CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No.
PP17-003, Agreements/
Contracts (New or
Amended) resulting in no
physical changes to the
environment
Coordination:
DOT, CAO, and CMO –
Budget Office
Dept. Approval:
/s/ Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
SUBJECT: AMENDMENT TO THE AGREEMENT WITH TURBO DATA SYSTEMS, INC. FOR
PARKING CITATION MANAGEMENT AND PERMIT MANAGEMENT SYSTEMS (INCLUDING SUBSYSTEMS) FOR THE DEPARTMENT OF TRANSPORTATION RECOMMENDATION:
Adopt a resolution authorizing the City Manager to negotiate and execute the First Amendment to the Agreement with Turbo Data Systems, Inc. (Santa Ana, CA) for Parking Citation Management and Permit Management Systems (Including Subsystems) and Processing Services to retroactively extend the initial term for an additional 12 months through June 30, 2023 under the same material terms and conditions as the original Agreement, increase initial term compensation by $1,090,530 for a revised maximum compensation of $2,476,260 for the initial term, and negotiate and execute up to nine one-year options to extend the Agreement for ongoing support, maintenance, and related professional services through June 30, 2032 or as may be adjusted to align with the software renewal term, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action will ensure continuation of operations related to parking compliance services, including parking enforcement, citation issuance, and revenue collection, and provide software application enhancements to digitally transform the services to increase productivity, profitability, and sustainability.
BASIS FOR RECOMMENDATION:
In March 2021,1 City Council authorized the City Manager to execute an Agreement with Turbo Data Systems, Inc. for a Parking Citation Management and Permit Management System (Including Subsystems) and Processing Services, including licenses and subscriptions, handheld units for citation issuance, vehicle- mounted automated license plate recognition equipment, staffing of a customer service walk-in center in downtown San José, and related professional services. The original Agreement included an initial term end date of June 30, 2022 and it has now expired.
As City staff worked with the vendor to complete the project, they found deployment was more complicated and time-consuming than originally anticipated, requiring additional time to complete implementation of the geographical information system and online portal functionalities. Full system implementation must be completed during the initial term of the contract before options can be exercised for ongoing services. To cover costs for the already deployed functionalities and services through the end of the 12-month extension, an additional $1,090,530 is required.
Approval of this recommendation will authorize staff to negotiate and execute the First Amendment to the Agreement to retroactively reinstate the Agreement and extend the initial term through June 30, 2023 to allow sufficient time to complete implementation and support and fund currently live systems, subsystems, and services through the extended initial term.
1 https://records.sanjoseca.gov/Resolutions/RES79957.pdf COUNCIL AGENDA: 08/23/22
FILE: 22-1255
ITEM: 2.9
Climate Smart San José: The recommendation in this memorandum has no effect on Climate Smart San José energy, water, or mobility goals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
This action is consistent with the City’s 2022-2023 Adopted Operating Budget and City Service Area of Transportation and Aviation Services to provide well-maintained and operated public on-street and off-street parking facilities, implement effective policies and regulations, and encourage compliance with posted regulations.
COST AND FUNDING SOURCE:
Fund
#
Appn #
Appn Name
Total Appn.
Amt. for
Recommendation
2022-2023
Proposed
Operating
Budget Page
Last Budget
Action (Date,
Ord. No)
001 0512 Non-
Personal/Equip
$21,916,626 $1,090,530 744 06/21/2022
30790
FOR QUESTIONS CONTACT: For program-related questions, please contact Heather Hoshii, Division Manager of Department of Transportation, at [email protected]. For procurement- and contract- related questions, please contact Jennifer Cheng, Deputy Director of Finance, at [email protected].