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HomeMy WebLinkAboutItem 14 - Agreement for Automated Parking Citation and Processing ServicesPolice Department www.santa-ana.org/pd Item # 14 or City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report January 20, 2026 TOPIC: Automated Parking Citation and Processing Services AGENDA TITLE Agreement with Turbo Data Systems, Inc. for Automated Parking Citation and Processing Services (Specification No. 25-114) (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Turbo Data Systems, Inc. to provide automated parking citation and processing services in an amount not to exceed $2,657,098, for a term beginning February 15, 2026 and expiring February 14, 2029, with provisions for two, one-year extensions (Agreement No. A-2026-XXX). GOVERNMENT CODE 484308 APPLIES: Yes DISCUSSION Automated Parking Citation and Processing Services January 20, 2026 Page 2 In 2004, the City of Santa Ana began contracting with a vendor to provide automated parking citation and processing services to the Santa Ana Police Department (SAPD). The contracted services include managing the parking citation database, processing parking citations, sending daily payment notices for collection, providing a customer service call center, and collections of unpaid citations. The City's current parking citation processing agreement with Data Ticket is set to expire on February 14, 2026. To ensure citation processing service continues uninterrupted, the Police Department issued a Request for Proposals (RFP) No. 25-114 on September 11, 2025, via the City's online bid management and publication system. A summary of vendor participation and results is as follows: 299 Vendors notified 9 Santa Ana Vendors notified 20 Vendors downloaded the RFP packet 4 Responsive proposals received 1 Responsive proposal received from Santa Ana vendor Four proposals were submitted by the RFP deadline, which were determined to be responsive to the specifications, and met the City's requirements. The proposals were evaluated and scored by a committee pursuant to the criteria identified within the RFP. This included Organization / Completeness of Response, Background, Qualifications & Experience, Key Personnel / Proposed Staffing, Technical Approach / Methodology, and Cost Proposal. Staff recommends awarding an agreement to the highest -ranked firm, Turbo Data Systems, Inc (TDS) (Exhibit 1). TDS has been in business since 1985 providing citation processing services. TDS services more than 150 municipalities and colleges across California, most of whom they have partnered with for over 20 years. With offices in Santa Ana and San Jose, TDS has a team of 30-plus professionals delivering fast, reliable services to their clients. TDS has an established partnership with the California Department of Motor Vehicles as well as the Franchise Tax Board, as it pertains to citation processing. TDS also has an existing partnership with LAZ (the City's current parking control provider), which will allow for a seamless transition. TDS has their own citation issuance devices, which are pre-programmed with all necessary applications. Turbo Data Systems, Inc.'s enhancements include cloud -based products and services. This consists of a platform which supports the parking citation processing, as well as the mobile enforcement and technology integrations. Customers have the ability to pay citations via the TDS portal or make a payment over the phone. Customers also have the ability to contest the citation immediately following the issuance of the citation. City staff will have immediate access to information they need to assist customers. Automated Parking Citation and Processing Services January 20, 2026 Page 3 TDS's web platform requires no dependency on the police department network, but data from the citations will be interfaced to the Police Department's Records Management System. Their software solution will enable City staff to develop statistical information on citations issued (i.e., location of citations, violation types, time, and days issued) quickly and efficiently. Staff anticipates TDS's previous experience and services to larger municipalities, along with their core services, will allow for minimal disruption during the transition period. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT The current fiscal year funding is available in the FY 25-26 budget and future fiscal year funding will be included in the proposed budgets for City Council consideration as follows: Automated Parking Citation and Processing Services January 20, 2026 Page 3 Fiscal Accounting Unit Fund Accounting Unit, Year — Account # Description Account Amount Description Traffic, Contract FY 25 01114405-62300 General Fund Services- $ 332,137 (Feb. -Juunene) Professional Traffic, Contract FY 26-27 01114405-62300 General Fund Services- $ 885,699 Professional Traffic, Contract FY 27-28 01114405-62300 General Fund Services- $ 885,699 Professional Traffic, Contract FY 28-29 01114405-62300 General Fund Services- $ 553,563 (July- Feb.) Professional Total $2,657,098 The amounts above are estimates only and are subject to change. If an increase to the not -to -exceed amount is necessary due to higher than projected out-of-state, delinquency, and Franchise Tax Board collections, or upon exercising the options to extend the term, the item will be presented to City Council for approval in the future. EXHIBIT(S) 1. Agreement with Turbo Data Systems, Inc. Submitted By: Robert Rodriguez, Police Chief Approved By: Alvaro Nunez, City Manager AGREEMENT WITH TURBO DATA SYSTEMS, INC. TO PROVIDE AUTOMATED PARKING CITATION AND PROCESSING SERVICES THIS AGREEMENT is made and entered into on this 20TH day of January, 2026 by and between Turbo Data Systems, Inc., a California corporation ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On September 11, 2025, the City issues Request for Proposal No. 25-114 ("RFP"), wherein the City sought to retain a Consultant having special skill and knowledge in the field of providing automated parking citation and processing services. B. Consultant submitted a timely response and represents that it is able and willing to provide such services to the City per the scope of work detailed in the RFP, and attached hereto as Exhibit A to the Agreement. