REQUEST FOR PROPOSALS
Citation Processing and Adjudication Services
Issued: March 19, 2026
Proposals Due: April 20, 2026
Electronic Submittals Only via PlanetBids
NOTICE TO PROPOSERS
The City of Camarillo (“City”) invites qualified firms to submit proposals to provide comprehensive citation processing and adjudication services supporting the City’s administrative enforcement programs. These services include, but are not limited to, the processing of administrative citations issued for animal control violations, municipal code violations, and parking violations issued by the Camarillo Police Department for current or future needs, as defined in this Request for Proposals.
All proposals must be submitted electronically through the City’s PlanetBids portal at https://pbsystem.planetbids.com/portal/56271/portal-home. Paper, faxed, emailed, or hand-delivered submissions will not be accepted.
Proposers must be registered with PlanetBids to view documents and submit a proposal. It is the sole responsibility of the proposer to ensure their submission is received by the deadline. Allow adequate time for uploading files and addressing technical issues.
All questions must be submitted through PlanetBids using the Q&A tab by 5:00pm on April 1, 2026. Responses and any addenda will be posted in the portal.
The City reserves the right to reject any or all proposals, to waive informalities or irregularities, and to award contracts in a manner deemed in the City’s best interest. This solicitation does not obligate the City to award a contract, nor does it guarantee any minimum amount of work under any resulting agreement.
INTRODUCTION / PURPOSE
The City of Camarillo (“City”) is seeking proposals from qualified firms to provide comprehensive citation processing and adjudication services supporting the City’s administrative enforcement programs. These services include, but are not limited to, the processing of administrative citations issued for animal control violations, municipal code violations, and parking violations issued by the Camarillo Police Department as further described in this Request for Proposals (“RFP”).
This RFP is not a commitment to contract. The City reserves the right to modify the scope of services prior to contract award, reject any or all proposals, or cancel this solicitation entirely.
1. BACKGROUND
The City of Camarillo is a general law city incorporated in 1964 and operates under a Council-Manager form of government. Located in Ventura County, the City serves a population of approximately 69,500 residents and provides a range of municipal services through a combination of internal staff and contracted support.
The City currently administers several citation- based enforcement programs under the Camarillo Municipal Code, including:
• Animal Services Enforcement – Animal control services are provided by Ventura County Animal Services, which issues administrative citations for violations of Chapter 7 of the Camarillo Municipal Code, such as off -leash animals, expired vaccinations, and licensing violations.
• Code Compliance Enforcement – The City’s Code Compliance Division issues administrative citations for violations of various provisions of the Camarillo Municipal Code related to property maintenance, zoning, land use, building violations, and public nuisance conditions.
• Parking Enforcement – The Camarillo Police Department is responsible for parking enforcement under Chapter 11 of the Camarillo Municipal Code.
Parking citations are issued by Police Department personnel and require efficient processing and adjudication.
Historically, the City has utilized a third -party contractor to process citations, manage notices and correspondence, accept payments, and administer administrative reviews and hearings. As enforcement volumes, customer expectations, and available technolo gies continue to evolve, the City is
reassessing its needs to ensure the citation program remains efficient, user - friendly, scalable, and cost-effective.
A key consideration for this solicitation is the City’s interest in solutions that support modern citation issuance methods, including mobile or application- based platforms that may reduce reliance on specialized handheld devices and allow for greater flexibility in field operations, including in- vehicle printing and digital workflows.
2. SCOPE OF WORK
The scope of services to be provided under this RFP includes, but is not limited to, the following:
Category #1: Citation Intake and Processing
• Accurately receives, records, and processes administrative and parking citations issued by multiple City departments and partner agencies. • Supports timely and consistent processing from citation issuance through resolution.
• Minimizes data entry errors and administrative handling by City staff. • Accommodates varying citation volumes across animal services, code compliance, and parking enforcement programs.
Category #2: Payment Processing and Financial Accountability • Provide convenient, secure, and accessible payment options for cited individuals.
• Ensure accurate accounting, reconciliation, and reporting of citation revenues.
• Support high rates of fine collection and cost recovery. • Maintain all records and documents relating to the services, including but not limited to ledgers, books of account, invoices, vouchers, checks, and other financial and supporting documentation, in accordance with generally accepted accounting principles, retaining such records for a minimum of three (3) y ears following final payment, and making them available to the City for inspection, audit, and copying during regular business hours upon written request.
• Refer outstanding citations to the Francise Tax Board (FTB) for collection.
