HomeMy WebLinkAbout15 FacilitiesCITY OF SAN BERISTAR:DINO - REQUEST FOR COUNCIL ACTION
From: James Sharer, Facilities Manager
Dept: Facilities Management
Date: J ul y 7, 1999 SOU L
Synopsis of Previous Council Action
None
Recommended Motion:
1. Adopt Resolution
Subject: Resolution of the Mayor and Common
Council of San Bernardino authorizing execution of
an agreement with the City of Inglewood relating to
the processing of parking citations.
2. Authorize the Director of Finance to amend the FY 99 -00 budget to 1)increase Parking Citation revenue (account
number 001 - 000 -4420) by $70,000 to a total of $600,000 and 2) adjust the Facilities Management Budget by adding $56,000
to account number 001- 326 -5502 and decrease $6,000 from account number 001- 321 -5604 and 3) decrease $6,000
correspondingly from the MIS budget.
Contact person: James Sharer
Supporting data attached: Staff Report
FUNDING REQUIREMENTS:
Council Notes:
Contract with City of Inglewood for parking citation processing
James W. Sharer
Phone: 384 -5244
Ward(s): All
Amount: Net savings to the General Fund
of $20,000
Source:
r/
`Finance
Agenda Item No. IS
$114p R9
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL
ACTION
STAFF REPORT
SUBJECT
Resolution of the Mayor and Common Council of San Bernardino authorizing execution of an
agreement with the City of Inglewood relating to the processing of parking citations.
BACKGROUND
The City of San Bernardino currently does in house computer processing of parking citations at an
approximate annual cost of $12,000 in direct costs. This involves the printing of notices and tracking
of citations. This software is 10 years old, is not year 2000 compliant, and lacks many necessary
features. The City has been using 9 inch magnetic tapes to communicate with the DMV. The DMV
is in the process of eliminating the use of these tapes in favor of IBM cartridges. Because the City
does not currently use IBM cartridges it would be cost prohibitive to purchase new hardware and
software to perform this function.
A number of options were considered to replace the current system, including: purchase of new
software and hardware, contracting out the citation processing /adjudication system, and a
combination of purchase of software and lease of equipment. After reviewing the options we
recommend that we contract with the City of Inglewood.
To date , 77 cities contract with Inglewood for this service. All cities contacted regarding their
performance highly recommended this service. No other processing options included the features
and connectivity Inglewood offers without a significant increase in price.
The City of San Bernardino would connect via existing frame relay, giving connectivity to all
necessary personnel. Processes which currently take months to complete would take days under the
new system. Customer service would be greatly improved due to more current and correct data
being available and through the improved adjudication tracking process.
Inglewood will provide San Bernardino with online access to the DMV. Access to DMV records is
necessary to obtain registered owner information to facilitate collections through the use of mailings
and DMV holds. State law requires we mail a notice to the registered owner of a vehicle. Inglewood
will print and mail these delinquent notices for San Bernardino. The registered owner of a vehicle
has 14 days from the mailing of the notice to appeal the citation or 21 days to pay it without
additional penalty. Online DMV access allows the mailing of these notices to coincide with the time
limits required from the original citation. This results in less confusion about when late fees are
attached. Online DMV access also provides immediate current registered owner information. This
greatly reduces the occurrence of vehicles being sold prior to that data being obtained through other
means. Online DMV access results in an overall higher collection rate.
The City of Inglewood will provide the software for San Bernardino to track all parking citations
through the payment process. The City's current system has the ability to track all parking citations
but does NOT have the ability to process payment plans. State Law requires cities to offer a
payment plan to violators. Currently, payment plans are processed manually. The software
Inglewood offers will allow San Bernardino to computerize its payment plans.
The City of Inglewood offers the most innovative collections available in the industry. DMV holds
will be placed automatically and can be removed through online DMV access. Inglewood will place
offsets against State Tax Returns and /or Lottery Winnings. Inglewood will pursue other collection
means when necessary.