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B. The total amount to be expended during the initial term of this Agreement shall not exceed $2,657,098. Any remaining balance of the above referenced "not -to -exceed" amount may be subject for use during any optional extension term, per Section 3 below. Contractor understands that any increase to the compensation amount listed here is subject to approval by the City Council of the City of Santa Ana b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the Page 1 of 8 City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on February 15, 2026 above and continue through February 14, 2029, with the option for the City to grant up to a two (2) one (1) year extension(s), exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Insurance requirements are attached hereto as Exhibit C. Page 2 of 8 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. Page 3 of 8 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE a. Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. b. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as defined under the City's Municipal Code, whose position with the City shall award or influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Consultant or have any other direct or indirect financial benefit or interest in this Agreement. c. The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any Ca1PERS retiree as authorized by City Council resolution d. The Consultant must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Agreement. The Consultant warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Consultant hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement. Page 4 of 8 e. Consultant covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (b) and (c) above. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case Page 5 of 8 such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 Page 6 of 8 With courtesy copies to: Chief of Police Santa Ana Police Department 60 Civic Center Plaza Santa Ana CA 92702 To Consultant: Turbo Data Systems, Inc. Attn: Roberta J. Rosen, President 1551 N. Tustin Ave. Suite 950 Santa Ana, CA 92705-8634 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signature page to follow] Page 7 of 8 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Jennifer L. Hall City Clerk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: / 1 iVl d' ---- Tamara Bogosian Senior Assistant City Attorney RECOMMENDED FOR APPROVAL: Robert Rod ' u (Jan 13, 202617:58:14 PST) Robert Rodriguez Chief of Police CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT: Roberta J. Rose -9 President Page 8 of 8 EXHIBIT A SCOPE OF SERVICES (2) CITY OF SANTA ANA EXHIBIT 1 SCOPE OF SERVICES Consultant shall perform services as set forth below. Scope of Services The City of Santa Ana is issuing this Request for Proposals (RFP) for Automated Parking Citation and Processing Services. The City desires an integrated software and hardware service solution to parking citation and payment processing. The preferred solution will include compatibility with our current mobile computing devices (e.g. smart phones, tablets, etc.) for ticket issuance and data download with real-time, online access for public safety officers, the City's Parking Citation Coordinator and Finance Staff to citation information and citation status on a user-friendly reporting structure. A complete package of citation issuance, processing, collection, reporting, hardware and software maintenance is required. The program and service must also accept and support hand-written citation forms. The Vendor shall coordinate its efforts with the City of Santa Ana Police Department, City of Santa Ana Finance Department, Orange County Court System and other agencies affected by the project. The Vendor will be expected to work closely with the Police Department's Traffic Division and Finance Department to ensure compatibility and uniformity. A. SOFTWARE/USER INTERFACE SPECIFICATIONS These specifications are not all inclusive, but are intended for the purpose of giving the Vendor a general idea of the City's system. Specific details will be provided after an agreement has been entered. Vendors must provide a software solution for electronic issuance of citations. Software must be installed on and compatible with current mobile computing devices (e.g. smart phones, tablets, etc.) and incorporate the following features: a. Citation must be capable of printing on a 2"- 4.5" thermal printer (brand name to be determined later). Vendor must recommend a printer compatible with their software product. b. The software solution must be able to take and associate multiple photos to each citation record. 