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CITY OF SANTA ANA <br /> sort citations by type of violation and/or defense, record case decisions, <br /> generate letters and use customized liability reason codes; <br /> k. Provide monthly report of review results by citation number. <br /> 7. Administrative Hearings <br /> a. Provide tracking and correspondence for all administrative hearing requests; <br /> b. Vendor shall enter and maintain a database of all administrative hearing <br /> requests, showing current status of each request. System must be integrated <br /> with parking citation issuance and processing system. Ensure a result is <br /> received for each correspondence; <br /> c. Schedule Administrative hearings and forward schedule to the City; <br /> d. Print and mail (by first class mail) customized hearing notification letters for the <br /> City; <br /> e. Respond to inquiries for the City and the public regarding date of hearing, <br /> mailing date, location of hearing and directions to hearing location; <br /> f. Re-send letters should room or date changes be necessary; <br /> g. The Hearing Officer will forward results of Administrative Hearing to the City and <br /> to the Vendor; <br /> h. Letters regarding the results of Administrative Hearings will be mailed by the <br /> Vendor; <br /> i. When a refund is appropriate, the Vendor shall provide information to the City. <br /> The City will issue the refund; <br /> j. Provide monthly report of review results by citation number. <br /> 8. Payment Plan Administration <br /> a. Provide and manage a payment plan to comply in accordance with Assembly <br /> Bill No. 503 and business rules as defined by the City of Santa Ana <br /> i. Review each request for an Indigent Payment Plan <br /> ii. Approve or deny each request for an IPP based on the City's business rules <br /> 9. Payment Processing <br /> a. Provide a separate Post Office Box for the City where payments, administrative <br /> review correspondence, and other documents are to be mailed; <br /> b. Provide mail pick-up from post office at least once per day; <br /> c. Sort and batch all incoming mail by postmark date for payment posting; <br /> d. Enter and process payments received within one (1) business day, including <br /> opening all mail received, verifying payment amounts, updating computer <br /> system, and making daily bank deposits in the City's designated bank account; <br /> e. Conduct daily reconciliation of all payments entered with bank deposits; <br /> f. Provide daily reporting of bank deposits made for the City; <br /> g. File and store all source documents in an easily retrievable system; <br /> h. Track rebilling on partial payments, checks returned for insufficient funds upon <br /> notification from City, vehicle change of ownership, and leased vehicle information; <br /> i. Provide for payment by credit card (Visa and MasterCard) and be capable of <br /> securing authorization from the banking institution. Payments made by credit <br /> card are to be immediately updated in the database in real time. Payments will <br /> be made by automated telephone system; <br /> j. The Vendor will have the ability to accept payments via the Internet. <br />