Category #3: Administrative Review and Hearing Support
• Enable timely requests for administrative reviews and hearings. • Manage notices, deadlines, and required correspondence. • Support hearing officers and City staff with accurate records and documentation.
• Reduce procedural errors that could impact enforceability or due process.
Category #4: Technology, Flexibility, and Innovation
• Support modern citation issuance and processing technologies, including mobile or application-based solutions.
• Reduce dependency on proprietary or single- purpose hardware where feasible.
• Evolve over time to incorporate regulatory changes, best practices, and technological advancements.
The contractor shall provide customer service and administrative support that improves public understanding and accessibility of citation resolution options, responds to inquiries in a timely and professional manner, and reduces repeat contacts through eff ective communication. The contractor shall also provide accurate and timely reporting that allows the City to monitor citation activity, compliance rates, revenues, and processing performance while ensuring compliance with applicable law and maintaining da ta security and confidentiality. In addition, the contractor shall support continuity of operations by ensuring a smooth transition from the City’s existing citation processing system, minimizing service disruptions, and providing training and ongoing support for City staff and partner agencies.
3. CONTRACT TERM
The term of the agreement resulting from this RFP is anticipated to be for an initial period of three (3) years, commencing upon full execution of the contract by the City. The City reserves the right to extend the agreement for up to two (2) additional one- year periods , at its sole discretion, under the same terms and conditions.
The actual start date may vary depending on the award schedule, contract negotiations, and City approval processes. The selected firm(s) must be prepared to begin work promptly following contract execution.
Award of a contract pursuant to this RFP does not guarantee any minimum amount of work. For multi -award solicitations, the City may issue work to one or more firms as needed, based on qualifications, availability, and the nature of each project or task.
4. PROPOSAL REQUIREMENTS
Proposals must be clear, concise, and complete. The City will not be responsible for errors or omissions in the proposal or for misinterpretation of the requirements.
Proposals should include the following components, presented in the order listed:
1. Cover Letter (1 page): A brief cover letter introducing the firm and its interest in providing services to the City. The letter must be signed by an individual
authorized to bind the firm contractually and include the name, title, phone number, and email address of the primary contact.
2. Firm Qualifications (1-2 pages): The proposal must include a brief overview of the firm’s history, structure, and areas of expertise. Proposers shall describe the firm’s business experience, including, without limitation, length of relevant work experience, office location(s) from which services will be provided, and core capabilities as they relate to the requested services.
Any relevant professional licenses, certifications, or registrations should also be included in this section.
3. Relevant Experience and References (2-3 pages): Proposers must describe at least three (3) projects completed within the last five (5) years that demonstrate experience performing work similar in scope and complexity.
For each project, proposers shall include the client’s name and project title, a brief description of the services provided, the contract amount or total project value, and the date of completion. If the proposer performed the work as a subconsultant, the proposal must specify the amount of wo rk performed by the proposer and identify the prime consultant. Proposers must also include the name, phone number, and email address of a reference contact for each project. Projects completed for public agencies are preferred.
4. Proposed Project Team (2-3 pages): Proposals must identify the individuals who will be assigned to perform the requested services, including a designated Project Manager. Proposers shall describe the qualifications, certifications, and relevant experience of all proposed staff, and include resumes for each. If subconsultants will be used, the proposal must identify each subconsultant firm, describe their qualifications and proposed role, and explain how coordination between firms will be managed. The approximate percentage of work expected t o be assigned to each subconsultant should also be indicated.
5. Project Understanding and Approach (up to 5 pages): Proposers shall provide a narrative describing their understanding of the City’s needs and the intended approach for providing the services described in the Scope of Work. This section should identify any unique considerations or potential challenges and explain how those challenges will be addressed. The proposal should also describe how the firm will manage communications, timelines, and deliverables, and how work will be coordinated among team members or subconsultants.
6. Cost Proposal: Proposers must submit a cost proposal that reflects the scope of services and staffing described in their proposal. At a minimum, the cost proposal must include a schedule of hourly billing rates for all personnel
classifications expected to perform work under the contract. If services will be delivered on a task -by-task or project -specific basis, proposers should also include estimated hours and costs for each major task or discipline. If flat fees or blended rates apply to certain services, proposers should clearly identify those rates and the conditions under which they apply.
7. Required Forms and Documents:
a. Insurance Documentation: Proposers must submit a current Certificate of Insurance (“COI”) demonstrating compliance with the City’s insurance requirements, as outlined in Exhibit C of the sample agreement ( Attachment A). The COI must be issued by the proposer’s insurer and must be valid as of the proposal due date.