2. Records Management System Interface (RMS) a. The software solution must include an automated export interface to the City's Records Management System (RMS). The interface must be able to send data in a Comma Separated Values (CSV) format to be defined by the City. The interface shall also export any photos associated with citation records as separate image files following a naming convention defined by the City to facilitate their import into the RMS. r 1 CITY OF SANTA ANA 3. The user interface includes payment information as well as parking citation specific information. It will include the fields listed below, including the validations for each field. Ticket Information: • Citation number - all City tickets begin with "PC" and have a unique 6 digit identifier that follows. • Date - the date the citation was issued • Amount - the amount of the parking ticket. Vehicle: • Vehicle License number • State (state of vehicle's license plate) - in two letter format. Contact Information: • Name • Address • Phone - should include an input mask or validation that does not allow users to enter an invalid number. Payment Information: • Credit Card Type - Choices are VISA or MasterCard. • Credit Card number • Expiration Date • Name on Card Turbo Data will be required to input a phone number for each citation when available within the notes section of each citation on the user interface. Credit card information will not be required to be stored. 4. Be able to develop a custom interface with City payment system, iNovah, to provide for the ability of City cashiers to accept payment of parking citations, process refunds and to process NSFs. B. CITATION PROCESSING SERVICES Data Entry from Handwritten Citations. a. Receive and date stamp weekly batches of all handwritten citations sent by City; b. Enter citation information into the database; c. Batch, record, and verify receipt of all manual citations within two (2) business days; d. Edit capability to correct dates, duplicate citations, violation codes and fine amounts; e. System for filing/storing citations in easily retrievable format for a minimum of two (2) years and then dispose in accordance with City direction. 2. Automated Transfer and Upload of citations issued by the mobile computing device. a. Loading of batch files immediately upon transfer; b. Edit capability to correct dates, duplicate citations, violation codes, and fine amounts; c. System to promptly notify City regarding citations unable to be entered for any reason (no violation code, unreadable license, etc.) (2) CITY OF SANTA ANA 3. Registered Owner Name Retrieval. a. Retrieve data online from the State of California Department of Motor Vehicles (DMV); b. Provide daily access to registered owner information; c. Validate DMV makes upon return of registered owner information from DMV to ensure proper make of vehicle issued citation; d. Review DMV "No Hit" list to ensure that license plate and state have been entered correctly; e. Daily registered owner name retrieval for all citations without a name on the system. 4. Out -of -State Registered Owner Retrieval from State DMV. a. Maintain regularly scheduled communications with DMV offices in the 50 states; b. Maintain regularly scheduled communications with the Transportation Ministries in Canada and Mexico that permit registration and name acquisition; c. Mail collection letters; d. Communicate with individuals outside of the United States who were issued a parking citation by the City. 5. DMV Registration Holds/Releases. a. Process DMV holds or releases daily; b. Access DMV records online; c. Capability to release registration holds upon City's request; d. Report monthly holds and payments made at DMV; e. Immediate update of database with monthly payment information from DMV. 6. Automated processing of Administrative Review Requests. a. Vendor shall provide tracking and correspondence for all administrative review; b. Vendor shall enter and maintain database of all administrative review, showing current status of each request. System must be integrated with parking citation issuance and processing system. Ensure a result is received for each correspondence; c. Administrative review requests must be entered into the system within two (2) business days from date of receipt; d. Provide inquiry capabilities for citations in the administrative review process; e. Print and mail (by first class mail) all administrative review result letters; f. Notify the City of citations that have been successfully dismissed through the review process and have had payments processed, (or are cancelled) so the City can issue a refund; g. File and store all source documents for ease of retrieval; h. Provide staff to respond to telephone inquiries regarding how to contest a violation, determine outstanding penalty amounts or delinquent fees, identify time frames, and any other pertinent information in order to contest a citation by mail or in -person; Languages: English, Spanish, Korean, and Vietnamese i. Link the hearing tracking system to the citation database in real time to obtain citation information such as citation issue date, delinquent date, amount owed, and other citations open with the same license plate numbers; j. Ensure that the computer system is capable of recording data and comments for historical background, suspending action while appeals are under investigation, (2)CITY OF SANTA ANA sort citations by type of violation and/or defense, record case decisions, generate letters and use customized liability reason codes; k. Provide monthly report of review results by citation number. 