HomeMy WebLinkAbout20-Facilities Management ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Sharer, Director Subject:
Resolution authorizing an increase to Purchase Order
Dept: Facilities Management No. 208043 by an additional $15,000 and approving
Amendment No. 1 to Agreement for Parking Citation
Date: February 19, 2008 Processing Services with Phoenix Group Information
Systems.
M/CC Meeting Date: May 5,2008
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.
3-17-08 Resolution to increase PO sent to Ways & Means Committee by Mayor& Common
Council.
4-23-08 Resolution to increase PO recommended for approval by Ways &Means Committee.
Recommended Motion:
1. Adopt Resolution; and
2. Authorize the Finance Director to transfer $15,000 from the Facilities Management
FY07/08 Budget Account#001-326-5011 (Salaries)to Account 4001-326-5502
(Contractual Services).
O
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: $15,000.00
Source:: 001-326-5502
Barbara Pachon
Director of Finance
Council Notes:
Agenda Item No. V
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing an increase to Purchase Order No. 208043 by an additional $15,000 and
approving Amendment No. 1 to Agreement for Parking Citation Processing Services with
Phoenix Group Information Systems.
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.
This item originally went to the Mayor and Common Council on March 17, 2008, and was
referred to the Ways and Means Committee for further discussion. The Committee was
concerned with four issues regarding parking citations that they wanted to resolve. Based upon
their concerns, Parking Enforcement is currently having a limited access CLET's terminal
installed to resolve vehicle registration issues. The Parking Enforcement customer service staff
and supervisor will be sent to training to improve customer service. Parking Enforcement will
also hire a part-time Customer Service Representative, which will allow the City to once again
accept payments at City Hall. Lastly, Parking Enforcement has requested clarification from the
City Attorney on the acceptance of administrative fees in lieu of collecting a fine for failure to
display valid registration and valid disabled placards.
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, one Senior Customer Service
Representative is now able to handle the administrative workload, based upon the current
number of citations. The section will now be hiring one part-time Customer Service
Representative to handle the workload of taking payments at the Customer Service Counter.
Parking Enforcement has elected to have Phoenix Group perform numerous additional services
during the first year of their contract, as the vendor could provide these services for less than it cost
to perform them in-house. These services include sending response letters for administrative reviews
and hearings, out-of-state citation collections, and collecting for NSF Checks. The costs for these
additional services will cause the department to exceed the current contract amount. Staff
recommends that the current Purchase Order, # 208043, to Phoenix Group Information Systems be
increased by $15,000 to cover the balance of the fiscal year and that the amount be increased to
$60,000 for FY 08/09 and FY09/10. Staff also recommends approving Amendment No. 1 to
Agreement for Parking Citation Processing Services with Phoenix Group Information Systems to
increase the amount of compensation.
FINANCIAL IMPACT
The Phoenix Group Information systems Purchase Order No. 208043 was for $40,000 and now
needs to be increased by $15,000 to a total of$55,000 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 $15,000 will come from salary savings this fiscal year, as the department was
able to keep a position unfilled.
I
RECOMMENDATION
Adopt Resolution, and authorize the Finance Director to transfer $15,000 from the Facilities
Management FY07/08 Budget Account #001-326-5011 (Salaries) to Account #001-326-5502
(Contractual Services).
I
I
COPY
1 RESOLUTION NO. -
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE
4 ORDER NO. 208043 BY AN ADDITIONAL $15,000 AND APPROVING
AMENDMENT NO. 1 TO AGREEMENT FOR PARKING CITATION
5 PROCESSING SERVICES WITH PHOENIX GROUP INFORMATION
SYSTEMS.
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7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO AS FOLLOWS:
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9 SECTION 1. The Mayor and Common Council hereby authorize the Finance
10 Director or his/her designee to increase Purchase Order No. 208043 by an additional
11 $15,000, for a total of $55,000 for FY07/08 to Phoenix Group Information Systems,
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referencing this Resolution. This Annual Purchase Order will be for $60,000 for each of
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14 the two years FY 08/09 and FY09/10,remaining in the initial term of the Agreement.
15 SECTION 2. The City Manager is hereby directed to execute Amendment No.
16 1 to the Agreement for Parking Citation Processing Services with Phoenix Group
17 Information Systems, attached and incorporated herein as Exhibit"A".
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SECTION 3. The authorization to increase the above-referenced Purchase
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20 Order and Agreement is rescinded if not signed and issued within sixty (60) days of the
21 Passage of this resolution.
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S` 5 og
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE
ORDER NO. 208043 BY AN ADDITIONAL $15,000 AND APPROVING
3 AMENDMENT NO. 1 TO AGREEMENT FOR PARKING CITATION
4 PROCESSING SERVICES WITH PHOENIX GROUP INFORMATION
SYSTEMS.
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
6 Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the day of 2008, by the
7 following vote, to wit:
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9 Council Members: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
11 BAXTER
12 BRINKER
13 DERRY
14 KELLEY
15 JOHNSON
16 McCAMIVfACK
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18
Rachel G. Clark, City Clerk
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20 'The foregoing resolution is hereby approved this day of ,
21 2008.
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23 Patrick J. Morris, Mayor
24 City of San Bernardino
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Approved as to form:
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28 es F. Penman, City Attorney
Exhibit A
I AMENDMENT NO. 1 TO AGREEMENT FOR PARKING CITATION
2 PROCESSING SERVICES
3 This Amendment No. 1 is entered into this day of , 2008, by
4 and between Phoenix Group Information Systems, a California corporation ("Consultant") and
5 the City of San Bernardino ("City").
6 WHEREAS, on April 2, 2007, Consultant and City entered into an Agreement for
7 Parking Citation Processing Services, approved as Resolution No. 2007-110; and
8 WHEREAS, Consultant and City wish to amend said Agreement to increase the amount
9 of compensation;
10 NOW THEREFORE, the parties hereby agree to amend said Agreement as follows:
11 A. Section 2.1, Compensation, is hereby amended to increase the amount of compensation
12 by$15,000 to $55,000 for FY 2007/08, and increase the amount of compensation by
13 $20,000 to $60,000 for FY 2008/09 and FY 2009/10.
14 B. All other terms and conditions of said Agreement remain unchanged.
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I AMENDMENT NO. l TO AGREEMENT FOR PARKING CITATION
2 PROCESSING SERVICES
3 IN WITNESS THEREOF, the parties hereto have executed this agreement on the day and date
4 set forth below.
5 Dated: 92008 CONSULTANT
6 PHOENIX GROUP INFORMATION SYSTEMS
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8 By
9 PRINT NAME/TITLE:
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12 Dated: , 2008 CITY OF SAN BERNARDINO
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By
14 Fred Wilson, City Manager
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16 Approved as to Form:
17 JAMES F. PENMAN
18 City Attorney
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By
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