Proposals submitted without a COI may be considered non- responsive in the City’s sole and absolute discretion and need not be evaluated further. Final, executed endorsements will be required prior to contract execution. The City reserves the right to request additional documentation or clarifications related to insurance compliance during the evaluation process.
b. Non-Collusion Declaration: Proposers must submit a signed Non - Collusion Declaration certifying that the proposal is genuine and made without collusion with any other proposer. The declaration form is attached to this RFP as Attachment B. Proposals submitted without a signed declaration may be considered non-responsive in the City’s sole and absolute discretion.
5. PROPOSAL SUBMISSION INSTRUCTIONS AND SCHEDULE
All proposals must be submitted electronically through the City’s PlanetBids portal at https://pbsystem.planetbids.com/portal/56271/portal-home. Proposers must be registered with PlanetBids to download documents, receive updates, and submit their proposals. Proposals submitted by email, mail, fax, or hand -delivery will not be accepted.
Proposals must be received no later than 5:00pm on April 20, 2026. Late proposals will not be considered, and the City is not responsible for technical issues experienced by proposers. It is the proposer’s responsibility to ensure that all required documents are successfully uploaded and submitted before the deadline.
All questions or requests for clarification regarding this RFP must be submitted through the Q&A tab on PlanetBids no t later than 5:00pm on April 1 , 2026. Any responses or addenda issued by the City will be posted to the PlanetBids portal.
By submitting a proposal, the proposer acknowledges receipt of all addenda issued prior to the proposal deadline. The City may issue addenda at any time before the deadline to clarify, revise, or supplement this RFP. Proposers are responsible for monitoring the PlanetBids portal for updates and ensuring that all applicable addenda are reviewed and accounted for in their proposals. Failure to consider issued addenda may result in disqualification.
The tentative schedule for this solicitation is as follows. The City reserves the right to revise these dates at its sole and absolute discretion.
Event Date
RFP Issued March 19, 2026
Deadline for Questions April 1, 2026 at 5:00pm
Responses to Questions April 8, 2026
Proposal Submission Deadline April 20, 2026 at 5:00pm
Interviews (if applicable) April-May, 2026
Anticipated Award Date June 2026
Work Start Date (estimated) July 1, 2026
6. EVALUATION CRITERIA AND SELECTION PROCESS
All responsive proposals received by the deadline will be reviewed for completeness and compliance with the requirements of this RFP by a selection committee comprised of City staff and/or subject matter experts. The City may conduct interviews with one or more proposers prior to final selection, depending on the nature of the solicitation and services required.
The City may select one or more firms to perform the requested services based on the qualifications, experience, and value demonstrated in the proposals received.
It is the City’s intent to evaluate proposals using the criteria and point values listed in the table below. However, the City reserves the right to modify or deviate from the stated evaluation criteria and weighting at its sole and absolute discretion and is under no obligation to inform proposers of such changes.
Proposal
Component
Description Maximum
Points
Cover Letter Provide a signed introduction identifying
your firm, primary contact, and interest in
the work. Not scored, but required.
0 points
Firm Qualifications Describe your firm’s history, areas of expertise, how they will achieve
compliance and cost recovery, and
capacity to perform the requested services.
15 points
Relevant
Experience and
References
Provide examples of similar work completed
within the past five years and include
contact information for at least three
references.
20 points
Proposed Project
Team
Identify the key staff who will perform the
work. Include their roles, qualifications, and
resumes.
20 points
Project
Understanding and
Approach
Demonstrate your understanding of the
City's needs and describe your proposed
approach to delivering the requested
services including how their technology
reduces operational burden.
25 points
Cost Proposal Submit your proposed rates or fee structure as described in the RFP. Include any
applicable task-based estimates.
10 points
Required Forms and
Overall Proposal
Quality
Ensure your proposal is well-organized,
complete, and includes all required forms
and documents.
10 points
Total Possible Points: 100 points
7. TERMS AND CONDITIONS / CITY RIGHTS
a. Proposal Requirements and Proposer Responsibilities: Each proposer is responsible for reviewing the entire RFP and all attachments and addenda.
By submitting a proposal, the proposer affirms that it has thoroughly reviewed and understands all requirements, conditions, and terms.