Inglewood will input all handwritten citations into the system. Inglewood will take mail in payments
of citations and will do a wire to the City to transfer the money collected on a monthly basis.
Inglewood will provide Facilities Management with detailed reports that staff will review to ensure
the correct revenue amount is sent and all cites are accounted for.
Currently, San Bernardino tracks the adjudication process manually. When someone appeals a
citation, it is reviewed by an administrator and a decision rendered. This decision is then typed,
submitted for signature, mailed to the appellant, and filed manually. The same process is used for
citations that go hearing. Inglewood's software provides built in responses and electronic filing of
decisions. This will greatly reduce the time it takes to adjudicate a citation and will allow a higher
level of customer service.
Existing citation data will be provided by San Bernardino and Inglewood will incorporate it into
their system. This is necessary because, as stated earlier, current software used by San Bernardino is
not year 2000 compliant. Past citations will be subject to all collection means available through the
City of Inglewood. The City of Inglewood will be compensated for processing all existing citation
data at a rate of 15% of gross revenues collected, after the City signs an agreement.
Inglewood will provide San Bernardino with handheld computers for writing parking citations. This
eliminates the cost and error potential of entering cites into the database by hand. They will provide
a computer to automatically download these handhelds nightly and upload them into the system.
Inglewood will provide monthly reports to San Bernardino as well as the ability for San Bernardino
to compose and print custom reports.
All of these changes will, for the most part, be transparent to customers. Customers will still have
the ability to pay or adjudicate a citation in City Hall. They will talk with City of San Bernardino
employees when they have questions about parking citations. Forms and payment addresses will be
the only changes customers see.
For an additional fee, Inglewood offers administrative support by telephone, however, San
Bernardino is not opting for this. It would mean telephone customers would speak with Inglewood
employees while walk -in customers would speak to San Bernardino employees. The risk of customer
service problems is too great under this scenario.
FINANCIAL IMPACT
Based on the following individual costs, the estimated annual cost to be billed monthly by the City
of Inglewood is $56,000 (this is based on an average 25,000 per year).
Citation Processing $1.25 per citation
Delinquent Notices .50 per citation
Manual Entry .15 per citation
Payment Processing .18 per citation
Facilities Management will review and approve all appropriate costs for payment. In order for
payments to be processed, the Facilities Management Parking Citation budget will have to be
amended to add $56,000 to Professional /Contractual (account number 001 - 326 - 5502).
With Inglewood's improved collection methods, it is estimated that the City of San Bernardino's
parking citation revenues will increase annually by $70,000. In addition, there is approximately
$6,000 in MIS costs (this includes citation late notice printing costs) currently in the Facilities
Management budget (account number 001 - 321 -5604) and correspondingly in the MIS budget that
can be eliminated. These two items produce a total savings of $76,000 which is not only enough to
cover the $56,000 annual contract costs but there is a remaining net savings of $20,000 for the City's
General Fund.
RECOMMENDATION
1. Adopt Resolution
2. Authorize the Director of Finance to amend the FY 99 -00 budget to 1)increase Parking Citation
revenue (account number 001 - 000 -4420) by $70,000 to a total of $600,000 and 2) adjust the
Facilities Management Budget by adding $56,000 to account number 001 - 326 -5502 and decrease
$6,000 from account number 001- 321 -5604 and 3) decrease $6,000 correspondingly from the MIS
budget.
N"P
I Resolution No.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF SAN
3
BERNARDINO AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE
CITY OF INGLEWOOD RELATING TO THE PROCESSING OF PARKING
4 CITATIONS.
5
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
7 CITY OF SAN BERNARDINO AS FOLLOWS:
8
9 SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and directed
10 to execute on behalf of the City of San Bernardino an agreement with the City of Inglewood
11 relating to citation processing services, a copy of which is attached hereto as Exhibit A and
i
12 incorporated herein by reference.