7. Administrative Hearings a. Provide tracking and correspondence for all administrative hearing requests; b. Vendor shall enter and maintain a database of all administrative hearing requests, showing current status of each request. System must be integrated with parking citation issuance and processing system. Ensure a result is received for each correspondence; c. Schedule Administrative hearings and forward schedule to the City; d. Print and mail (by first class mail) customized hearing notification letters for the City; e. Respond to inquiries for the City and the public regarding date of hearing, mailing date, location of hearing and directions to hearing location; f. Re -send letters should room or date changes be necessary; g. The Hearing Officer will forward results of Administrative Hearing to the City and to the Vendor; h. Letters regarding the results of Administrative Hearings will be mailed by the Vendor; i. When a refund is appropriate, the Vendor shall provide information to the City. The City will issue the refund; j. Provide monthly report of review results by citation number. 8. Payment Plan Administration a. Provide and manage a payment plan to comply in accordance with Assembly Bill No. 503 and business rules as defined by the City of Santa Ana i. Review each request for an Indigent Payment Plan ii. Approve or deny each request for an IPP based on the City's business rules 9. Payment Processing a. Provide a separate Post Office Box for the City where payments, administrative review correspondence, and other documents are to be mailed; b. Provide mail pick-up from post office at least once per day; c. Sort and batch all incoming mail by postmark date for payment posting; d. Enter and process payments received within one (1) business day, including opening all mail received, verifying payment amounts, updating computer system, and making daily bank deposits in the City's designated bank account; e. Conduct daily reconciliation of all payments entered with bank deposits; f. Provide daily reporting of bank deposits made for the City; g. File and store all source documents in an easily retrievable system; h. Track rebilling on partial payments, checks returned for insufficient funds upon notification from City, vehicle change of ownership, and leased vehicle information; i. Provide for payment by credit card (Visa and MasterCard) and be capable of securing authorization from the banking institution. Payments made by credit card are to be immediately updated in the database in real time. Payments will be made by automated telephone system; j. The Vendor will have the ability to accept payments via the Internet. (2) CITY OF SANTA ANA 10. City's Online Payments. a. The vendor must also accept data from the City's cashiering system. Data would be provided electronically on a daily basis. C. CORRESPONDENCE PROCESSING 1. All correspondence shall be processed within two (2) business days from date of receipt; 2. Obtain approval from the City on all standard forms, notices of delinquent violation, and correspondence. The Vendor must ensure that all forms conform to applicable State and Federal laws. 3. Submit copies of standard forms, notices of delinquent violation, and other types of standard correspondence with bid proposal. D. REPORTING 1. The Vendor shall be responsible for providing regular daily, weekly and monthly reports on demand to the issuing agency within three working days of the report being requested. This includes custom reports. 2. Although other reports may be required, the vendor shall be capable, at a minimum, of producing reports relating to scofflaws, open citations, bank deposits and citation dispositions. The vendor must be capable of delivering these reports to the Police Department on an agreed schedule. 3. The Vendor shall provide duplicate or replacement reports at no additional cost to the city. 4. Copies of citation abstracts shall be provided to violators at no cost upon request. 5. The following Vendor reports are required monthly; Repeat offender list (5 or more), citation analysis by officer, citation analysis by violation, citation status report, out of state status, out of state revenue, hot sheet, distribution revenue summary, violation statistics, violation analysis by officer, detail citation report by officer, monthly citation statistics, yearly statistics of issuance, citation summary report, bail payment summary report, DMV citation cleared with bail (collected), DMV citations cleared without bail (not collected), DMV registration hold listing, Refunds report. Provide an online report generation capability; 6. Provide weekly license plate number to citation number cross reference reports sorted by license and citation. Provide additional reports monthly as may be needed by management or auditors; 7. Submit a sample of the standard reports used with bid proposal. 8. Able to work with the Agency to design reports upon need and provide it to the Agency at no cost. E. TOLL -FREE TELEPHONE SERVICE AND CUSTOMER SERVICE 1. Provide a toll -free telephone number,designated for this contract, for customer service inquiries and credit card payments; 2. Operate the toll -free telephone service 24 hours a day, seven days a week, 365 days per year, for the 50 states, Canada, and Mexico; 3. The Contractor's telephone answering system shall be sufficient in design and capacity to process the added volume of telephone calls generated from inquiries by Santa Ana customers. (2) CITY OF SANTA ANA 4. The telephone call proessing system shall be capable of responding to requests for service in English, Spanish, Korean, and Vietnmese. 5. Sufficient Customer Service Representatives (CSR) shall be available Monday -Friday, 8:00am — 5:00 pm, P.S.T.; excluding holidays to accommodate the added volume of Santa Ana citation inquiries. 