
On October 27, 2020, after reviewing Request for Proposals (RFP) 20-170-02 issued in July 2020, the City entered into an agreement with Data Ticket, Inc. This agreement was for services related to the issuance and processing of parking citations and management of residential parking permits. This included handheld equipment for the issuance of Meeting Date: November 7, 2023

parking citations and a License Plate Recognition (LPR) system for the administration and enforcement of residential parking permits.

The original agreement provided for an initial three-year term from December 2020 through December 2023 and two optional one-year extensions, for a total potential fiveyear term. The City is currently reaching the end of the initial term, and staff is planning for the execution of the first of two optional one-year extensions. The City has implemented enforcement, processing and the customer facing portion of the residential parking permit program. The City is still in the process of integrating LPR for automated enforcement of this program; manual enforcement (non-LPR) is the historic and current practice. For the stability of the program and continuity of the LPR implementation, it is in the best interest of the City to execute the available extension(s) for at least one year, and likely the second year through December 2025, pursuant to the current terms and conditions of the agreement.

While the agreement provided for the two additional one-year extensions (years four and five), the agreement did not provide funding for these extensions. Additionally, the City has reached the limit on funding authority within the current agreement prior to the completion of the initial three-year term. The calculation for the funding authority was not comprehensive and was based on prior year issuance and collections and included reduced citation issuance and collections during COVID-19 operations, resulting in the shortfall.

The Department’s operating budget is currently able to fund the remaining term of the agreement and the extensions without additional appropriations. Staff is requesting approval of Amendment No. 1 to the original agreement to provided funding authority within the agreement for the remainder of the current year’s operations, for the execution of the two available one-year extensions, and for the implementation, expansion, and implementation of the LPR system.

DISCUSSION
The City’s current agreement funding shortfall is based on actual program performance, including equipment selection, citation issuance, permit issuance, and the collection of delinquent/unpaid citations. The award of the agreement was based on a competitive RFP selection process, including a review of the associated costs and services for each vendor.

Since the execution of the current agreement, the City has incurred expenses that were reviewed, considered and evaluated as part of the award process but were not included in the final calculation of funding for the execution of the agreement. This includes the costs associated with extended warranty coverage, monthly wireless communications (direct pass-through charge), line-item permit costs and delinquent citation collection fees.

Although collection fees were anticipated, initial reporting indicates that the current vendor is collecting significantly more delinquent citations, resulting in both unanticipated fees and revenues. During the current calendar year, the City suspended permit parking citation issuance for approximately six months, resulting in reduced citation issuance and lower anticipated delinquent collections in future months. Although this would normally result in lower projected revenues, increased collections of delinquent citations are offsetting potential reductions, and revenues for the first quarter of the fiscal year are approximately 1.5% higher than anticipated. Although not conclusive, this supports the correlation between the new vendor’s higher collections rates, higher than anticipated revenues and the corresponding increase in fees.

Meeting Date: November 7, 2023

The specific contract terms that will be updated in Amendment No. 1 are as follows:
 Updated terms and new equipment provider/vendor for LPR implementation o Expansion from 4 to 11 LPR systems
o Includes the installation of Mobile Data Terminals (MDTs) in Parking Enforcement Vehicles
o Includes integration of parking enforcement LPR data with the Real Time Watch Center (RTWC)
o Includes integration of Parking Operations (City garages) LPR data  Access to historic data from the Parking Operations LPR system is retained and managed by the Police Department and not within the Parking Access and Revenue Control System
 The transition to the new LPR vendor will reduce the City’s ongoing costs for management and integration with the Parking Operations system from the current enforcement LPR vendor’s fees and services
 Updated terms and conditions clarifying the City’s ownership of the records and data, including requirements for the surrender and transition of historic and current permit data
o This will assist with the next RFP process and potential transition of user account information and subscription services from one vendor to another if/when the City changes processing vendors
 Updated funding authority for the current year of service (year 3) and the two optional one-year extensions (years 4 and 5)
o Funding estimates are based on actual costs associated with current operations, including warranty services, wireless connectivity, and permit issuance, and delinquent citation collections over the prior two years of service by the current vendor
Revenues for the parking enforcement program (post COVID-19) peaked during the 2021/2022 fiscal year, after the first full fiscal year of services provided by the current vendor, showing slightly increased issuance, and significantly higher delinquent citation collections. As the costs associated with collection services are based on the vendor’s actual revenue collected, the significant increase in collections resulted in unforeseen expenses associated directly with those collections.

As part of the RFP award process, the City reviewed vendor line-item transaction fees and estimated the annual and total cost of services proposed by each vendor. The selected vendor was awarded the agreement based on their original submission and ‘Best and Final Offer’; this vendor was the highest rated proposer and completed the process with the lowest proposed line-item fees. Based on the miscalculation of funding assumptions, and on the proper evaluation of the costs associated with the evaluation and award process, it is likely that the City would have reached a funding shortfall with any selected vendor due to costs evaluated but not included in the funding assumptions of the executed agreement and the increased collections associated with the current vendor.

FISCAL IMPACT
The current not-to-exceed amount of the agreement is $1,369,214 for three-years of service.

The agreement amendment for $2,255,000 brings the not-to-exceed amount of the agreement to $3,624,214 for five-years of service, including $100,000 of contingency for Meeting Date: November 7, 2023

additional capital, collections, permit and citation issuance and processing. A purchase order is requested for $1,015,000 for fiscal year 2023-24.

The new funding includes additional one-time and annual costs as follows:
 LPR Expansion and Capital One-Time – $350k
 LPR Ongoing Operations and Maintenance – $15k
 Warranty/Service and Wireless Connectivity for Citation Devices – $80k  Permit Issuance Fees - $40k
 Additional Collection Fees - $180k
Funds are available in the Department’s current operating budget and no appropriations or changes to the operating budget are required at this time. Amendment No. 1 to the agreement increases the funding authority within the agreement to account for the actual cost of services for the remaining term of the agreement, including optional extensions.

Mark G. Stainbrook
Chief of Police
Approved By
Attachment 1
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B0785-0001\2880585v3.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND DATA TICKET, INC. FOR PARKING

CITATION AND PERMIT MANAGEMENT SYSTEM INCLUDING

CITATION ISSUANCE DEVICES AND MOBILE LICENSE PLATE

RECOGNITION (LPR) TECHNOLOGY
NAME OF CONTRACTOR: Data Ticket, Inc.

RESPONSIBLE PRINCIPAL Brook Westcott, Chief Operating Officer OF CONTRACTOR:

CONTRACTOR'S ADDRESS: 2603 Main Street, Suite 300
Irvine, CA 92614
CONTRACTOR’S E.I.N./TAX I.D. NO.: 93-1010811
CITY'S ADDRESS: City of Beverly Hills
455 N. Rexford Drive
Beverly Hills, CA 90210
Attention: Mark Stainbrook, Chief of Police
COMMENCEMENT DATE: January 1, 2021
TERMINATION DATE: December 31, 2024(Original termination date) December 31, 2025 (Extended pursuant to this
Amendment No. 1)
CONSIDERATION: Original Agreement:

Year 1: Not to exceed $622,254
Year 2: Not to exceed $373,480
Year 3: Not to exceed $373,480
Not to Exceed $1,369,214 as further described in
Exhibit B
Amendment No. 1:

Additional not to exceed $2,155,000.00 for the
remainder of the term of the Agreement
Contingency not to exceed $100,000.00
Total Not to Exceed: $3,624,214.00
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B0785-0001\2880585v3.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND DATA TICKET, INC. FOR PARKING

CITATION AND PERMIT MANAGEMENT SYSTEM INCLUDING

CITATION ISSUANCE DEVICES AND MOBILE LICENSE PLATE

RECOGNITION TECHNOLOGY
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY"), and Data Ticket, Inc. (hereinafter called "CONTRACTOR") dated November 2, 2020 and identified as Contract No. 572-20 (“Agreement”).

