RESOLUTION NO. R-2023-005
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE A THREE-YEAR
CONTRACT WITH PHOENIX GROUP INFORMATION SYSTEMS FOR PARKING REVENUE AND CITATION MANAGEMENT FROM FEBRUARY 1, 2023, TO JANUARY 31, 2026
WHEREAS, the City's current agreement for parking revenue and citation management with Phoenix Group Information Systems, expired on January 1, 2023; and WHEREAS, in consideration of the City's existing relationship with Phoenix Group, the firm's familiarity with the City's parking citation processing needs, and additional value- added services that will be available under a new contract, including e-citation set-up and processing, citation storage, and additional -fee recovery services, and the lack of availability of other suitable vendors, staff recommends that the City Council that a new contract with Phoenix Group be awarded as sole -source.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute an agreement (scope and cost provided as Exhibit A) with Phoenix Group Information Systems for parking revenue and citation management for a three-year term in the not -to -exceed amount of $240,000 over three years or $80,000 per year from spanning February 1, 2023 to January 31 , 2026.
UPON MOTION OF Council Member Guthrie, seconded by Council Member Newton, the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 17'h day of January 2023, by the following vote:
AYES:
5 Guthrie, Newton, Inman, Reiss, Waage
NOES:
0 ABSENT:
0 ABSTAIN:
0 RECUSED: 0
Approved:
r J,.J\ a_jcf_
Ed Waage, Ma r
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R-2023-005
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PNIX
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Exhibit A
PARIONG CITATION e
AND COLLECTIONS - PRICING
Item.
Parking Citations Cloud Based Database Access,
Custom Website. Live On -Site Bilingual Customer
routed
Service. Repine, Adjudication Services. DMV
Free of
Monthly Fee
Registered Owner Lookup; DMV HOLDS and
Charge
RELEASES Unlimited Agency User Access.
Training, all session can be reoamed.
Per Electronic Cite Processed
Per Electronic Cite Processed
$1.25
Hand Women Cite Processed (includes data entry)
Out of State processing includes any costs charged
Out of State dtatons
by the state for the registered owner. The percentage
$0.35
is only for ounces that are collected.
A notice of violation (delinquent notice) is sent after Delirpuent Notice
an INDIVIDUAL received me Initial dtafion as
Courtesy reminder. If applicable, A second nobce of
$095
delinquency is sent it the payment Is not made by the
initial due date.
Payment Prpcesting/Updates
Cast per payment processed induced
$0.W
Reports Management
Includes: online mports to generate. pant and re -print Included
Includes Monthly Surcharge
249. Reports can be exported in both Pi and
Free of
Repot
Excel. Custom reports are available upon request.
Charge
A credit card processing fee of $4.95 or4.25%,
whichever is greater, will be charged to the
Credit Card Payments
INDIVIDUAL at no cost to the AGENCY.
Included
If a rhargetu cF occurs, Me dtation Is reopened "a
Credit Card Chargebacks
of charge and me administrative fee is added — pass
Pass through cost to
though cost forthe Agency.
Agency
Special letters are custom notices used as followup
Special Custom Letter
for hearing dates, review results, hearing results, or
$1.59
habitual violations (Scofflaw), Preuttercept letters.
Bank Management Fee
Includes all related costs for bank account and
$5000
reconciliation of funds, supplies.
NSF Bank returned checks
Bank account must be accessed and controlled by
$1000
PHX
Bank account must be accessetl and controlled by
Refunds
PHX. The AGENCY will approve (In wilting) each
00 refund in advance of disbursement
Expedited Collections
If bail amount is recovered alter 90 days.
20%
FTB Collections
Activated Based on age of collections. Percentage is
15%+$1.35 per SSW
based on bail amount collected
look up
Sofhvare maintenance
W horn Data base, data storage, remote support
$175.00
Configuration adjustments on sofMere interfaces.
