1 FIRST AMENDMENT TO THE AGREEMENT FOR CONSULTING SERVICES
BETWEEN THE CITY OF REDONDO BEACH
AND DATA TICKET, INC.
THIS FIRST AMENDMENT TO THE AGREEMENT FOR PROJECT SERVICES (" First Amendment") is made between the City of Redondo Beach, a chartered municipal corporation City" or “Client”) and Data Ticket, Inc., a California corporation (“ Company” or “Data Ticket”).
WHEREAS, on October 2, 2018, the parties entered into the Agreement for Consulting Services between the City and Data Ticket ( the "Agreement"); and WHEREAS, the parties desire to amend the Agreement to add Administrative Citation Processing services as described in the attached document entitled " PROPOSAL FOR THE CITY OF REDONDO BEACH" (" Proposal");
NOW THEREFORE, in consideration of the promises and mutual covenants contained herein, and intending to be legally bound, the parties hereby agree to make the following amendments to the Agreement:
1. SCOPE OF SERVICES. Data Ticket shall provide Model 1 Administrative Citation Processing services to City in accordance with the terms and conditions set forth in the Proposal, which include, but are not limited to, administrative citation processing, collection services, administrative hearing coordination, accounting services, customer service, and a web-based solution that manages the entire process.
2. FEES. The fees for the services described herein are outlined in the Proposal and shall be payable by Data Ticket to the City in accordance with Section 1.3 of the Agreement.
3. NO OTHER AMENDMENTS. Except as expressly stated herein, the Agreement shall remain unchanged and in full force and effect. The Agreement and this First Amendment constitute the entire agreement between the parties and supersede any previous oral or written agreement with respect to the subject matter hereof. In the event of any inconsistency between the terms of the Agreement and this First Amendment, the terms of this First Amendment shall govern.
2 IN WITNESS WHEREOF, the parties have executed this First Amendment in Redondo Beach, California, as of this 15th day of August, 2023.
CITY OF REDONDO BEACH, DATA TICKET, INC.
a chartered municipal corporation a California corporation By: _______________________
William C. Brand, Mayor Name: _______________________
Title: _______________________
ATTEST: APPROVED:
Eleanor Manzano, City Clerk Diane Strickfaden, Risk Manager APPROVED AS TO FORM:
Michael W. Webb, City Attorney
Brook Westcott
Chief Operating Officer
3 PROPOSAL FOR THE CITY OF REDONDO BEACH
See attached.
2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
EXECUTIVE SUMMARY
1 | P a g e
04/25/2023
Data Ticket, Inc. is a California Corporation that provides administrative citation processing and collection services, administrative hearing coordination, accounting services, customer service and a web-based solution that manages the entire process.
Data Ticket has been providing these services for California Agencies for over 17 years.
Data Ticket was incorporated in California in 1989. We provide expertise to ensure that citations get processed and collected in a timely manner for over 350 Agencies, nationwide.
Data Ticket is located in Irvine, California and employs 52 full time individuals. Our offices are always open to our clients and we encourage in-person communication on a regular basis. Data Ticket, Inc. is a California certified Small Business Enterprise and a California certified Woman-Owned Business Enterprise.
Data Ticket fully understands we are in a service industry that we consider our Client’s acceptance of our software and services paramount to our success. When we partner with each Client, the goal is to ensure that each Client is treated as a unique entity, that our Client’s Patrons are treated with respect and care, and that our Clients gain compliance and realize increased revenue collection through our comprehensive administrative citation management program.
We attribute much of our success to the fact that our Clients and their Patrons are always treated politely and professionally. Providing easy, clear access for our Clients and their Patrons is of primary importance because it encourages communication between all interested parties, transparency in the data processing for our Clients and prompt payment by Patrons.
Our web-based Solution provides patrons with access to lookup their citation(s), pay for their citation(s), get specific information about their citation(s), appeal their citations and attach supporting documentation and print a receipt; all online, all via real-time data. In addition, the Agency’s Patrons will have access to a toll-free, bi-lingual customer service department who will answer general and specific questions about each citation and will accept payment over the phone via a real-time interface. Finally, patrons will also be able to submit payment and appeals to the Agency or to Data Ticket via mail or in person at the Agency’s preferred location. All of the types of access we allow are intended to make the process simple for the Agency’s patrons so they pay their citations in a timely manner.
Access to the data for Agency Staff is equally as important as is access for the Agency’s Patrons. Our Solution provides online access to our Clients to lookup citations, enter notes on citations, process voids, dismissals, reductions, refunds, refund requests, view online reports, print receipts and process and review the adjudication process. Each capability is provided based on the level of access each person is granted.