RECITALS
A. CITY and CONTRACTOR entered into an Agreement for parking citation and permit management system including citation issuance devices and mobile license plate recognition technology.

B. CITY and CONTRACTOR desire to amend the Agreement to extend the Termination Date and increase the Consideration to compensate CONTRACTOR for additional services required by CITY.

NOW, THEREFORE, the parties agree as follows:

Section 1. The TERMINATION DATE is hereby amended as set forth on the cover page.

Section 2. The CONSIDERATION is hereby amended as set forth above on the cover page.

Section 3. Exhibit A, “SCOPE OF WORK” shall be amended and restated as attached hereto and incorporated herein.
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B0785-0001\2880585v3.doc
Section 4. Exhibit B, “SCHEDULE OF PAYMENT AND RATES,” shall be amended as attached hereto and incorporated herein.

Section 5. Section 14 of the Agreement, “Termination” shall be amended as follows:
“Section 14. Termination.
(a) CITY shall have the right to terminate this Agreement for any reason or for no reason upon five calendar days’ written notice to CONTRACTOR.

CONTRACTOR agrees to cease all work under this Agreement on or before the effective date of such notice.
(b) In the event of termination or cancellation of this Agreement by CITY, due to no fault or failure of performance by CONTRACTOR, CONTRACTOR shall be paid based on the percentage of work satisfactorily performed at the time of termination. In no event shall CONTRACTOR be entitled to receive more than the amount that would be paid to CONTRACTOR for the full performance of the services required by this Agreement. In addition, CONTRACTOR shall, at the written request of CITY, return or destroy all of CITY’s data and databases owned by CITY prior to the commencement of this Agreement and all data, including but not limited to, all forms and reports by, on behalf of, or at the request of CITY in connection with CITY’s user accounts (“CITY’s Data”) in CONTRACTOR's possession promptly following such written request. CONTRACTOR shall deliver CITY’s Data, accumulated over a period of five (5) years, or as long as the Agreement was in effect, whichever is longer, in MySQL database export format.

CONTRACTOR shall have no other claim against CITY by reason of such termination, including any claim for compensation.”
Section 6. Section 25, Exclusivity of the Agreement shall be amended as follows:
“For 6 months prior to the expiration of the Agreement and up to 6 months past the expiration of the Agreement, in the event CITY enters into an agreement with another vendor , CONTRACTOR shall agree to work with CITY and selected vendor to allow for a seamless transition and transfer of data as needed to ensure continuity of program services including Parking Permit services, Parking Citation Services, and all other services provided under this Agreement.” Section 7. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect. -4-
B0785-0001\2880585v3.doc
EXECUTED the day of 20___, at Beverly Hills,
California.

CITY OF BEVERLY HILLS,
A Municipal Corporation
NANCY HUNT-COFFEY.

City Manager
CONTRACTOR: DATA TICKET, INC.

BROOK WESTCOTT
Chief Operating Officer
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
_______________________ ____________________________
LAURENCE S. WIENER MARK STAINBROOK
City Attorney Chief of Police
____________________________

DAVID SCHIRMER
Chief Information Officer
____________________________
SHARON L’HEUREUX DRESSEL
Risk Manager
8 B0785-0001\2880585v3.doc

EXHIBIT A

SCOPE OF WORK
ORIGINAL AGREEMENT:

CONTRACTOR shall provide for the processing of fines, bail and forfeiture thereof, in connection with the issuance of citations for illegal parking pursuant to the applicable laws of the state of California., including, without limitation, the California Vehicle Code Additionally, CONTRACTOR shall provide a permit management system and integrations with an License Plate Recognition (“LPR”) system and electronic issuance devices (via handheld units).

ARTICLE I - CITATION PROCESSING

1.1 Referral and Reconciliation: CONTRACTOR shall receive and process parking citations which CONTRACTOR shall receive from AGENCY. CONTRACTOR will provide a reconciliation of the number of citations received from AGENCY.

1.2 Determination of Processable Citations: CONTRACTOR shall screen the parking citations referred to it by AGENCY to determine if the citation is processable. If the citation is determined by CONTRACTOR to be unprocessable (e.g., essential processing information is missing), CONTRACTOR shall return the citation to AGENCY within seven (7) days of receipt, by CONTRACTOR'S office, for clarification. CONTRACTOR will be paid the contractual rate hereinafter provided, for citations properly returned to CITY as unprocessable.

1.3 Collection and deposit of funds: A "direct deposit" system shall be employed for all funds received in payment of citations. CITY shall own the account and deposits shall be made directly into the account by CONTRACTOR for the collecting AGENCY. CONTRACTOR will invoice CITY for services rendered. If CONTRACTOR deposits into an account held jointly between CITY and CONTRACTOR, CONTRACTOR shall reconcile the account the month following the banking activity, disburse all revenue due CITY, CONTRACTOR, any tax or surcharge liability and all refunds and provide all supporting documentation for CITY records.

1.4 Identification of Registered Vehicle Owners: CONTRACTOR shall exert best efforts and attempt to obtain the name and address of the registered vehicle owner from the State Department of Motor Vehicles (DMV) for each vehicle for which a parking citation has been issued but payment for which has not been received within the required time period.

CONTRACTOR shall follow all procedures specified by the DMV and be consistent with the Vehicle Code when identifying registered vehicle owners.

1.5 Verification of Ownership: CONTRACTOR will take reasonable measures to identify and verify registered vehicle owners. Such measures will take into consideration factors such as issuance of new license plates; address changes; license plate transfers to other vehicles; name changes; and the validity of plates and registration during specific time periods applicable to 9 B0785-0001\2880585v3.doc
individual cases.

1.6 Delinquency Notices: In accordance with State law, CONTRACTOR will generate and mail (presorted, first-class postage) no sooner than allowable by law, a delinquency notice to all identified registered owners of vehicles who fail to pay their parking citation fines or to post bail in the required manner. The mailed notice will include all information required by the State Vehicle Code, including, but not limited to the following:

A. The parking citation issuance date and number;
B. The consequences of nonpayment (i.e., a hold on the vehicle registration and the imposition of penalties, towing, or issuance of a possible warrant for arrest);
C. The amount of fines and fees due and payable;
D. Affidavit of Non-Ownership.

1.7 Registration Holds: CONTRACTOR will provide the system and procedures and will interface with the State Department of Motor Vehicles to place a hold on vehicle registration having unpaid parking fines and fees due against those vehicles in accordance with the Vehicle Code and any other applicable State and local laws. The notification will be given within a reasonable period of time after issuance of a delinquency notice. The period of time will not exceed the time limits provided by state and local law.

1.8 Removal of Registration Holds: CONTRACTOR will provide the system and procedures and will interface with the State Department of Motor Vehicles to remove registration holds when a registered vehicle owner satisfies the entire amount of parking citation fines, penalties, and fees due against the vehicle and establishes such payment to the satisfaction of CONTRACTOR.