AB503
E245.00
Monthly fee for the creation, processing and
monitoring of all payment plans in compliance with
legislative bill 503 and online apphoadon. Payment
plan set up, lager to Indigent applicant, monitoring
of plans, late fees in abatement, removed from
DMV hold.
Induced
Online Contesting
This service charge of$95.W a month was waived
FREEOF
and induced at no cost'
CHARGE
Training; full training of vJmdte software for Agency
[no "'d
Stag. All training sessions ran be digitally recorded
FREE OF
Training
and given to the Agency for future use and reference.
CHARGE
A video will be provided for future training purl
Services for vie above -mentioned Items Include:
• Data entry of manually widen citations performed within 24 hours of receipt • Duality assurance verification of manually entered opinions • Scanning of all manually women dtalions onto our network for storage and ease of retrieval • Bi-monthly shredding of manually written alations
• Electronic transfer of all electronically written citations, recordings, videos and photographs Delinquent Notice Cost: Services forms above -mentioned Item Include:
• Semi -custom Notice that is printed on an 8''A x 11' piece of paper with a perforated tear -of payment stub provided in a whom envelope
• All notices are attached to the coach online and are viewable via the web • All notices sent via tat Class Mall. postage Included • All notices include a return envelope in which the responsible party may submit payment Delinquent Collections:
This fee will be assessed, assuming a first notice has been sent to the registered ownerfindividual and the citation is not on hold far any reason.
All notices are sent we First Class mail and all notices am printed on an 8'A x I l' sheet of paper and folded Into a window envelope; In addition, a window envelope Is provided for the recipient to return payment
All notices are attached to the ctaton online and are viewable via the web. -1- -2-
• If PHX does not collect an a dtatlon that Is delinquent, the Agency does not owe this fee • Notices will be sent via 1st Class Mall, and PHX will be responsible for the met incurred and all customer service and payment entry.
Famelt sa Tax Seem Processing:
• SSN Look -up: This fee will be assessed to lookup a social security number associated will a particular responsible Parry and address
This charge Is charged per unique SSN, not per dletion FM Collectors, • FTB Collections: This fee is charged if a illation is paid at me Franchise Tax Board. • This charge is not combined with any Omer charge; for example, if a dtatlon Is rolled to delinquent status and paid at FTB, only the 15% of revenue collected will be charged Collections:
• This fee is charged H a dtation is pad at Collections • This charge is not combined with any other charge, for example, if a citation Is rolled to delinquent status and paid at Collections, only the 20%of revenue collected will be charged Adjudication Service;
• Scanning and Scheduling of Hearing
• PHX will review all documentation received by the Appellant and determine whether me request received within the required timeframe
• If me request was received within the required timeframe, PHX's Adjudication Department will place the election on an Administrative Hearing Request Hold and seen all received documentation into the Solution where it is displayed on me web for me Agency's Staff and the Hearing Officer
• If the request Is received outside the required dmefreme, the Agency volt have the option to proceed as though the request was received within the dismantle or it may elect to have PHX send a -lime expired letter rejecting the appeal
• PHX will work with the designated Hearing Officer to schedule the Hearing based on efther a pro- determined schedule or an ad hoc basis, depending on the Agency's schedule Hearing Schedule 3 Disposition Lelma :
• PHX wilt send a custom disposition letter to the Appellant via l in Class Mail, Postage Included • All letters are attached to the otation online and are viewable via theweb • Disposition lede s will be sent Monday — Friday
Online Access for the Agency's Customers) Public:
Included The Agency's Customers will have the ability to perform me following functions online:
View real-time dtabon(s) data
• Pay for a single or many dtation(s)
• Accept payment via VISA, MasterCard, Discover and American Express creditidebit cards • Request a Hearing online and attach up to 3 supporting documents Pont a receipt
View pictures of me demon taken by me issuing officer (if the Agency allows) -3-
Online Access forlhe Agency's Staff:
Included Access to the Agency's data is based on unique usemames and passwords assigned to everyone who requires access to the system. PHX does not limit the number of individuals who have access to the system and the number and types of msew can change at any print calm a simple email request to PHX.
