AGREEMENT FOR PROCESSING
OF PARKING CITATIONS
EXHIBIT "A"
SCOPE OF SERVICES
TDS shall perform the following services in processing all parking citations:
A. Basic Processing—TDS will enter manual citations and citation dispositions into Customer's database within 2 business days. The basic service includes database maintenance, daily system backups, toll- free phone number for the public, Interactive Voice Response System (IVRS) with customized recorded information and citation lookup capability, pticket.com web -based Inquiry System for the public with customized content, Customer Service Representatives (8:00 am — 5:00 pm, Monday through Friday, excluding holidays) to speak with the public regarding parking citation issues, ongoing Client support, and documentation and training for use of the TDS-provided online system.
B. Handheld Ticket writer Interface - TDS will provide for automated import of electronic citations into Customers database within 1 business day. TDS will maintain and update the hot sheet or scofflaw files on a daily basis for Customer to upload into their handheld ticket writers. TDS will work with Customer to implement any changes required for handheld ticket writer equipment.
C. System and Document Storage - Citations paid or dismissed will be retained on the computer system for 3 years and then removed. Unpaid citations will be retained on the computer system for 5 years and then removed. Citation documents will be stored for 2 years from date of issue and then returned to Customer or shredded. Payment documents will be stored for 2 years from the date of payment and then returned to Customer or shredded.
D. Online Reporting - Provide monthly reports online indicating the status of all citations, such reports to be available for Customer access no later than the thirtieth (30th) day of the following month.
E. DMV Interface for Registered Owner Name Retrieval - Attempt to obtain names and addresses of registered owners of cited vehicles for those citations that have not been cleared prior to their notice generation date.
F. Notice Processing - Print the required Notice and mail to each registered owner whose name has been retrieved within 10 to 21 days after the citation has been issued. Includes second notices mailed for bounced checks, partial payments, and name or address changes. The notice date shall be extended whenever there is an unusual delay in delivery of information or citations to TDS. All postage, notice forms and envelopes will be provided by TDS.
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AGREEMENT FOR PROCESSING
OF PARKING CITATIONS
G. DMV Interface for Placing Registration Holds - Transmit a Notice of Delinquency to the California DMV for vehicles with California license plates after a Notice of Violation has been mailed to the registered owner and TDS has not received notification that the citation has been cleared. This Notice of Delinquency will be transmitted to the California DMV within 2 business days after the date specified by the Customer to be the DMV Date.
H. DMV Interface for Releasing Registration Holds - Transmit a Notice to the California DMV that a Notice of Delinquency has been cleared within 2 business days after TDS has received notification of clearance.
I. DMV Interface for Monthly Payment File — Receive payment file from DMV as available (currently monthly) and update DMV transactions into Customers database, providing reporting for reconciliation purposes.
J. Delivery Service — Manual citations will be mailed or scanned to TDS by Customer at their own expense. TDS reports will be provided online. TDS will return any required documents via UPS and/or US Mail.
K. Collection and Payment Processing - TDS will provide the following collection and payment processing services for Customer:
• Provide P. 0. Box where payments are mailed
• Courier pickup from P. 0. Box daily
• Open all mail
• Verify payment amounts and record on computer system within 2 business days (48 hours) • Respond to reasonable non -judicial public inquiries by phone and mail • Return questionable mail to Customer for decision
• Make bank deposits to Customer bank account using check scanning • Verify amounts deposited, by citation number
• Provide toll-free number for citizen inquiries
• Provide reports for bank statement reconciliation
• Provide monthly Paid Citation Distribution Report for Customer to make surcharge payments to the County
• Scan checks and deposit parking funds (remote deposits) into Customer's bank account.
Check scanning hardware and software is provided by Customer for its specific banking requirements.
• Customers not set up for bank check scanning will incur additional courier fees.
L. Out of State Citations - TDS shall process citations for non -California license plates by entering the citation information into the system database and reporting them along with all other citations on the Scope Page 2
AGREEMENT FOR PROCESSING
OF PARKING CITATIONS
database with the standard reports. If they become delinquent, requests for registered owner information will be sent to the appropriate out-of-state DMV. The Notice of Intent will be generated to the registered owner and the fine amount requested. TDS will incur all costs for out of state name retrieval, including out-of-state DMV fees and charges. TDS will receive payment from Customer based on the amount of revenues collected from out-of-state citations after the Notice of Intent has been issued. This amount will be billed monthly for the prior months' receipts (as determined from our database and/or reports). Payments collected via credit card will also incur credit card fees.
M. IVR and Web Payment Systems - Payment by Credit Card - Through the Interactive Voice Response (IVR) System, and through the pticket.com web site, we accept credit card payments via Visa, MasterCard and Discover. The systems authorize each transaction while the caller is on the phone or online. Customers are given an authorization number or email confirmation to confirm their charge. The IVR system and the pticket.com web payment system both automatically update the citation database with the payment immediately. Credit Card monies are paid to a Turbo Data Systems bank account and are reconciled monthly. Each customer receives their own credit card postlog which shows in detail which citations were paid and for what amount, along with the deposit slip from the bank or the ACH deposit email showing that these funds have been deposited into the customer's account. Should there be any charge backs to a merchant account, the funds are pulled directly from the Turbo Data master account and the citation will be reactivated, much like a bounced check. The violator will be sent a notice and will then proceed to DMV hold. TDS will provide all services regarding reconciliation, reactivation of charge backs, etc. Customer will not be involved in the daily processing.