1.9 Contested Citations: In the event a registered vehicle owner disputes the liability for the outstanding parking citation, CONTRACTOR will advise the registered vehicle owner of his/her right to request an appeal according to the laws in the state of citation issue.

All contested citations will be forwarded to the appeals administrator or AGENCY within the prescribed time period so that the matter can be adjudicated.

1.10 Appeals: If requested by AGENCY, CONTRACTOR will schedule and conduct appeals in accordance with state law, to respond to parking violators wishing to contest their citations.

CONTRACTOR will provide a toll-free number for contestants to call, correspond with contestants and notify them of decisions; maintain records of dispositions and appeal paperwork and refer all paperwork to Court if required. CONTRACTOR shall not be responsible for CITY'S failure to provide correct or timely infraction information. CITY shall be responsible to pay any court filing fees due, if appeals are sent to Court and earlier decisions are overturned by the Court.

1.11 Citations Disposed of by Hearing/Court: CONTRACTOR may be required, as a result of court action, to reduce or cancel, on an individual basis, parking citations which have been referred to it. CONTRACTOR shall be paid the contractual rate hereinafter provided for 10 B0785-0001\2880585v3.doc
processing the citation regardless of the outcome of court action. CONTRACTOR will maintain records indicating any reduction or cancellations of parking citations as a result of hearing/ court action. Parking citations that are dismissed as a result of hearing/court action, will have the dismissal processed by CONTRACTOR promptly after receipt from the Hearing/Court.

1.12 Suspension of Processing: CONTRACTOR will suspend processing on any citation referred to it for processing upon written notice to do so by an authorized officer of CITY. CONTRACTOR will promptly return any citation or facsimile properly requested by CITY. CONTRACTOR will maintain records indicating any suspension of citation as a result of AGENCY'S request.

CONTRACTOR shall be paid the contractual rate hereinafter provided for processing the citations suspended by CITY.

1.13 Payments by U.S. Mail: It is the citizen’s responsibility to ensure that payments are received on or before the date due. The date received by CONTRACTOR will be the criteria to establish any delinquent fees due.

1.14 Parking Citation System Master File Update: CONTRACTOR will regularly, on a daily basis, update the parking citation database with new citations, payments, reductions, cancellations, dismissals and any other pertinent data.

ARTICLE II – PERMIT MANAGEMENT SYSTEM

2.1 Permit Management System: CONTRACTOR will provide a permit management system that will allow for the ability for CITY to manage permits issued within the City and provide the capability for customer service, online purchase, fulfillment capabilities, finance integration, and tracking and managing of all permits, via reporting capabilities. The permit management system will be based on CITY’s business rules, inclusive of the types of permits, duration of permits, cost, etc.

2.2 Collection and deposit of funds: A "direct deposit" system shall be employed for all funds received in payment of permits. CITY shall own the account and deposits shall be made directly into the account by CONTRACTOR for the collecting CITY. CONTRACTOR will invoice CITY for services rendered. If CONTRACTOR deposits into an account held jointly between CITY and CONTRACTOR, CONTRACTOR shall reconcile the account the month following the banking activity, disburse all revenue due CITY, CONTRACTOR and all refunds and provide all supporting documentation for CITY records.

2.3 Identification of Registered Vehicle Owners: CONTRACTOR shall exert best efforts and attempt to obtain the name and address of the registered vehicle owner from the State Department of Motor Vehicles (DMV) for each vehicle for which a permit undergoes a real time DMV authorization. CONTRACTOR shall follow all procedures specified by the DMV and be consistent with the Vehicle Code when identifying registered vehicle owners. 11 B0785-0001\2880585v3.doc

2.4 Notices/Communication: CONTRACTOR will generate and mail required notices/letters regarding permit introductory, renewal and/or any additional correspondence CITY deems necessary. This is inclusive of email blasts/communication.

2.5 Integrations: CONTRACTOR will provide the necessary integrations needed by CITY, with the Permit Management System, which is inclusive of LPR, Handheld units and Financial systems.

CONTRACTOR does not charge for integrations and will not pay for any integrations.

2.6 Permit Management System Master File Update: CONTRACTOR will regularly, on a daily basis, update the permit database with new permits, payments, cancellations, replacements and any other pertinent data. This system will also integrate with the parking citation database.

ARTICLE III – MOBILE LICENSE PLATE RECOGNITION (LPR) SYSTEM

3.1 Referral and Reconciliation: CONTRACTOR shall provide hardware, software and services for implementation of an LPR system for parking enforcement. CONTRACTOR shall receive from LPR technology parking citation data which CONTRACTOR will process accordingly.

3.2 Management and Support: CONTRACTOR will provide management of the LPR integration as well as ongoing support for CITY as needed.

3.3 Integrations: CONTRACTOR will ensure the LPR system provides CITY with real-time license plate based monitoring of time limits, scofflaw, permit status, pay-by-plate (as applicable) parking sessions, mobile payment, boot/tow lists and any white list databases provided by California Law Enforcement Telecommunication System (CLETS).

ARTICLE IV - PAYMENT PROCESSING

4.1 Disposition Processing: CONTRACTOR will maintain all citation dispositions for a minimum of two (2) years. Closed citations will remain on-line for at least one (1) year, for research and statistical purposes.

4.2 Payments Processing: CONTRACTOR shall process citation and permit payments within twenty-four (24) hours of receipt. Payments shall be immediately posted in one (1) of three (3) following categories:
"Regular Payments" are payments with the correct bail, paid on or before the due date. (This includes payments properly complying with prior Notices-of-Intent). "Partial Payments" are payments paid for less than the amount of bail due. A notice or additional correspondence may advise defendant of late charges and/or incorrect bail. "Court/Hearing Requests" are all requests for administrative/court hearings by defendants.

These requests are sorted so that bail submitted is immediately posted, and if needed the 12 B0785-0001\2880585v3.doc
original citations are retrieved.

4.3 Miscellaneous Letters Processing: CONTRACTOR will receive and review all miscellaneous correspondence. These are generally letters requesting meter checks, refunds, voids, or otherwise setting forth complaints. These letters will be researched by CONTRACTOR for proper follow-up either by CITY or by CONTRACTOR.

4.4 Batching Procedures: CONTRACTOR shall maintain an effective method of internal control procedures. Such procedures shall involve reconciliation of all payments received using generally accepted accounting principles. After proper reconciliation, deposit slips shall be prepared for and deposits made at the appropriate bank, including an itemized listing of all batch numbers included in the deposit. The batch of citation payment documentation shall then be scanned and stored electronically on the network for a minimum period of three (3) years.

4.5 Cash Payments: CONTRACTOR shall maintain an effective method of handling cash payments. All cash received through the mail, shall be logged in a cash journal. Thereafter, effective internal control procedures shall be implemented to reconcile such payments, using generally accepted accounting principles.

4.6 Deposits: All deposits shall be made daily, subject to regular banking hours.

Deposits shall be itemized and detailed information will be captured regarding submitted funds.

Deposit slips shall be prepared in triplicate. If a joint account between CONTRACTOR and CITY is opened, all deposits shall be directly deposited and CONTRACTOR shall perform all reconciliation and check generation along with monthly invoicing. If only CITY'S designated bank account is used, CONTRACTOR will deposit directly into the designated account, but will have no authorization to perform any other duties.