13 SECTION 2. The authorization granted hereunder shall expire and be void and of no
14 j
further effect if the agreement is not executed by both parties and returned to the Office of the
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City Clerk within 60 days following effective date of the Resolution. e
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL SAN
BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH
THE CITY OF INGLEWOOD RELATING TO THE PROCESSING OF PARKING
CITATIONS.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on ,
the day of , 1999, by the following vote, to wit:
Council Members: Ayes NaU
Abstain Absent
ESTRADA
.LIEN
I
1gCGINNIS i
SCHNETZ
(VACANT)
ANDERSON
MILLER
The foregoing resolution is hereby approved this
11999.
Approved as to form and
Legal content;
James F. Penman, City Attorney
C
2
City Clerk
Judith Valles, Mayor
City of San Bernardino
day of
C I T Y O F
�an Bernardino
R A C H E L C L A R K
C I T Y C L E R K
August 18, 1999
Mr. Dean Viereck, Management Information Systems (MIS) Department
City of Inglewood
1 Manchester Boulevard
P. O. Box 6500
Inglewood, CA 90301
Dear Mr. Viereck:
At the Mayor and Common Council meeting of August 16, 1999, the City of San
Bernardino adopted Resolution 1999 -210 approving an agreement with the City of
Inglewood relating to the processing of parking citations.
Enclosed is one (1) original agreement. Please sign in the appropriate location and return
the original agreement to the City Clerk's Office, ATTN: Melanie Miller, P. O. Box
1318, San Bernardino, CA, 92418 as soon as possible.
Please retain a copy of the executed document for your files.
Please be aware that the documents are null and void if not executed within sixty (60)
days — October 15, 1999.
If you have any questions, please do not hesitate to contact me at (909) 384 -5002.
Sincerely,
Melanie Miller
Senior Secretary
P. O. B O X 1 3 1 8, S A N B E R N A R D I N O, C A 9 2 4 0 2
3 0 0 N O R T H 0 S T R E E T S A N B E R N A R 0 1 N 0.
C A L I F O H N I A 9 2 4 1 8 - 0 0 0 1 ( 9 0 9) 3 8 4 - 5 0 0 2
( 9 0 9) 3 8 4 5 1 0 2 F A X -( 9 0 9) 3 8 4- 5 1 5 8
T D 01 T T Y -( 9 0 9) 3 8 4- 5 5 4 0
1999 -210
PARKING TICKET PROCESSING Exhibit A
THIS AGREEMENT made and entered into this day of Qu f /G 1999, by and between
the CITY OF INGLEWOOD, hereinafter referred to as "INGLEWOOD" and the CITY OF SAN
BERNARDINO, hereinafter referred to as "SAM BERNARDINO";
WHEREAS, SAN BERNARDINO is desirous of obtaining computer services to automate
its parking citation processing;
NOW, THEREFORE, in consideration of the premises, the parties hereto agrees as follows:
I
SCOPE OF SERVICES
gat
1. CITATION PROCESSING SERVICES -
(A) INGLEWOOD-will provide the capability for SATIN BERNARDINO to add new citations to
the current Citation Master File.
(B) INGLEWOOD will provide the capability to enter cash payments to the system, and after
balancing, update the current Citation Master File with payment data.
(C) INGLEWOOD will provide the capability for SAN BERNARDINO to correct cash and
citation errors.
(D) INGLEWOOD will provide the capability for SAN BERNARDLNO to print all reports
required to audit and control the process performed as (A), (B), and (C) preceding.
(E) INGLEWOOD will provide a monthly summary of citations entered, citations paid, and
citations cleared.
(F) INGLEWOOD will obtain vehicle registration data and add to the Citation Master File so
notices of delinquency can be mailed.
(G) L;GLEWOOD will prepare "Final Notice of Illegal Parking" for delinquent citations. This
final notice shall contain the information specified in Section 40207 of the Vehicle Code.