Data Ticket allows for real-time processing of payments via VISA, MasterCard, Discover, and American Express. Credit/debit card payments are accepted online, via phone with a customer service representative or using our state of the art IVR system or via paper.
Website payments are updated in the system real-time, as soon as they are authorized 2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
EXECUTIVE SUMMARY
2 | P a g e
04/25/2023
and accepted by the bank. Payments are immediately updated to the citation records and receipts can be printed verifying payment for the payer.
Data Ticket’s Solution is Payment Card Industry (PCI) certified and our Solution is subjected to both quarterly, scheduled scans of our database as well as unscheduled scans, thus providing the ultimate security for our Clients as well as their patrons.
Our Solution offers all adjudication services via our online appeals website. This sets us apart from other vendors as we actually allow patrons to place their citations on hold and submit their full explanation and attach backup documentation via the web. This allows patrons to appeal their citation(s) online only if they are eligible to appeal based on the rules set forth by each Agency and the State of California. Once the appeal is submitted, either online or via U.S. Mail, our Solution processes the request and makes it immediately available for an Administrative Hearing with a certified, independent hearing officer. These individuals review or hear the cases and enter judgments that automatically mark the citation and generate written notification of the results. This notification informs the appellant of the decision and provides additional information if the individual wishes to continue his/her appeal and/or refund information and/or court filing instructions, depending on the appeal decision.
Our Solution provides an Online Reporting capability that allows our Clients to generate and print real-time and month-end reports via the web. These reports can be saved to a network, PC or external drive, copied into Excel for additional manipulation as the Agency wishes or they can simply be viewed. These reports are available to the Agency as long as the Agency is a Client. In addition, when the Agency needs ad hoc reports or additional data, Data Ticket will provide those at no cost.
Data Ticket is experienced at working backlog and delinquent citations, which all agencies seem to have. We have years of experience collecting from “old databases and citations”, and we do it carefully and professionally, with the utmost care given to the agency image and collection attitude. Since 2002, Data Ticket, Inc. has been offering additional collections through the Franchise Tax Board’s Interagency Intercept Program on behalf of our Clients in order to provide an additional opportunity for collection of delinquent California debts. Many of our agencies have been participating in this program since we began offering this interface and they have all been impressed with the returnrate on collections from this submission.
And finally, we offer Advanced Collections by partnering with a local Los Angeles collections agency. For those hard-to-collect debts that have not responded or are not eligible for DMV holds, Delinquent Collections or FTB Collections, Advanced Collections provides a final effort to collect on behalf of our Agencies, while our Solution remains the system of record and provides a full audit trail from issue date to final collection effort! 2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
PROPOSAL FOR THE CITY OF REDONDO BEACH
3 | P a g e
04/25/2023
Data Ticket offers two Cost Models for our Administrative Citation Processing Clients that allow our Clients to select the Cost Model that best suits their individual situation. Model 1 represents an all-inclusive option that has a higher upfront citation processing fee than Model 2 and includes full-service from Data Ticket’s staff. This option is typically selected by Agencies whose Patrons pay their citations on an inconsistent basis. Model 2 is often selected by Clients who has a thorough understanding of their collection rates or collections occur within the first 30 days of a citation being issued.
Regardless of the Model selected, you have the option to change Models at any point during a contract period. This provides our Clients with the maximum amount of flexibility so they may experience the maximum return on citations issued.