Monthly invoicing will be generated by the parking management system and CITY will be responsible to reconcile the account and cut all checks. In that case, CITY will supply deposit slips and endorsement stamp to CONTRACTOR

4.7 Revenue Report: A monthly revenue report will list all revenues received during a given month. This report will also provide information regarding CITY'S responsibility for any taxes on collected funds.

ARTICLE V – WEB SITE

5.1 Citation Management Web Site: CONTRACTOR offers a web site for CITY review and interface of its database, including all citations and information relating to changes in status.

5.2 Permit Management Web Site: CONTRACTOR offers a web site for CITY review and interface of its permit database including all permits and information relating to status, payment, etc.

5.3 Patron Web Site Access: When CITY has web site access, the citizens who receive citations 13 B0785-0001\2880585v3.doc
will be able to access the web site to review their individual citations, pay on-line and appeal on-line. Additionally, citizens will be able to access the website for permit account set, up, procurement of permits and payment.

5.4 Web Site Interaction: The web site may be “view only” or “interactive,” for CITY staff depending on requirements of CITY.

5.5 Web Site Reports: Web site reports are available to CITY on a daily 24/7 schedule and export into Excel for easy flexible reporting.

5.6 Web Site Cost: User ID’s and passwords will be assigned to CITY at no cost.

ARTICLE VI – ADDITIONAL SERVICES

6.1 California Vehicle Code 40215: Services provided include accepting and scheduling the first level administrative appeal (with the decision being made by City staff), accepting, scheduling, reviewing and hearing the second level administrative appeals, interfacing and providing backup for Court appearances and notifying CITY contestants by phone and in writing of decisions. CITY shall be responsible to pay the $25.00 Court filing fee if the review and administrative hearing decisions are overturned by the Court.

6. 2 Other Collections: CONTRACTOR shall retain a percent of payments collected on delinquent citations which have been processed in accordance with the current Agreement, and meet the following criteria:

A. Delinquent citations; those for which the California State Department of Motor Vehicles have been placed on a registration hold and/or dropped from the registration hold due to a transfer of ownership or non-renewal of registration or a registration hold has not been placed, but the normal daily processing cycle is complete.

B. Citations with out-of-state license plates.

C. Any other problem or special citations that CITY so designates and refers to CONTRACTOR under this Agreement.

6.3 Postal Rate Increase: CONTRACTOR will maintain auditable records to document CONTRACTOR'S actual postage costs associated with the mailing of delinquency notices for unpaid citations and for other mailings related to the processing of correspondence. If there is a postal increase, that increase may be invoiced effective on the date that the postal rate increase goes into effect.

ARTICLE VII - GENERAL

7.1 Public Inquiries: CONTRACTOR will respond to inquiries by telephone or letter of a nonjudicial nature. Inquiries of a judicial nature will be referred to CITY for determination, unless CONTRACTOR has been designated in writing to handle appeals. 14 B0785-0001\2880585v3.doc

7.2 CONTRACTOR Limitations: CONTRACTOR shall not take legal action or threaten legal action in any specific case without CITY'S prior written approval.

7.3 Use of Approved Forms: All forms, delinquency notices, and correspondence sent by CONTRACTOR in connection with the Agreement shall be subject to CITY’s prior written approval. These must conform to State and local law.

7.5 Ownership: All computer software and systems, related automated and manual procedures, instructions, computer programs, and data storage media containing same, and written procedures performed hereunder (collectively the "System") are and shall remain exclusively the sole property of CONTRACTOR, and CITY shall acquire no right or title to said Systems. All data and databases owned by CITY prior to the commencement of this Agreement and all data, including but not limited to, all forms and reports by, on behalf of, or at the request of CITY in connection with CITY’s user accounts (collectively, “City’s Data”), shall be and shall remain the sole property of CITY. At all times while this Agreement is in effect, CONTRACTOR shall ensure that the last five (5) consecutive years of CITY’s Data shall be maintained, backed up, retrievable, and accessible as per CITY’s retention policy for California Fair Political Practices Commission (FPPC) filings at the time of execution of this Agreement.

Upon termination of this Agreement pursuant to section 14 of the Agreement, Termination, CONTRACTOR shall, at the written request of CITY, return or destroy all of CITY’s Data in CONTRACTOR's possession promptly following such written request. Where CITY requires that CONTRACTOR must return CITY’s Data, CONTRACTOR shall deliver CITY’s data, accumulated over a period of five (5) years, or as long as the Agreement was in effect, whichever is longer, in MySQL database export format. CONTRACTOR shall not use CITY’s Data without the express written consent of CITY’s authorized representative.

7.6 Property of CITY: All documents, records and tapes supplied by CITY to CONTRACTOR in performance of this Agreement are agreed to be and shall remain the sole property of CITY.

CONTRACTOR agrees to return same promptly to CITY no later than forty-five (45) days following written notice to CONTRACTOR. CITY shall make arrangements with CONTRACTOR for the transmission of such data to CITY upon payment to CONTRACTOR of the cost of copy and delivery of such tape from CONTRACTOR'S computer facilities to CITY'S designated point of delivery, plus any open invoices.

7.7 Confidentiality: In order to enable CONTRACTOR to carry out its work hereunder, to some extent it will have to impart to CITY'S employees’ information contained in the Materials and Systems (collectively the "CONFIDENTIAL DATA"). CITY agrees that information contained in the data that was marked in writing as "CONFIDENTIAL", "PROPRIETARY" or similarly, so as to give notice of its confidential nature, when submitted to CITY by CONTRACTOR shall be retained by CITY in the strictest confidence and shall not be used or disclosed in any form except unless required to be released under California law. CITY recognizes that irreparable harm could be occasioned to CONTRACTOR by disclosure of CONFIDENTIAL DATA that is related to its business and that CONTRACTOR may accordingly seek to protect such CONFIDENTIAL DATA by enjoining 15 B0785-0001\2880585v3.doc
disclosure.

7.8 Consent for Disclosure: No report, information, data, files, or tapes furnished or prepared by CONTRACTOR or its subcontractors, successors, officers, employees, servants, or agents shall be made available to any individual or organization without the prior written approval of CITY other than to individuals or organizations that are necessary to properly effectuate the terms and conditions of this Agreement, unless requested under State or Federal law, subpoena or court order. CITY shall promptly inform CONTRACTOR of any such request or order of disclosure immediately upon receipt by CITY. This Non-Disclosure obligation shall survive the termination of this Agreement.

7.9 CONTRACTOR Files: CONTRACTOR shall maintain master files on parking citations and permits referred to it for processing under the Scope of Work for five (5) years. Such files will contain records of payments, dispositions, and any other pertinent information required to provide a reasonable audit trail.

7.10 Storage for CITY:

A. CONTRACTOR agrees to store original citations, manually scanned or received electronically, on the network for a minimum of five (5) years. CITY relieves CONTRACTOR of all liability costs associated with data released by CITY to any other person or entity using such data.

B. CONTRACTOR agrees to store Parking Permit Data manually created or received electronically on the network for a minimum of five (5) years.

C. Upon the termination of the Agreement pursuant to section __of the Agreement, CONTRACTOR will return all hard copies to CITY or shred them at CITY’s written direction. If requested, an electronic file, diskette or CD of all processed data will be available to CITY.

