City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-00705 4/2/2024 Consent Item 3.
Amendment to Parking Citation Processing Services Agreement with Duncan Solutions, Incorporated
File ID: 2024-00705
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or his designee to sign an amendment to the Parking Citation Processing Services agreement with Duncan Solutions, Incorporated extending the term an additional three years with one, one-year extended term option for a possible total term, including all extensions, of nine years.
Contact: Staci Hovermale, Parking Services Manager, (916) 808-5047, [email protected], Department of Public Works Presenter: None
Attachments:
1-Description/Analysis
2-Amendment #1
Description/Analysis
Issue Detail: In 2019, City Council approved a five-year agreement, City Agreement PRC000669 (“Agreement”), with Duncan Solutions, Incorporated (“Duncan”) for citation processing services for a not-to-exceed amount of $6,528,214. As of now, we anticipate having $5.4 million remaining from the original not-to-exceed amount and will not need to increase funding. The Agreement with Duncan currently expires January 5, 2025.
Parking Services recommends extending the Agreement an additional three years and include a one- year extended term option so that the term, with all extensions, could extend through January 5, 2029. The proposed extension will include: 1) 40 upgraded citation issuance devices that will provide better integration with current City technologies; and 2) options to add bus lane and bike lane enforcement technologies that will help reduce the obstruction of curbside bus stops and bike lanes.
File ID: 2024-00705 4/2/2024 Consent Item 3.
City Council previously approved this agreement with a term of five years, but since the term will be extended beyond five years, staff is seeking Council approval for the extended term.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56 regarding the purchasing of supplies and nonprofessional services. The City’s administrative policy for Non-Professional Services (AP-4101), section 10, relating to multi-year contracts, requires Council approval for contracts of $250,000 or more and when the term, including extensions and renewals, will be longer than five years.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): The recommended parking citation processing activities specified in this report do not constitute a project under the California Environmental Quality Act (CEQA) because the activities amount to continuing administrative activities under CEQA Guidelines section 15378(b)(2).
Sustainability: Not applicable.
Commission/Committee Action: None.
Rationale for Recommendation: Since 2020, Duncan has been providing parking citation processing services to the City. Current technologies used by the Parking Services Division are well integrated with those used by Duncan. Extending the current Agreement with Duncan will allow the City to remain consistent and continue with uninterrupted services to the community while providing Parking Services staff additional time to evaluate new technologies and services as they prepare to bid for a new citation processing contract near the end of the recommended extension.
As part of the Agreement extension, Duncan will provide the City 40 new handheld citation issuance devices at no cost to the City. The City’s current inventory of handheld devices are obsolete and often out of service due to needed repairs. The new handheld devices will contain the latest upgraded features and provide smoother integration with existing City technologies.
The proposed extension will also include options to add bus lane and bike lane enforcement technologies. Frequently, other vehicles park along curbsides designated as Bus Stop Only which prevents buses from safely approaching the curb and safely allowing customers to board or exit the bus. Vehicles often park in designated bike lanes which forces bicyclists to enter vehicle traffic in order to navigate around the parked vehicle. On January 1, 2022, California Assembly Bill 917 became law, enabling public transit operators state-wide to install automated forward-facing cameras on transit vehicles to enforce parking violations in bus lanes, and at designated transit stops. These
File ID: 2024-00705 4/2/2024 Consent Item 3.
new enforcement technologies will help reduce the amount of blocked bus stops and bike lanes, reducing hazardous situations for bus and bike riders.
Financial Considerations: During the Covid-19 pandemic, traffic throughout Sacramento was greatly reduced thereby impacting the volume of citation issuance services used by the City. As a result, it is projected that by the end of Fiscal Year 2023/2024, approximately $5.4 million will remain of the original not-to-exceed amount of $6,528,214. Staff estimates that this balance will be sufficient to cover the recommended three-year extension, the one-year extended term and the added bus and bike lane enforcement options.
Local Business Enterprise (LBE): Duncan Solutions, Inc. is not an LBE. City Council approved the suspension of competitive bidding and the LBE participation requirement was waived by the Interim Director of Public Works at the time the Agreement was executed.
1 CONTRACT #: PRC000669CONTRACT EFFECTIVE DATE: January 6, 2020CONTRACT NAME: Parking Citation Processing ServicesCONTRACT PROJECT #: 15001531-1001-461161DEPARTMENT: Department of Public WorksDIVISION: Parking Services DivisionThe City of Sacramento ("City") and Duncan Solutions, Inc. ("Contractor"), as parties to that certain Contract awarded for the above Event and designated as City Contract Number PRC000669, including any prior Contract Amendments modifying the Contract (the Contract and Contract Amendments are hereafter collectively referred to as the "Contract"), hereby amend and modify the Contract as follows:1 SCOPEThe Scope specified in the Technical Specifications Exhibit of the Contract is changed and is outlined in Attachment 1 to this Contract Supplement.2 TIME OF PERFORMANCE - EXTENSIONThe Time of Performance as described in the Contract shall be provided during the period beginning on January 6, 2020, and ending on January 5, 2025, or when the maximum not-to-exceed amount is expended. The term of the Contract is extended for three more years from January 5, 2025, through January 5, 2028, and, if exercised by both parties, include one, one-year extended term option beginning January 5, 2028.3 CONTRACT AMOUNTThe Contract maximum not-to-exceed amount of $6,528,214.00 as specified in the Contract is not changed.4 FULL COMPENSATIONContractor agrees that the amount of increase or decrease in the not-to-exceed amount specified above, shall constitute full compensation for the additional and/or revised Goods and Services specified above, and shall fully compensate Contractor for any andall direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised Goods and Services, including costs associated with any changes and/or delays in schedules for the delivery of Goods or performance of Services by Contractor.
2 5 AUTHORIZED SIGNATUREContractor warrants and represents that the person or persons executing this amendment on behalf of Contractor has or have been duly authorized by the Contractor to sign this amendment and bind Contractor to the terms hereof.6 FULL FORCE AND EFFECTExcept as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this amendment to the original agreement.