HomeMy WebLinkAbout11-Facilities Management ` CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Sharer, Director Subject:
Resolution authorizing an increase to the
Dept: Facilities Management Purchase Order to Phoenix Group Information
Systems for parking citation processing.
Date: February 19, 2008
ORIGINAL
M/CC Meeting Date: March 17, 2008
Synopsis of Previous Council Action:
4-02-07 Reso 2007-110 Execution of an agreement with the Phoenix Group Information Systems
for Parking citations processing.
Recommended Motion:
1. Adopt Resolution; and
2. Authorize the Finance Director to transfer $20,000 from the Facilities Management
FY07/08 Budget Account#001-326-5011 (Salaries) to Account #001-326-5502
(Contractual Services). 7
James W. Sharer
Director of Facilities Management
Contact person: James Sharer Phone: 384-5244
Supporting data attached: Staff Report, Resolution Ward(s): All
FUNDING REQUIREMENTS: Amount: $20,000.00
Source:: 001-326-5502
Barbara Pachon
Director of Finance
Council Notes:
Agenda Item No.
U.
3/171 DP
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing an increase to Purchase Order No. 208043 by an additional $20,000 to
Phoenix Group Information Systems for parking citation processing.
BACKGROUND
Phoenix Group Information Systems began parking citation processing services for the City of
San Bernardino starting July, 2007. The City selected Phoenix Group Information Systems
because they offer a full-service solution to their customers, encompassing a web based citation
inquiry, payment and administration system. They offer 24 hour telephone service integrating an
Individual Voice Response (IVR) system, where callers can check the status of their citation,
their adjudication, and/or make payments over the phone. They have a fully staffed customer
service department to handle telephone inquiries during regular business hours. They handle and
process payments into a city account, and do not co-mingle funds from other agencies. Because
their service is web based in real time, constituents who are not satisfied with the response from
their customer service desk could be forwarded to a customer service representative here at the
City for difficult or complicated issues.
Parking Enforcement has typically employed one Senior Customer Service Representative and
two Customer Service Representatives to handle the administrative issues associated with
parking citations. After the switch to Phoenix Group, Staff decided to shift more of the
administrative work to the vendor. As a result of this workload shift, one Senior Customer
Service Representative is now able to handle the administrative workload, based upon the current
number of citations. The cost for the newly outsourced duties is much less that having the work
done in-house, but the costs will cause the department to exceed the current contract amount.
The Department is proposing to eliminate one Customer Service Representative for this division
as an ongoing cost-savings measure. Staff recommends that the current Purchase Order, #
208043, to Phoenix Group Information Systems be increased by $20,000 to cover the balance of
the fiscal year and that the amount be increased to $60,000 for FY 08/09 and FY09/10.
FINANCIAL IMPACT
The Phoenix Group Information systems Purchase Order No. 208043 was for $40,000 and now
needs to be increased by $20,000 to a total of$60,000 for the balance of the fiscal year. Parking
citation processing is included in the Facilities Management Budget Account No. 001-326-5502.
The increase of $20,000 will come from salary savings this fiscal year, as the department was
able to keep a position unfilled. The amount for future years will come from the deletion of one
Customer Service Representative effective immediately.
RECOMMENDATION
Adopt Resolution, and authorize the Finance Director to transfer $20,000 from the
Facilities Management FY07/08 Budget Account #001-326-5011 (Salaries) to
Account#001-326-5502 (Contractual Services).
I RESOLUTION NO.
2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF SAN
3 BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE ORDER NO.
208043 BY AN ADDITIONAL $20,000 TO PHOENIX GROUP INFORMATION
4 SYSTEMS FOR PARKING CITATION PROCESSING.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
6 THE CITY OF SAN BERNARDINO AS FOLLOWS:
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8 SECTION 1. The Mayor and Common Council hereby authorize the Finance
9 Director or his/her designee to increase the Purchase Order No. 208043 by an additional
10 $20,000, for a total of$60,000, to Phoenix Group Information Systems, referencing this
11 Resolution. This Annual Purchase Order will be for $60,000 for each of the two year
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renewal options, in FY 08/09 and FY09/10.
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14 SECTION 2. The authorization to increase the above referenced Purchase
15 Order is rescinded if not issued within sixty(60) days of the passage of this resolution.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF SAN
2 BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE ORDER NO.
208043 BY AN ADDITIONAL $20,000 TO PHOENIX GROUP INFORMATION
3 SYSTEMS FOR PARKING CITATION PROCESSING.
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
5 Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the day of 2008, by the
6 following vote, to wit:
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Council Members: AYES NAYS ABSTAIN ABSENT
8
ESTRADA
9
10 BAXTER
11 BRINKER
12 DERRY
13 KELLEY
14 JOHNSON
15 McCAMMACK
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Rachel G. Clark, City Clerk
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19 The foregoing resolution is hereby approved this day of ,
20 2008.
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22 Patrick J. Morris, Mayor
City of San Bernardino
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24 Approved as to form:
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James F. Penman,City Attorney
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