Description of Service Cost
Model 1
Cost
Model 2
Manual Administrative Citation Processing
Services for the above-mentioned items include:
On-site data entry of manually written citations performed within 48 hours of receipt
On-site quality assurance verification of manually entered citations Scanning of all manually written citations onto our network for storage and ease of retrieval
Bi-monthly shredding of manually written citations
13.00 per
citation
6.00 per
citation
Electronic Administrative Citation Processing:
Services for the above-mentioned items include:
Automated citation transmission into Data Ticket’s Citation Management Solution 24/7
Automated confirmation email detailing successfully transmitted citations
Automated transmission of photos attached to citations
11.00 per
citation
4.00 per
citation
Semi-Custom Noticing:
Services for the above-mentioned items include:
A single Courtesy Notice printed on an 8 ½ x 11” piece of paper and provided in a window envelope will be sent to the responsible party
All notices are attached to the citation online and are viewable via the web
All notices sent via 1st Class Mail
All notices include a return envelope in which the responsible party may submit payment
This cost will increase as the US Postal Service increases the 1st Class postage rate
Notices will be sent daily, Monday - Friday
Included $ 0.80 per
notice
2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
PROPOSAL FOR THE CITY OF REDONDO BEACH
4 | P a g e
04/25/2023
Description of Service Cost
Model 1
Cost
Model 2
Additional Correspondence
Services for the above-mentioned items include:
Courtesy Notice per the City’s requirements
1.25 per
letter
1.25 per
letter
Delinquent Collections
Services for the above-mentioned items include:
In addition to the 1st Courtesy Notice, two additional notices will be sent to the responsible party, at a time frame to be defined by the Agency
Notices will include a return envelope in which the responsible party may submit payment
Notices will be sent via 1st Class Mail, for which Data Ticket will be responsible
A citation is considered delinquent at Cite Date plus 31 days All notices are sent via First Class mail and all notices are printed on an 8 ½ x 11” 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 citation online and are viewable via the web
Notices will be sent via 1st Class Mail, and Data Ticket will be responsible for the cost incurred
Notices will be sent daily, Monday - Friday
If Data Ticket does not collect on a citation that is delinquent, the Agency does not owe this fee
Included 26% of
revenue
collected
Adjudication Holds and Scanning
Services for the above-mentioned item include:
Data Ticket will accept Hearing Requests on behalf of the Agency Dependent on the Agency’s choice, Data Ticket will either review and approve the Hearing Request or provide the documentation received to the Agency for its decision
If the Request is accepted, Data Ticket’s Adjudication Department will place the citation on an Administrative Hearing Request Hold and scan all received documentation into the Solution so it is displayed on the web for the Agency’s Staff and the Hearing Officer
Included $. 50 per
hold
2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
PROPOSAL FOR THE CITY OF REDONDO BEACH
5 | P a g e
04/25/2023
Description of Service Cost
Model 1
Cost
Model 2
Disposition Entry
Entry of the hearing disposition into the web based Solution for future reference and tracking
Included $ 1.00 per
entry
Adjudication Letters
Services for the above-mentioned item include:
For each request received, Data Ticket will send a semi-custom Hearing Approval Letter and a Schedule letter or it will send a Semi-Custom Denial Letter
Once the Hearing has been held, Data Ticket will send a semicustom disposition letter to the Appellant detailing the Hearing Officer’s findings
All Letters are sent via First Class mail and all Letters are printed on an 8 ½ x 11” sheet of paper and folded into a window envelope; in addition, a window envelope is provided for the recipient to return payment
All Letters are attached to the citation online and are viewable via the web
Letters will be sent via 1st Class Mail, and Data Ticket will be responsible for the cost incurred
Should the Agency request Letters to be sent via Certified Mail, Data Ticket will arrange this at a cost of $5.00 per Letter Letters will be sent daily, Monday - Friday
Included $ 1.25 per
letter
Administrative Hearings
Services for the above-mentioned item include:
Data Ticket’s independent, certified, insured hearing officers will be provided to perform in-person, phone, and written hearings, as required by the Agency
Each hearing request will be reviewed, heard or read, and all required research will be performed
The Hearing Officer will enter a judgment into the Citation Processing System for viewing by the Agency, Appellant and Data Ticket
The City will incur costs associated with mileage
Data Ticket will work with the Agency to arrange for the use of a conference room at a Agency location or the Agency may elect to have citations heard at a centralized location within the County
85.00 per
hour
85.00 per hour
Certified Letters – Optional
Per certified mailing
5.00 per
letter
5.00 per
letter
Franchise Tax Board SSN Look-up
Services for the above-mentioned item include:
This fee will be assessed to lookup a social security number associated with a particular registered owner and address This charge is charged per unique SSN, not per citation
3.00 per
unique
SSN
3.00 per
unique
SSN
2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
PROPOSAL FOR THE CITY OF REDONDO BEACH
6 | P a g e
04/25/2023
Description of Service Cost
Model 1
Cost
Model 2
FTB Collections
Services for the above-mentioned item include:
This fee is charged if a citation is paid at the Franchise Tax Board This charge is not combined with any other charge; for example if a citation is rolled to delinquent status and paid at FTB, only the 15% of revenue collected will be charged
Data Ticket will send a custom FTB Notice to the Patron as required by the Interagency Intercept Program; this notice will be sent via 1st Class Mail
All notices are attached to the citation online and are viewable via the web
