May 16, 2023
Police Department
DATE: May 16, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Bisa French, Chief of Police
Subject:
First Contract Amendment with Data Ticket, Inc.
FINANCIAL IMPACT: The proposed annual fee of $7,500 and the monthly fee of $150 will be offset by false alarm revenue collection during the term of the contract for a total of up to
$30,000, after including a $2,100 contingency – account string 01196021-400538.
PREVIOUS COUNCIL
ACTION:
November 15, 2022
STATEMENT OF THE
ISSUE:
After Data Ticket Inc. was selected from a competitive
process to provide collections, payments, and related
services for Parking Citations, Richmond Police
Department determined that the same vendor has the
capability to provide on-line payment, permitting and
collection services for the City’s False Alarm Reduction and Enforcement Program. The Police Department
would like to amend the Agreement with Data Ticket to
add false alarm permit collection and services to the
scope of services.
AGENDA
REPORT
May 16, 2023
RECOMMENDED ACTION:
APPROVE a First Amendment to the Agreement with
Data Ticket, Inc. to expand the scope of services to
include on-line payment, permitting, and collection
services for the City’s False Alarm Reduction and
Enforcement Program, and to increase the payment limit
by $30,000, to include a contingency of $2,100, for a total payment limit not to exceed $60,000, with a term of
January 1, 2023 to December 31, 2026 – Police
Department (Chief Bisa French 510-621-1802).
DISCUSSION:
In November of 2022, the City Council approved an Agreement with Data Ticket, Inc. for parking citation services, including collections, payments, and other related activities.
Data Ticket was selected as part of a competitive process, which included a Request for Proposals. Richmond Police Department staff continues to be satisfied with Data Ticket’s performance under the Agreement.
The Department, however, continues to require assistance in administering services under its False Alarm Reduction and Enforcement Program including false alarm tracking, billing, and fulfilling the registration and payment of alarm permits. During the process of onboarding Data Ticket's parking citation collections services, the Department discovered that it could leverage the same platform to also track and manage false alarm permitting, collections, and related services.
Additional services include an online permit application to be used by the City and its residents to register for and obtain alarm permits. The online permit application can also be used by the City’s Personnel to manage the permitting process.
The solution will provide residents with the following capabilities:
• Ability to register online and apply for permits;
• Ability to submit up to three documents online via the web to prove they are a resident (i.e., business license, etc.);
• Obtain an online temporary permit with expiration date to be printed directly from patron’s computer;
• Ability to pre-purchase permits for upcoming years;
• Tracking of all permits;
• Storage of all permit data online; and
• Live, bi-lingual customer service agents available M-F, 8:00 a.m. -5:00 p.m. who will process registration requests, answer specific and general permit questions. and provide fulfillment assistance.
While the Department is requesting an increase in payment authority in the amount of $30,000to account for three annual payments of $7,500 and monthly fees in the amount
May 16, 2023
of $150 over the three-year contract term, it is not anticipated that adding these services will require any additional net outlay. The revenue collected from false alarm permits, fees, and collections is expected to offset any additional payments. The noted $2,100 contingency is for additional collection, billing, or mailing services offered by Data Ticket, which vary by the item (i.e., $0.85 per letter sent on our behalf, $0.50 for each call resolved by Data Ticket’s customer service). At this time, Richmond Police Department does not have any plans to outsource the aforementioned items, but reserves the right to do so, if deemed fiscally reasonable.
The Department is requesting City Council authorization to amend this Agreement with Data Ticket to help streamline and consolidate services under a single vendor reducing administrative oversight costs, processes, and payment processing centers.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Amendment to the Contract