ARTICLE VIII - REPORTS

8.1 Periodic Reports: CONTRACTOR will submit written reports to CITY each month. The reports will provide activities relating to performance under this Scope of Services. Among the reports, which CONTRACTOR will generate, are the following:

A. Report of Revenue Collected for Period
B. Report for Parking Citations Issued for Period
C. A balanced summary report for issuing CITY providing the status of all parking citations at the beginning of the period, current period and at the end of the period.

D. A report for issuing CITY identifying registered vehicle owners with multiple outstanding parking citations.
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E. A report for issuing CITY identifying the parking citations issued, location, and violation by officer.

F. Report of permit types purchased for Period

8.2 PCI Compliance Reports/Certificates: Quarterly and Ad Hoc certificates will be sent to CITY.

8.3 Annual Reports: Annually, CONTRACTOR shall comply with existing state laws.

ARTICLE IX – SECURITY PROVISIONS

14.1 Security Provisions: CITY agrees to follow all defined security requirements including but not limited to:

A) All CITY employees who are provided access to services provided by CONTRACTOR must complete a background check and must complete annual security awareness trainings.

B) All CITY employees must sign security agreement documents subject to the source state of the information being obtained by DMV entities.

C) CITY must inform CONTRACTOR within 24 hours of a CITY employee with access to CONTRACTOR services leaving their role.

D) CITY must inform CONTRACTOR of any breach of information within 24 hours, so the appropriate government agencies can be notified of the breach.

E) CITY understands and agrees that security requirements may change and be updated to reflect the most current security requirements of the government agencies CONTRACTOR works with to obtain vehicle registered information.

F) CITY understands that evidence of the security requirements may be requested to comply with CONTRACTOR audit requirements of the governmental agencies CONTRACTOR works with.

G) CITY understands and agrees that access to confidential registered owner information may be immediately restricted or terminated if any of the mandatory provisions above are found to be violated or abused.

AMENDMENT NO. 1:

The Scope of Work described below shall be considered additional services. 17 B0785-0001\2880585v3.doc
CONTRACTOR shall provide mobile License Plate Recognition (“LPR”) Systems, inclusive of camera equipment, communications equipment including GPS technology and all associated mounting hardware and cables. CONTRACTOR shall include equipment installation, software and software installation, on-site training and testing, and systems integration set-up and configuration.

CONTRACTOR shall provide licensing and hosting of LPR Systems. CONTRACTOR shall ensure integration and storage of LPR data retrieved from CITY’s parking operations system (Skidata/Inex) along with the LPR data from the parking enforcement system. CONTRACTOR shall also provide a one-time installation of CITY provided Mobile Data Terminals (MDTs) in all parking enforcement vehicles.
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EXHIBIT B

SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONTRACTOR for the satisfactory performance of the work described in Exhibit A in a total amount not to exceed Three Million Two Hundred Seventy-Four Thousand Two Hundred Fourteen Dollars ($3,274,214) at the fees and costs set forth in this Exhibit. In addition, CITY shall compensate CONTRACTOR for the LPR services described in Exhibit A in an amount not to exceed Three Hundred Fifty Thousand Dollars ($350,000) at the fees and costs set forth in this Exhibit. In no event shall the total amount for all services required under this Agreement exceed Three Million Six Hundred Twenty Four Thousand Two Hundred Fourteen Dollars ($3,624,214). Any optional and additional goods or services described in this Exhibit shall not be undertaken without the express direction of CITY in writing.

RATES/FEES:

Citation Management System Fees:
 Manual Parking Citation Processing: $0.32
 Electronic Parking Citation Processing: $0.32
 Per Citation Notice (includes postage): $0.74
 Per out-of-state DMV Inquiry: $1.50
 Per payment processed by CONTRACTOR (mail in): $1.00
 Per customer call accepted by CONTRACTOR: $.50
 Per appeal document uploaded by Contractor (mail in): $.50  Secondary/Delinquent Collections: 21% of revenue collected  This fee will be assessed when a citation is sixty (60) days past the citation issue date, or when a second (2nd) notice is sent if sooner than sixty (60) days, assuming a first notice has been sent to the registered owner and the citation is not on hold for any reason  Applies to Franchise Tax Board processing & SSN look-up Optional Services:

Acceptance and Scanning of Indigent Payment Plan Requests Approval/Denial by CONTRACTOR – Optional $5.00 per request -18-
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Additional Correspondence - Optional $1.00 per letter
 Including but not limited to the following letters:
o Adjudication Disposition letters
o Hearing Schedule/Reschedule letters
o Letters of Correction
o Fled letters
o Indigent Payment Plan letters
o Partial Payment Letters
o Refund Letters
2 nd Level Hearing Disposition - Optional $45.00 per hearing Joint / Escrow Banking Services – Optional $100.00 per month Services for the above-mentioned item include:
 Daily deposits of funds to CITY’s escrow account
 Online, real-time reconciliation reports that tie directly to the bank statement  Processing of all credit card charge-backs and Insufficient Funds  Month-end reconciliation of all funds collected
 Disbursement of County / State Surcharges at month-end  Payment of CONTRACTOR’s invoice
 Disbursement of the net remittance to CITY
 Scanning of all payments directly to joint bank account daily using remote check deposit  CITY will be responsible for the purchase of banking supplies, including checks and endorsement stamps; these fees typically run $200.00 per year Charge-backs and NSF’s – Optional $3.00 per issued instance  CONTRACTOR will process credit card charge-backs and NSFs when notified of each occurrence
 Once processed, CONTRACTOR will send a custom letter to the individual detailing the returned item and the amount due on the citation
Refunds - Optional $3.00 per issued instance
 CONTRACTOR will process refunds when notified of each need  In the event CITY utilizes Joint Banking CONTRACTOR will verify, generate and send each refund due
 Refunds will be issued weekly
 Refunds will be sent via 1st Class Mail
Online Access for CITY’s Patrons: Included
CITY’s Patrons will have the ability to perform the following functions online:
 View real-time citation(s) data
 Pay for a single or many citation(s)
 Request a 1st Level Administrative Review and attach up to three documents supporting their position
 Request a 2nd Level Administrative Hearing Request and attach up to three documents supporting their position
 Print a receipt
 View pictures of the citation taken by the issuing officer (if CITY allows) -19-
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Online Access for CITY’s Staff: Included
Access to CITY’s data is based on unique usernames and passwords assigned to each individual who requires access to the system. CONTRACTOR does not limit the number of individuals who have access to the system and the number and types of access can change at any point with a simple email request to CONTRACTOR.

CONTRACTOR’s Solution is setup to maintain a complete audit trail for each and every transaction in the system so that the username is displayed next to every transaction in the system, indicating who performed the transaction and when.

Dependent on the access rights provided to each CITY staff member, the following capabilities are available:
 View real-time citation(s) data, including pictures taken by the Issuing Officer  Accept payment via VISA, MasterCard, Discover and American Express credit/debit cards  Accept payment via Cash, Check or Money Order
 Process NSFs and Refunds
 Reduce or increase violation amounts, dismiss citations, void citations and place a citation on hold
 Change citation data, including violations, date, time, plate, location, comments, make, model, color, registration expiration date and others
 Perform Administrative Reviews online by entering the disposition directly online  Generate a time expired or letter of non-responsibility for a citation in the adjudication process
 View the complete reason for the Review Request and supporting documentation provided by the Appellant directly online
 Edit Appellant information
 Upload disposition documents sent to CITY via US Mail  Add a note to a citation and see all comments added to the citation  View the reason for the 2nd Level Administrative Hearing Request online and view the supporting documentation provided by the Appellant, directly online  Print a receipt with or without registered owner information Reporting: Included
 CONTRACTOR offers 36 reports online as well as a Customized reporting application for CITY to generate, print and re-print 24/7. CONTRACTOR provides real-time reports that can be generated for any timeframe required and CONTRACTOR provides preprocessed/month-end reports that reflect the month-end view of data.  All reports are available online and because CONTRACTOR does not purge data unless specifically requested to do so by a client, the data is available as long as CITY is a client.  All reports are generated in HTML so CONTRACTOR’s clients can copy and paste the data into Excel for data manipulation purposes.
 If CITY were to request a report that was not already available, CONTRACTOR would work with CITY to design the report and provide it to CITY at no cost.