These notices to be either sent to SAN BERNARDINO or mailed depending upon SAN
BERNARDINO's request. All postage charges will be paid by SANI BERNARDINO.
(H) NGLEWOOD will prepare a computer output supporting the notices prepared for mailing.
(I) NGLEWOOD will prepare notification of citations going to lien for DMV.
A supporting computer output to be prepared for SAN BERNARDNO.
(J) DGLEWOOD will delete any unpaid citations pursuant to DINIV procedures based on the
last entries to the "Purging Months Complete and Incomplete" fields of the City control
record.
(K) E GLEWOOD will maintain a historical backup file of all paid and purged citations based
on the last entries to the "Purging Months Complete and Incomplete" fields of the City
control record.
(L) INGLEWOOD will adhere to a mutually agreeable citation processing schedule.
1
1999 -210:
QVI) INGLEWOOD will coordinate with the state Drv[V to prepare a vehicle registration hold
(lien) for each citation processed by INGLEWOOD which meets the statutory requirements
of the DMV lien process.
(N) INGLEWOOD will provide SAN BERNARDINO video display terminal(s) and/or personal
computer(s), printer(s) and requisite maintenance for direct connection into the
INGLEWOOD Computer Center. A frame relay line is to be acquired and paid for by SAN
BERNARDINO.
(0) All SAN BERNARDINO citation data remains the sole property of SAN BERNARDINO.
(P) SAN BERNARDINO agrees to pool half of all money collected from citatians issued to out -
of -state vehicles into a Replacement Hardware fund for the purpose of replacing and/or
repairing on -site equipment.
(Q) INGLEWOOD reserves the right when necessary, with prior notice and consent to make the
entire system unavailable, for hardware and software maintenance. It is understood that the
event will be rare, and that consent will not be unreasonably withheld.
2. DELINQUENT CITATION PROCESSING SERVICES -
(A) SAN BERNARDINO agrees to fully cooperate with INGLEWOOD.
(B) To provide INGLEWOOD with all information deemed necessary for the performance of its
services under this Agreement.
II
COMPENSATION
1. CITATION PROCESSING SERVICES -
SAN BERNARDINO agrees to pay INGLEWOOD for it's services the sum of $1.25 /citation
processed by the system for the first 50,000 citations. Over 50,000 citation the sum of $.95 /citation
and over 200,000 the sum of $.75 /citation, plus the prevailing U.S. first class postage rate, plus a 5
cent mailing service charge for each Illegal Parking notice postcard or a 9 cent service charge for
each letter it chooses to hale mailed by INGLEWOOD. Mailing services are optional and may be
initiated or discontinued by SAN BERNARDINO at any time. Invoices for services rendered under
this Agreement will be prepared by INGLEWOOD and submitted to SAN BERNARDINO on a
monthly basis. Invoices are to be paid within thirty (30) days after receipt. Should SAN
BERNARDINO require the assistance of INGLEWOOD in the data entry of citations, the processing
of cash payments, or the handling of administrative questions, these services will be provided at the
City's current rates (per schedule 1), subject to annual adjustment by mutual agreement of the parties
or their designated representatives).
2. DELINQUENT CITATION COLLECTION SERVICES
INGLEWOOD will, allow SAN BERNARDINO to participate in INGLEWOOD's Delinquent
Citation processing program. Said program includes the mailing of individually prepared collection
letters and, if requested by SAN BERNARDINO, the placing of offsets against the violator's State
Tax Returns and/or Lottery Winnings. In addition, other similar collection efforts may be included
2
1999 -210 ;
under the program as authorized by SAN BERNARDINO and agreed to by INGLEWOOD. The fee
for said services, if authorized, shall be 15% of the gross revenues received from citations processed
using any of the above described collection mechanisms. In addition, the direct expenses associated
with this process (not to exceed $2.00 /citation :$0.50 for delinquent letter mailing charges and $1.50
for State Offset Services) will be deducted from the gross revenues.