Our Solution is setup to maintain a complete audit hail for each transaction In the system w that the usememe Is displayed next to every transaction in the system, indicating who performed the lraneacgon and when Dependent on the access rights provided to each Agency Staff member, the following capabilities are available:
I View real-time citaGom(s)data, Including pictures taken by the Issuing Officer • Accept payment via VISA, MasterCard, Discover and American Express creditidebit cards • Accept payment via Cash. Check or Money Order
• Process NSFs, Charge backs and Refunds
• Reduce or Increase violation amounts, dismiss clarions, void dtalians and place a dtatlon on hold
Change dtatlon data, including viciatlons, data, time, location, comments, and others Generate a time expired or letter of non -responsibility for a elation In me adjudication procese, View the complete reason for the Hearing Request and supporting documentation provided by the Appellant directly online
Edit Appellant information
Upload disposition documents sent to the Agency via US Mail Add a note to a elation and see all comments added to me station View the reason for me 2nd Level Administrative Hearing Request online and view the supporting documentation provided by me Appellant, directly online Print a receipt wit w without responsble party iMamabon Reaching:
PHX offers 24 reports online for our Clients to generate, prim and re -print 2417. We provide real. time reloads mat can be generated for any fimefreme required and we provide pre- proclue a ifmonmerM falcons that refied the month -and view of data.
All reports are available online through our Moore Software Sdution.
All means are generated are available in both PDF and Excel.
Manual Payment Processing: Included:
• Manually received payments (cheeks, cash, money orders and credit card payments sent via US Mal) am received at our PO Sox in Santa Ana where a bonded and insured couner pies up me mail daily and delivers it to our Santa Ana office.
• 01 Mal Department opens, sods and batches the payments before providing them to our on - site Data Entry Department
• After double-blind entry of each payment, the citations are updated by our Quality Assurance team
• Payments are men provided to our Accounting Department where daily deposit slips are completed and provided to a bonded, insured couner who takes them to the bank -4-
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Customer Service:
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- PHX provides a live. Oi-lirgual, an -site Customer Service Depanmenl mat Is fully trained to N answer questions related to creation issuance, payment, adjudication, FfS, Collections.
All calls are recorded to quality assurance and recordings can be sent to the Agency at any time for review
PHX's IVR is to -lingual and accessible via several loll -free numbers: the IVR provides real-time information to the caller regarding wrtent status, including the amount due The IVR accepts VISA. MasterCard, Discover, and American Express; Web Presence:
PHX SOI Won Is 100%web-to sed: oavmvcrte. com/oismo : this is a custom webute for the Agency for complete transparency, This website allows for the Agency and the Agency's Customers to access citations Online
PCI complamiji-S1.2 encryption level. McAfee Seaee.Tmsbaave.
Web Content Accessibility Compliance: WCAG20-200812111 Level AA, Section Soe
MOBILE ENFORCEMENT - PRICING
Android HHU I Wi-Fi only ra' military grade proleclive case TBD
Wnclte Mobile Software License I Unlimited site license; One-time charge $695.00
per unk
Software Installation/configuration I One -lime charge per unit $100.00
TSC Alpha 3R I Bluetooth Primer w/ 2-year warranty / Protective $780.00 per
environmental case.
crevice
Hardware/Software Support I ongoing monthly charge per unit LPR real time accessibility, I ongoing monthly charge per unit. $60.00
LPR Software license 8 Activation, one time fee per crevice This service
FREE OF CHARGE
charge of $3995.00 Par device was waived and Included at no cost.
Training: full training of Wncite Mobile Automated Ticket wining software
FREE OF CHARGE
for Agency Staff. All training sessions can be digitally recorded and given to the Agency for future use and reference. A video will be provided for future iralning purposes.
DATE
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