Data Ticket will pay for the Agency’s cost to participate in the FTB program; annually, FTB will send an invoice to the Agency for the number of debts placed at FTB; the Agency will simply provide this invoice to Data Ticket and Data Ticket will pay it in full If Data Ticket does not collect on a citation that is at FTB, the Agency does not owe the collection fee
Data Ticket will send an FTB Notice to the Patron as required by the Interagency Intercept Program; this notice will be sent via 1st Class Mail
15% of
revenue
collected
15% of
revenue
collected
Advanced Collections Legal Action Not Required
Services for the above-mentioned item include:
This fee is charged if a citation is paid at Advanced Reporting 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 30% of revenue collected will be charged
30% of
revenue
collected
30% of
revenue
collected
Joint / Escrow Banking Services
Services for the above-mentioned item include:
Daily deposits of funds to the Agency’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
Payment of Data Ticket’s invoice
Disbursement of the net remittance to the Agency
Scanning of all payments directly to joint bank account daily using remote check deposit
The Agency will be responsible for the purchase of banking supplies, including checks and endorsement stamps; these fees typically run $200.00 per year
150.00
per
month
150.00
per
month
2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
PROPOSAL FOR THE CITY OF REDONDO BEACH
7 | P a g e
04/25/2023
Description of Service Cost
Model 1
Cost
Model 2
Charge-backs and NSF’s – Joint Escrow Only
Services for the above-mentioned item include:
Data Ticket will process credit card charge-backs and NSFs when notified of each occurrence
Once processed, Data Ticket will send a custom letter to the individual detailing the returned item and the amount due on the citation
Included Included
Refunds – Joint Escrow Only
Services for the above-mentioned item include:
Data Ticket will process refunds when notified of each need In the event the utilizes Joint Banking Data Ticket will verify, generate and send each refund due
Refunds will be issued weekly
Refunds will be sent weekly via 1st Class Mail
Included Included
Monthly Minimum
A minimum fee of $200.00 will be charged on a monthly basis if services do not reach this level
200.00 $ 200.00
2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
PROPOSAL FOR THE CITY OF REDONDO BEACH – SERVICES INCLUDED AT NO
ADDITIONAL COST
8 | P a g e
04/25/2023
Online Access for the Agency’s Patrons: Included
The Agency’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 an Administrative Hearing and attach up to three documents supporting their position (optional)
Print a receipt
View pictures of the citation taken by the issuing officer (if the Agency allows) Online Access for the Agency’s Staff: Included
Access to the Agency’s data is based on unique usernames and passwords assigned to each individual who requires access to the system. Data Ticket 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 Data Ticket.
Our 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 Agency 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, location, comments, and others View the complete reason for a 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 citation and see all comments added to the citation Print a receipt
Conversion: Included
Data Ticket will convert the citations currently with the Agency’s existing vendor at no cost to the Agency
2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
PROPOSAL FOR THE CITY OF REDONDO BEACH – SERVICES INCLUDED AT NO
ADDITIONAL COST
9 | P a g e
04/25/2023
Reporting: Included
Data Ticket offers 23 reports online for our Clients to generate, print and re-print 24/7.
We provide real-time reports that can be generated for any timeframe required and we provide pre-processed/month-end reports that reflect the month-end view of data.
All reports are available online and because we do not purge data unless specifically requested to do so by a Client, the data is available as long as the Agency is a Client.
All reports are generated in HTML so our Clients can copy and paste the data into Excel for data manipulation purposes.
If the Agency were to request a report that was not already available, Data Ticket would work with the Agency to design the report and provide it to the Agency 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 our PO Box in Newport Beach where a bonded and insured courier picks up the mail daily and delivers it to our Newport Beach office On-site Mail Department opens, sorts 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 then provided to our Accounting Department where daily deposit slips are completed and provided to a bonded, insured courier who takes them to the bank Customer Service: Included
Data Ticket 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 the Agency at any time for review.
Data Ticket’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
Data Ticket’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 Agency branded. This website allows for the Agency and the Agency’s Patrons to access citations online
If the Agency prefers to have an Agency branded website, one in which the look and feel mimics that of the Agency’s website, Data Ticket can and will provide this feature to the Agency.
2603 Main Street, Suite 300
Irvine, CA 92614
949 428-7241 - Phone
ClientServices@DataTicket. com
PROPOSAL FOR THE CITY OF REDONDO BEACH - FEES ASSESSED TO THE PATRON
10 | P a g e
04/25/2023
Credit / Debit Card Processing $ 3.50 per transaction
Data Ticket is PCI Compliant and provides for the ability to pay via Visa, MasterCard, Discover, and American Express on our website, www.CitationProcessingCenter.com, via our toll-free, bi-lingual Customer Service Representatives, and via our toll-free, bilingual IVR Solution There is no charge to the Agency 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
Payment Plan Processing variable cost
An administrative fee will be assessed to Patrons or the City (if they wish to pay in lieu of the Patron paying) 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 The Agency 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 $ 33.50 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 the Agency
Cost Increases:
Postal Rate Increase Offset – If postal rates increase during the term of the agreement, fees to DTI shall be raised immediately to offset the effect of the actual postal rate increase.
CPI Increases – There will be NO CPI increases for the duration of the agreement