Manual Payment Processing: Included
 Manually received payments (checks, cash, money orders and credit card payments sent via US Mail) are received at CONTRACTOR’s PO Box in Newport Beach where a bonded -20-
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and insured courier picks up the mail daily and delivers it to CONTRACTOR’s Newport Beach office
 On-site Mail Department opens, sorts and batches the payments before providing them to CONTRACTOR’s on-site Data Entry Department
 After double-blind entry of each payment, the citations are updated by CONTRACTOR’s Quality Assurance team
 Payments are then provided to CONTRACTOR’s Accounting Department where daily deposit slips are completed and provided to a bonded, insured courier who takes them to the bank
Registered Owner Information: Included
 Registered owner information for all citations issued on California license plates  Turnaround time for acquisition of California registered owner information is same day  Registered owner information for all citations issued on out of state license plates  CONTRACTOR is a recognized Strategic Partner with NLETs and has access to registered owner information nationwide through the NLETs service
 Access to this system requires the use of the County’s ORI for tracking purposes only; CONTRACTOR will utilize its own ORI for actually acquiring the out of state data  Turnaround time for acquisition of out of state registered owner information using NLETs is same day
California DMV Holds and Releases: Included
 California DMV Holds and Release performed daily via an online connection  Holds and releases can also be performed real-time, upon request  Citation amounts placed on hold are updated daily in the event a partial payment is made Customer Service: Included
 CONTRACTOR provides a live, bi-lingual, on-site Customer Service Department that is fully trained to answer questions related to citation issuance, payment, adjudication, fix-it tickets, sign-offs, FTB, advanced credit reporting collections and more  All calls are recorded to quality assurance and recordings can be sent to CITY at any time for review.
 CONTRACTOR’s IVR is bi-lingual and accessible via several toll-free numbers; the IVR provides real-time information to the caller regarding current status, including the amount due
 The IVR accepts VISA, MasterCard, Discover, and American Express Web Presence: Included
 CONTRACTOR’s Solution is 100% web-based and Section 508 Compliant and is provided at: www.CitationProcessingCenter.com; this is a generic website in the sense that it is not CITY branded. This website allows for CITY and CITY’s Patrons to access citations online  If CITY prefers to have an CITY branded website, one in which the look and feel mimics that of CITY’s website, CONTRACTOR can and will provide this feature to CITY.

Conversion: Included
 CONTRACTOR will convert the citations currently with CITY’s existing vendor at no cost to CITY
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 Citations that have not had a payment and do not have a registered owner will immediately be sent to the appropriate DMV so as to obtain a registered owner Credit / Debit Card Processing: $3.50 per transaction
 There is no charge to CITY for credit / debit card processing; however, the Patron is charged $3.50 per transaction; this means the Patron can pay for a single or many citations at once and incur a single $3.50 fee.
 Also applicable to Permit purchases utilizing a credit/debit card Payment Plan Processing - Optional $15.00 per transaction  An administrative fee will be assessed to Patrons who wish to participate in a payment plan
 This fee will cover the cost of the payment plan initiation, and the cost of a confirmation letter that is sent to the Patron confirming the details of the payment plan  CITY will have the ability to determine whether Payment Plans are accepted and, if so, what the parameters for payment will be
Credit Card Chargeback Processing $30.00 per transaction  If a chargeback occurs, a fee will be charged to the Patron for the processing of the chargeback
 No fee will be charged to CITY
Citation Issuance Device Fees:

Handheld Unit 2 piece – Samsung A50 or A51 Purchase $900.00 per unit Printer for Android Handheld Unit – TSC 3” $300.00 per unit Handheld Unit 1 piece – N5Z1 Print $2,595.00 per unit
Per monthly software license fee $25.00 per unit
Electronic Ticket Stock – per citation $.045 per cite
Data Plan - Optional Straight Pass Through per Unit - TBD Repair/Replacement of Handheld – Optional $25.00 per unit/month  Available if CONTRACTOR provides the handheld units
 Repair/Replacement within 1 business day
 Zero deductible
Repair/Replacement of Printer – Optional $15.00 per unit/month  Available if CONTRACTOR provides the printers
 Repair/Replacement within 1 business day
 Zero deductible
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Permit Management System (PMS):

Permit Management System Subscription $1,250.00/month
 Inclusive of all PMS software fees, services and support Per Permit Fulfilled by Contractor $2.00
Per Permit Renewal Notice (includes postage) $1.00
Per Customer Call Accepted by Contractor $.50
CONTRACTOR – Permit Application Review $5.00 per permit  Approval/Denial
 Fulfillment (if applicable)
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LPR Fee Schedule for EYEP Solutions, Inc (Genetech)
Recurring Costs (Annual) For LRP Solutions:

Subscription for AutoVu Managed Service
Government Compliant 2.0, Maximum of 1
year Hit retention (with images) and 1 year
read retention (without images) Max five (5)
concurrent Security Desk connections.

Includes: AutoVu base, Security Center
mapping, List Updater and Pay-by-Plate
Single. Includes Genetec Advantage, Qty1,
Unit Cost $6,276.00
$6,276.00
Subscription for AutoVu Managed Service 1
Patroller Connection on the Government
Cloud, Qty 11, Unit Cost $528.00
$5,808.00
Subscription for AutoVu Managed Service

2.0 Maximum of 1 year Hit retention (with
images) and 1 year read retention (without
images) Max five (5) concurrent Security
Desk connections. Includes: AutoVu base,
Security Center mapping, List Updater and
Pay-by-Plate Single. Includes Genetec
Advantage, Qty1, Unit Cost $320.00, Qty 1
$320.00
Genetec Advantage 1 AutoVu mobile
System, Qty 11, Unit Cost $195.00
$2145.00
Total (Annual) Recurring Costs $14,549.00
One-Time Costs For LPR Solutions:

HARDWARE:

AutoVu SharpZ3 850nm City KIT (includes
main SharpZ3 dual processing unit mounts,
wiring, USB GPS and Genetec Patroller
license, 2 cameras and camera mounts
included), Unit Cost $18,104.63, Qty 11
$199,150.91 (tax applies)
Misc. Parts, Unit Cost $960.00, Qty 1 $960.00
Total Hardware Costs (tax not included) $200,110.91
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PLATE LINK:

SCS-AVPLATELINK – 1 CAR -first 2 cars
included, Unit Cost $258.88, Qty 9
$2,329.88
SCS-AVPLATELINK DATA BASE, Unit Cost
$388.32, Qty 1
$388.32
Total Plate Link $2,718.20
SOFTWARE:

Software Version, Unit Cost $0.00, Qty 1 $0.00
Mapping License including data for North
America – Per Vehicle License, Unit Cost
$412.50, Qty 11
$4,537.50
Total Software (one-time) $4,537.50
PROFESSIONAL SERVICES:

Configuring – Genetec Configuration: EYEP
remote and on-site prep and configuration
(mobilization included in “Installation” line
item, project , Unit Cost $27,600.00, Qty 1
$27,600.00
On-Site Installation and Mobilization, Unit
Cost $52,800.00, Qty 1
$52,800.00
Total Professional Services $80,400.00
Hot Swap:

Processing Unit Cable, Unit Cost $375.37,
Qty 2
$750.74 (tax applies)
Mounting Kit, Unit Cost $287.63, Qty 2 $575.26 (tax applies) White AutoVu Sharp Z3 Camera 08mm lens
and 850mm illuminator, Unit Cost $3,941.45,
Qty 2
$7,882.90 (tax applies)
White AutoVu Sharp Z3 Camera 12mm lens
and 850mm illuminator, Unit Cost $3,941.45,
Qty 2
$7,882.90 (tax applies)
Total Hot Swap (tax not included) $17091.80
OTHER:

Shipping $5,300.00
TAX $17,119.21
Grand Total $339,108.41
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EYEP Solutions, Inc.
3450 Palmer Drive, Suie 4-191
Cameron Park, CA 95682 eyep-solutions.com Quote No. 006796-R3 August 16,2023
ATTACHMENT 1 TO EXHIBIT B

LICENSE PLATE RECOGNITION SCHEDULE OF FEES
Customer: City of Beverly Hills
Part # Unit MSRP Qty MSRP Price
Plate Link
MISC. SCS-AVPLATELINK - 1 CAR - first 2 cars included $258.88 9 $2,329.88 MISC. SCS-AVPLATELINKDATABASE $388.32 1 $388.32
Hardware
AU-K-C2Z3-850
AutoVu™ SharpZ3 850nm City KIT includes main SharpZ3 dual processing unit mounts, wiring, USB GPS and Genetec Patroller™ license. 2 Cameras and camera mounts included. $18,104.63 11 $199,150.91 MISC Miscellaneous Parts $960.00 1 $960.00
Software - One-Time
GSC-5.11 Software Version $0.00 1 $0.00

AU-M-OFFLINEMAP-NA
Mapping License including data for North
America - Per vehicle license $412.50 11 $4,537.50
Professional Services
PS-ESU1
Configuration - Genetec Configuration; EYEP remote and on-site prep and configuration (mobilization included in "Installation" line item, project $27,600.00 1 $27,600.00 PS-ESU1 On-Site Installation and Mobilization $52,800.00 1 $52,800.00 Annual / Recurring
SCS-AV-MS2.0-GOVT
Subscription for AutoVu Managed Service Government Compliant 2.0 Maximum of 1 year Hit retention (with images) and 1 year read retention (without images). See product description for limitations. Max five (5) concurrent Security Desk connections. Includes: AutoVu base, Security Center mapping, List Updater and Pay-by-Plate Single. Includes Genetec $6,276.00 1 $6,276.00 SCS-AV-MS-1Patroller-GOVT
Subscription for AutoVu Managed Service 1 Patroller Connection on the Government Cloud $528.00 11 $5,808.00

SCS-AV-MSPBPUPG-MULTI
Subscription for AutoVu Managed Service 2.0 Maximum of 1 year Hit retention (with images) and 1 year read retention (without images). See product description for limitations. Max five (5) concurrent Security Desk connections. Includes: AutoVu base, Security Center mapping, List Updater and Pay-by- Plate Single. Includes Genetec Advantage $320.00 1 $320.00 ADV-LPR-M-1Y Genetec Advantage 1 AuoVu mobile system $195.00 11 $2,145.00 Hot Swap
MISC AU-H-Z3-CBL07 - processing unit cable $375.37 2 $750.74 MISC AU-H-Z3-MPUMNT - mounting kit $287.63 2 $575.26
AU-Z3-W-08F08F-850 White AutoVu Sharp Z3 Camera 08mm lens and 850nm illuminator $3,941.45 2 $7,882.90 AU-Z3-W White AutoVu Sharp Z3 Camera 12mm lens and 850mm illuminator $3,941.45 2 $7,882.90 Freight Shipping $5,300.00 1 $5,300.00
TAX $17,119.21
TOTAL $339,108.41
Attachment 2

AGENDA REPORT
Meeting Date: October 27, 2020
Item Number:

To: Honorable Mayor & City Council
From: Dominick Rivetti, Chief of Police
Lieutenant Giovanni Trejo, Traffic Bureau Commander
Subject: AGREEMENT BETWEEN THE CITY OF BEVERLY HILLS AND DATA TICKET, INC. FOR PARKING CITATION AND PERMIT MANAGEMENT

SYSTEM INCLUDING CITATION ISSUANCE DEVICES AND MOBILE
LICENSE PLATE RECOGNITION TECHNOLOGY; AND

APPROVAL FOR THE CITY MANAGER (OR HIS DESIGNEE) TO
EXECUTE A PURCHASE ORDER TO DATA TICKET, INC. FOR A
TOTAL NOT TO EXCEED AMOUNT OF $622,254 FOR FISCAL YEAR
2020/21 AND PURCHASE ORDERS FOR FUTURE FISCAL YEARS UP

TO THE TOTAL AMOUNT OF THE AGREEMENT
Attachments: 1. Agreement

2. Data Ticket, Inc Proposal

3. Proposal Cost Comparison

4. Best and Final Offers (BAFO) Cost Comparison

5. Evaluation Committee Summary Scores

RECOMMENDATION
Staff recommends City Council move to approve an agreement between the City of Beverly Hills and Data Ticket, Inc. for Parking Citation and Permit Management Systems including citation issuance devices, and mobile license plate recognition technology (LPR). Staff also recommends City Council authorize the City Manager or his designee to approve a purchase order to Data Ticket, Inc. in an amount not to exceed $622,254 for services under this agreement for Fiscal Year 2020/21 and future purchase orders up to the total amount of the Agreement.

FISCAL IMPACT
Under the proposed contract, the implementation of the comprehensive parking management system, including the Citation Management System (CMS), enforcement handheld devices, Permit Management System (PMS), and mobile License Plate E-11

Recognition (LPR) technology will have a cost of $622,254 for FY 2020/21, and a total cost of approximately $2,116,174 for five years (FY 2021-2025). These figures are based on average citations issued, average permits sold, and the number of handheld and mobile LPR units needed for deployment.

Funding in the first year, FY 2020/21, includes one-time implementation costs.

Funding for this program will come from Police Operations Budget – Traffic Management and Parking Program Account 00102602-731220.

INTRODUCTION
The City of Beverly Hills entered into an Agreement with Conduent State and Local Solutions on January 1, 2011, for a period of five years to provide parking citation processing, payment, delinquent account collections, and hearing scheduling services.

The Agreement also gave the City the option to renew the contract for two additional, twoyear periods (four years in total) after the December 31, 2015, expiration date. The City exercised the two additional extensions and the contract expired on December 31, 2019.

Amendment No. 2 extended the contract expiration date to January 31, 2020, Amendment No. 3 extended the expiration date through February 28, 2020, and Amendment No. 4 further extended the expiration date to December 31, 2020. All extensions on this existing contract have been exhausted and the current vendor’s services will terminate on December 31, 2020.