Proposals must be complete and responsive. The City is not responsible for any errors or omissions resulting from the proposer’s failure to examine the RFP documents.
b. Addenda Acknowledgment: Proposers are responsible for monitoring the City’s electronic bidding platform for updates. By submitting a proposal, the proposer acknowledges receipt of all addenda issued prior to the proposal deadline. Failure to address any issued addenda may result in disqualification of the proposal.
c. Proposal Validity and Submission Authority: All proposals must be signed by an individual legally authorized to bind the firm. Documentation confirming the signer’s authority, such as a corporate resolution or power of attorney, may be requested. Proposals will remain valid and binding for not less ninety (90) calendar days from the submission deadline, unless extended by mutual agreement.
d. Proposal Withdrawal and Modifications: Proposals may be modified or withdrawn through the City’s electronic bidding platform prior to the
submission deadline. After the deadline, proposals may not be withdrawn without written consent from the City.
e. Non-Collusion and Disqualification: By submitting a proposal, the proposer affirms the contents of the signed Non- Collusion Declaration (Attachment B). No proposer may submit multiple proposals under different names unless explicitly authorized. Any evidence of collusion may result in disqualification of all related proposals.
f. Conflict of Interest: The proposer affirms that it has no existing conflict of interest and will not acquire any interest that would interfere with its ability to perform services under a resulting agreement. The proposer further affirms that no City officer, employee, or agent has any financial interest in the proposer’s business or proposal.
g. Public Records: All materials submitted in response to this RFP become the property of the City and are subject to the California Public Records Act (“CPRA”) upon awarding the contract. If a proposer believes any portion of their proposal is exempt from disclosure, it must be clearly marked and the proposer must include an explanation supporting their belief, including a citation to all legal basis Nothing in this section should be construed as a waiver or delegation of the City’s responsibilities pursuant to the CPRA.
No announcement regarding the selection or award shall be made by any proposer without the City’s prior written approval.
h. Selection, Non-Exclusivity, and Use of Work: Submission of a proposal does not create any contractual rights or obligations and does not guarantee selection. The City may award contracts to multiple firms for the same trade or service category, and selection does not imply exclusivity. The City may also utilize cooperative agreements, other consultants, or in- house resources as needed. Award of a contract does not guarantee the assignment of work.
i. City Rights and Proposal Rejection: The City reserves the right to cancel this RFP at any time with or without prior notice , to reject any or all proposals, and to waive any informalities or irregularities , in its sole and absolute discretion. The City may negotiate terms and pricing using submitted proposals as a basis and reserves the right to determine the completeness and responsiveness of all proposals.
j. Use of Subconsultants: Subconsultants may be used for specialty work that would typically be performed by subcontractors under standard contracting practices. Unless specifically identified in the proposal, the proposer represents that it has all licenses, certifications, and qualifications
necessary to perform the work. No subconsultant may be added after proposal submission without the City’s prior written approval. The proposer remains fully responsible for the performance of all subconsultants and their employees. Nothing in this RFP or a ny resulting agreement creates a contractual relationship between any subconsultant and the City.
k. Labor and Legal Compliance: The selected firm must comply with all applicable State and Federal labor laws, including Equal Employment Opportunity requirements. If prevailing wage laws apply to any portion of the work, the proposer and its subconsultants must be registered with the California Department of Industrial Relations (“DIR”) and in full compliance with the California Labor Code. It is the proposer’s responsibility to determine whether prevailing wage requirements apply based on the services described in the scope of work.
l. Insurance Requirements: The selected firm will be required to maintain insurance coverage consistent with the requirements outlined in the sample agreement (Attachment A). Certificates of Insurance and insurer -issued endorsements naming the City as an additional insured and providing a waiver of subrogation must be submitted prior to execution of the agreement.
m. Agreement Terms and Execution: The proposal submitted in response to this RFP, together with this RFP document and the final negotiated scope of work, shall jointly become part of the resulting Professional Services Agreement once fully executed by the City and the selected proposer. A sample agreement is provided in Attachment A, which includes the City’s standard terms, conditions, and insurance requirements.
If the proposer wishes to request modifications to any terms of the sample agreement, those requests must be clearly identified in the proposal, along with an explanation of the reason(s) for the requested change. Requests for modifications may also impact a proposer’s rating. The City reserves the right to accept or reject any proposed modifications.
As a condition of contract execution, the selected proposer must:
• Comply with all applicable licensing, labor, and legal requirements as described in Section 8.k,
• Maintain a valid City of Camarillo business license throughout the term of the agreement, and
• Submit proof of insurance, including all required endorsements, in accordance with Attachment A, Exhibit C.
End of Request for Proposals