The City also agrees to authorize the Project Manager, at his/her sole discretion, to allow Inglewood
to direct the $3.00 registration hold fee that would have otherwise been paid to the DMV to be used
to offset direct costs in the processing of delinquent accounts, when, and as applicable as a part of
a delinquent strategy.
3. CONVERSION
The fees for the conversion of SAN BERNARDINO's existing system to the INGLPArOOD Citation
Processing System will be as follows: $0.35 /citation for all citations that do not require either
delinquent notices or the placing or removal of DMV registration holds and $0.75 (plus postage and
mailing expenses) for all other citations. Optionally, rather than paying for a conversion on a per
citation basis, SAN BERNARDINO may compensate INGLEWOOD for conversion in the amount
of 15% of gross revenues received, after the date SAN BERNARDINO approves this agreement,
from all citations issued prior to the date SAN BERNARDINO's data base is converted.
III
CONFIDENTIALITY OF DOCUMENTS
All of the data prepared assembled, or maintained by INGLEWOOD under this Agreement are
confidential and INGLEWOOD agrees that they shall not be made available to any individual or
organization without the prior written approval of SAN BERNARDINO, or upon proper court order.
All SANI BERNARDINO citation data shall be the property of SAKI BERNARDINO
IV
DISCRIMINATION
INGLEWOOD agrees that during the performance of this Agreement, it will not discriminate against
any employee or applicant for employment because of race, creed, color, sex, age or national origin.
V
DURATION
This Agreement to remain in effect, until canceled by either party, with a 90 day written notification.
At such time, INGLEWOOD agrees to provide SAN BERNARDINO, in computer readable form,
a copy of all data files necessary to process its citations.
VI
INDEMNIFICATION
A. Neither SAM BERNARDINO nor any officer or employee of SAM BERNARDINO
shall be responsible for any damage or liability occurring by reason of anything done or omitted to
be done by INGLEWOOD under or in connection with any work, authority or jurisdiction delegated
to INGLEWOOD under this Agreement. It is also understood and agreed that, pursuant to
Government Code Section 895.4 INGLEWOOD shall fully indemnify, defend and hold SAN
BERiVARDINO harmless from any liability imposed for injury (as defined by Government Code
Section 810.8) occurring by reason of anything done or omitted to be done by INGLEWOOD under
3
1999 -210 ,
or in connection with any work, authority or jurisdiction delegated to INGLEWOOD under this
Agreement.
B. Neither INGLEWOOD nor any officer or employee of INGLEWOOD shall be
respom ble for any damage or liability occurring by reason of anything done or omitted to be done
by SAN BERNARDINO under or in connection with any work, authority or jurisdiction delegated
to SAN BERNARDINO under this Agreement. It is also understood and agreed that, pursuant to
Government Code Section 895.4 SAN BERNARDINO shall fully indemnify, defend and hold
INGLEWOOD harmless from any liability imposed for injury (as defined by Government Code
Section 810.8) occurring by reason of anything done or omitted to be done by SAN BERNARDINO
under or in connection with any work, authority or jurisdiction delegated to SAN BERNARDINO
under dais Agreement.
VII 4 •
CHANGES
No change, amendmeet or modification to this Agreement shall be effective unless it is in writing,
signed by the parties hereto.
VIII
ENTIRE AGREEMENT
This Agreement shall constitute the entire Agreement between the parties. IN WITNESS
WHEREOF, the parties hereto have executed this Agreement as of the date first written above.
ATTEST
City Clerk Hermanita Harris
APPROVED AS TO FORM
City Attorney Charles Dickerson
ATTEST
4
M.
CITY OF INGLEWOOD
Mayor Roosevelt Dom
CITY OF SAN BERNARDINO
B
Be ty Dean Anderson
Mayor Pro Tem
APPROVED AS TO FORM
AND LEGAL CONTENT.
James F. Penman,
City A orney
Sy:
1999 -210
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