In 2018, the Beverly Hills Police Department (BHPD) agreed to acquire residential permit management and enforcement of the City’s parking program from the Public Works Department. The full transition of tasks and responsibilities were finalized in September 2020. While permit management was under the Public Works Department, there were four full-time and four part-time employees supporting permit issuance, and customer service functions. BHPD currently has two full-time employees, and one part-time employee providing permit support and fulfillment for customers, in addition to other Traffic related duties. This includes in-person, phone, mail, and electronic communications.

The issuance and processing of parking citations, and the verification and fulfillment of residential parking permits have evolved as the parking demands within the City have expanded. Additionally, when the parking permit process transferred over to PD, it did not include PW staffing. The parking permit process is in dire need of enhanced efficiency through automation, and technology to support the complexity of the City’s parking permit program.

Through this RFP process, the City sought a Contractor for the entirety of the desired solution, managing a comprehensive citation and permit management system and mobile license plate recognition (LPR) technology, as well as supplying all hardware, software, processing services and direct customer service. The solution provided by the Contractor Expense Type Year 1 Year 2 Year 3 Year 4 Year 5 TOTAL
Citation Management Expenses 333,310.00          333,310.00     333,310.00 333,310.00         333,310.00     1,666,550.00 Citation Issuance Devices       63,330.00 12,330.00             12,330.00       12,330.00 12,330.00               112,650.00 Permit Management Expenses 113,278.00      15,000.00             15,000.00       15,000.00 15,000.00               173,278.00 License Plate Recognition Expenses 112,335.60      12,840.00             12,840.00       12,840.00 12,840.00               163,695.60 622,253.60$  373,480.00$  373,480.00$  373,480.00$  373,480.00$  $  2,116,173.60 NOTE:  Year 1 includes one‐time costs of $63,330 under Citation Issuance Expenses for citation issuing devices; one‐time costs of $98,278 under Permit Management Expenses for the implementation of the Management System; and, one‐time costs of $99,495.60 under License Plate Recognition Expenses for LPR readers.

will create a simplified and unified experience for both a direct and online interface for City staff and customers.

From 2018-2019, the City of Beverly Hills issued an average of 16,000 parking permits annually and an average of 82,200 parking citations annually. The parking permit revenue in the fiscal year 2018-2019 was approximately $775,000. The parking citation revenue in the calendar year 2019 was $5,872,355.

The City currently manages parking permits through CitySmart, a City-proprietary system.

It would greatly benefit the City to transition to a vendor-provided permit management system that can provide seamless integrations with the citation management system and mobile LPR. This can potentially result in increased enforcement efficiencies which would increase citywide compliance. Additionally, the selected vendor will support and assist the City in the transition to virtual, license plate-based permits, as well as working to simplify the current complex parking permit policies. Additionally, the use of this technology is expected to greatly reduce fraudulent activity and the high volume of parking permit complaints received by City staff.

As the contractor, Data Ticket will provide a fully integrated citation and permit management system with mobile License Plate Recognition (LPR) technology. This includes enforcement handheld devices that will allow the Traffic Control Officers (TCOs) to issue warnings and/or citation notices to violators. The proposed citation management system provides the processing, noticing and collection capabilities as allowed by the California Vehicle Code and various State of California regulations including the ability to allow for payment plans.

As the City transitions all 14 off-street parking structures towards a more virtual parking program, it will largely rely upon a pay by plate system. A new parking permit system will also utilize vehicle mounted LPR, which will allow TCOs to perform their duties more efficiently, while also increasing their geographical coverage capabilities. The mobile LPR technology will be integrated with the enforcement handheld devices, allowing the mobile LPR to transmit vehicle information to nearby enforcement handheld devices.

DISCUSSION
On May 22, 2020, the City of Beverly Hills hired a parking consulting firm, Dixon Resources Unlimited (“DIXON”), to prepare a Request for Proposals (“RFP”) for parking citation and permit management system including citation issuance devices, and mobile license plate recognition technology. RFP 20-170-02 was posted on Planet Bid on July 28, 2020, along with the other required documentation including a mandatory Technical Compliance Matrix (TCM), Cost Proposal Form and a Vendor Questionnaire. The City responded to questions submitted on Planet Bid and posted responses by August 13, 2020. The City issued the solicitation in accordance with current City procedures for procuring professional services. Proposals were received via Planet Bid on August 27, 2020.

The City received 11 responses to the RFP from the following proposers (listed in alphabetical order):
 ComSonics
 Conduent
 Data Ticket
 Duncan Parking Technologies, Inc.
 EDC Corporation
 iPARQ
 IPS Group

 Motorola
 Professional Account Management, LLC (PAM)
 Quest Solution
 Turbo Data Systems
Due to the City’s preference for a Contractor to provide all the requested services and the limited implementation time constraints, the City only considered Proposals from vendors that provided a complete response compliant with the RFP requirements, and those who could provide the turnkey solution preferred by the City, and whose pricing was within reasonable comparison to other proposals.

Following a compliance check, the table below lists the Proposers that did not meet these criteria and were not considered further through the evaluation process for the accompanying reasoning.

Proposer Reasoning
ComSonics Only proposed mobile LPR. Did not provide
municipal references, did not accept draft
agreement terms and conditions, or note
exceptions take, did not submit Proposal as
required in Section 7 of the RFP
Duncan Parking Technologies, Inc. Only proposed citation issuance devices EDC Corporation Pricing was substantially higher than other Proposals
iPARQ Did not provide United States municipal reference for CMS, did not complete the required TCM, did
not submit Proposal as required in Section 7 of the
RFP, did not submit Cost Proposal in required
format
IPS Group Did not demonstrate five (5) years of experience with each system
Motorola Only proposed mobile LPR
Quest Solution Did not provide a minimum of five (5) United States municipal references
The remaining proposals were reviewed by the Selection Committee. Conduent, Data Ticket, PAM, and Turbo Data Systems were invited to participate in the next phase of the evaluation process. The Selection Committee included representatives from the Police Department and Public Works. Representatives from the Finance Department and IT were consulted throughout the process.

During the week of September 14, 2020, each vendor participated in a 3.5-hour remote oral interview with the Selection Committee, and a 1.5-hour in-person technology demonstration. The technology demonstration included the Selection Committee and representatives from various City departments.

Based on the written proposals, oral interviews, demonstrations, and evaluation committee scores and rankings, the evaluation committee shortlisted Data Ticket and Turbo Data Systems to provide an additional 1-hour presentation to BHPD command staff on September 23, 2020.

Following this presentation, Data Ticket and Turbo Data Systems were asked to submit a Best and Final Offer (BAFO) to the City on September 28, 2020.

In addition to being the highest ranked Proposer, Data Ticket also submitted the lowest per item pricing for citation management and subscription pricing for permit management for the contract term.

The Selection Committee has therefore identified Data Ticket as the selected vendor for the services and support identified in this RFP solicitation.

If approved by City Council, BHPD staff will begin to work with Data Ticket for implementation. Data Ticket will begin to transition the system immediately with live operation of the Citation Management System (CMS) including citation issuance devices beginning January 1, 2021. Mobile License Plate Recognition (LPR) installation is targeted to begin by end of Q1 2021. The Permit Management System (PMS) transition must be completed in time to support the permit renewal process beginning in August 2021.

Jeff S. Muir
Director of Finance
Dominick Rivetti,
Chief of Police
Approved By Approved By