N. Administrative Adjudication Processing - TDS will provide for the processing of requests for contesting citations, allowing for Customer processing of administrative reviews, tracking and monitoring all relevant dates on an automated system, mailing timely notification to respondents regarding the status of their claims, and scheduling of administrative hearings. All Administrative Adjudication information entered into the system is done in real time and is linked to existing database information to ensure proper tracking of relevant dates, mailing names and addresses and other pertinent information. Administrative Review requests will be entered within 2 business days of receipt.
Adjudication documents will be stored for 2 years from their activity date and then shredded.
O. Paperless Appeals (eAppealsPRO & Scanning) — TDS will provide online appeal capability for the public to appeal their citations online. TDS will provide the scanning of all mailed -in appeal Scope Page 3
AGREEMENT FOR PROCESSING
OF PARKING CITATIONS
documents and electronic storage of those documents. TDS will provide an online application to access the appeals, which will be searchable and sortable. TDS will keep an electronic history of processed appeals for at least two years.
P. Online Inquiry Access for Customers' Staff - Access includes online access 24 hours a day, 7 days a week for Agency personnel to inquire on Customer's database. This access includes citation inquiry (includes citation status, history status, administrative adjudication status, notes, etc.), the ability to enter and view notes, post dismissals/payments, view daily deposits made at TDS' facility and view daily file transfers sent from the handheld ticket writer software and received at TDS' facility. TDS' technical staff will provide support. TDS will provide a real-time secured high-speed connection to the citation database through the Customers' Internet connection.
Q. Additional Notices—TDS will mail Other Correspondence as required for processing.
R. ICS Collection Service — Special Collections - Outstanding citations (DMV No -Holds or DMV Transfer of Ownership Releases or Non -California plates) and any other citations deemed as delinquent citations by Customer are transferred into the ICS system on a weekly basis. Up to two collection letters will be mailed for each ICS account requesting payment. Payments are processed daily and deposited to the Customer's regular citation processing bank account. The TDS Customer Service Center will handle all ICS related calls through a special toll-free number dedicated to ICS accounts.
Monthly reporting shows all accounts moved to the ICS system and all payments received due to ICS efforts.
S. Franchise Tax Board Offset Program —TDS will combine citations by license number for total amount due, eliminate corporate names, retrieve SSN's by name from a 3rd party, combine accounts by SSN, mail required FTB letters in advance of placing accounts at FTB, process payments generated by the FTB process, receive phone calls generated by the FTB process, provide all systems and operational procedures required for the FTB process, and provide complete reporting and reconciliation for the FTB process. Customer will be required to complete required FTB paperwork and forms (with TDS' assistance), establish a SWIFT account with the FTB, and provide whatever assistance may be required to work with the FTB regarding the FTB process.
T. Payment Plans - The Contractor will have a payment plan system in place to comply with all legislation. The plan will allow for waivers, when necessary, for indigent and non -indigent individuals. Plan requests will be submitted to the Customer for review/approval/denial. The Contractor will mail correspondence to let the applicant know the status of their payment plan Scope Page 4
AGREEMENT FOR PROCESSING
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application and other details. Payment Plans allow the agency to waive fees for indigent persons, adjust the length of the plan and set minimum payments due. If a plan defaults prior to full payment, the system automatically resumes the citation process (DMV, Collections, etc.). The Contractor will provide customized agency specific information for indigent payment plans on pticket.com.
U. Bank Account Management (Optional)
TDS will open a trust account in the name of the Agency to receive parking deposits for all parking citation monies. TDS will handle any NSF checks from this account and reactivate the citations. TDS will process any required refund checks. TDS will send a, monthly surcharge check to the county based on reporting. TDS will pay their own invoice monthly and write a check to the Agency monthly for the balance of the funds. TDS will reconcile the account monthly and provide documentation to Agency of reconciliation.
V. Handheld Ticketwriters — ticketPRO Magic
TDS will provide ticketPRO Magic Units (phones and printers) and citations and envelopes as required at the pricing then in effect.
W. Support and Maintenance for Ticketwriters - TDS will provide maintenance and support for the Automated Citation Issuance System and the Field Units. RemoteConnect Support for devices while in the field.
X. TP Magic Communications Package (Cellular) - TDS will provide a data plan with unlimited voice/text messaging for field units. Software upgrades are provided as newer versions become available.
Support via email for support requests and for reporting software/hardware issues.
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AGREEMENT FOR PROCESSING
OF PARKING CITATIONS
CONSIDERATION
Basic Processing Services $1.48 per citation
$150 minimum in basic processing services required
Notice Processing Services included
Notices, other correspondence
Out of State Processing 50% of amount collected
Administrative Adjudication Letters $2.38 per letter mailed Paperless Appeals (eAppeals PRO) included with Administrative Adjudication Credit Card Payment Processing $3.95 Fee Paid by Violator Special Collections ICS (optional) 35% of amount collected (optional) FTB Interagency Processing (optional) $2.50 per letter + 15% of amount collected Bank Account Management (optional) $100 per month plus bank fees/charges Refund Checks/NSF's $5.00 each
Payment Plan Processing $10 per payment plan
Payment Plan Letters $1.13 per letter mailed
Courier Services for Banking
$200 per month (not applicable if scanning
checks to your account or a bank
management customer)
Fee Increases:
Postal Rate Increase Offset — Fees will increase immediately to offset the amount of any postal increase.
Annual CPI Increase — Fees will increase according to the CPI for each 12 -month period.
Ticketwriters — Purchased 6/2021— Communications and Support Recurring Monthly Fees
Unit Price 3 Units
Software Maintenance, Software Support, Software Upgrades, 4G Data Plan & Lost/ Stolen/ Damaged Replacement coverage
Scope Page 6
$60/mo. $1S0/mo.