6. CSR's shall be capable of prodiving customer service to the public for resolving parking citation questions of a non -judicial nature and research specific citations data when necessary and provide instructions and information on general parking policies, procedures and administrative adjudication procedures for the City. 7. Vendor's staff, serving as CSR's, shall be fully trained in all informational aspects of parking citation processing and related information specific to Santa Ana. This staff shall have real-time acces to the parking citation datatabase(s). F. AUTOMATED VOICE RESPONSE SYSTEM Provide a customized recorded voice response system in English, Spanish, Korean, and Vietnamese to convey information on: a. How to pay and contest violations; b. Registration violation information; c. Mail address information; d. The database must available 24 hours a day, 7 days a week. The automated telephone system shall be capable of receiving a minimum of 500 incoming calls per month. Scheduled system maintenance back-ups must be between midnight and 4 a.m. e. The automated voice response system must be capable of providing online data from the database when queried by citation number or license plate number. f. The automated voice response sytem must be capable of receiving payment via credit card with immediate authorization and posting capabilities. G. CUSTOM NOTICES AND LETTERS 1. The Vendor shall provide at no extra cost: The necessary postage, correspondence and stock forms to meet all applicable State and local laws and regulations for citation processing and adjudication. 2. Vendor will provide samples of mailing and return envelopes with proposal; 3. Ensure that Delinquent Notices are generated at least one business day prior to becoming delinquent. Delinquent Notices generated will be mailed at least once a week by first class mail to registered owners; 4. Ensure that returned check notices are mailed by first class mail to individuals immediately upon notification from the City that a check has been returned for non- payment. The notices will state the amount of original penalty, delinquent amount, and the appropriate returned check fee; 5. Ensure that Drive Away Notices (fled letters) are mailed by first class mail to registered owners of vehicles that drive away from the officer at citation issuance time as required by the California Vehicle Code. Notices must be mailed no later than 15 days from the date of the original citation to the registered owner; 6. Ensure that partial Payment Notices are sent by first class mail to those who do not pay the full penalty amount. The notice should indicate the amount that was paid and the balance that is due; (2) CITY OF SANTA ANA 7. Communicate with violators in a timely manner by mail in response to correspondence such as incomplete registration, citation, or payment information. 8. Issue letters of correction 9. Issue automated mismatched letters of correction as the mismatch occurs. H. ONLINE INQUIRY ACCESS 1. Design and implement an online inquiry system to allow access to the citation database by designated City employees; 2. The on-line inquiry system must provide real time access to all citation information including registered owner information, payment information, and administrative adjudication history. I. SUPPORT 1. Provide staff for all aspects of processing parking citations, including any changes related to new Federal, State, or local legislation. Days and hours of operation shall be consistent with normal office hours Monday — Friday unless otherwise approved. 2. Provide on -going support to the City to access and interface with the parking citation database; 3. Vendor shall provide user's manual which includes step-by-step instructions for accessing computer database information and a list and description of any and all codes used in screens accessed by the issuing agency; 4. Provide technical support and troubleshooting assistance for any and all hardware and software used by the City. Technical support and assistance must be available between the hours of 7:00 a.m. and 6:00 p.m. Monday through Friday, except City recognized holidays. J. DATABASE BACKUP & OFF -SITE SECURITY 1. Ensure that all systems are backed up daily to ensure safety of data in the event of a power outage or natural disaster; 2. Transfer and store off -site all backups of data for disaster recovery. K. INTERAGENCY INTERCEPT PROGRAM (FRANCHISE TAX BOARD) 1. Vendor must be able to interface with the Interagency Intercept Program (FTB) for collection of delinquent fees. 2. Vendor will send a FTB Notice to the Customer as required by the Interagency Intercept Program; this notice will be sent via 1st Class Mail and will be sent at no cost to the city 3. All notices are attached to the citation online and are viewable via the web L. CONTRACT REQUIREMENTS 1. No portion of the contract shall be permitted to be subcontracted to another private or public agency without express written approval from the City. Vendors must disclose the nature of work being subcontracted and the name of the private or public agency; 2. All processing functions performed shall be completed within two business days after receipt from the agency; (2) CITY OF SANTA ANA 3. The Vendor shall comply with all requirements of the State of California Vehicle Code (CVC) in regard to processing and adjudication of citation records sent by the City; 4. The Vendor shall be required to send notices to lessees of cited vehicles when provided with the information provided on "Certificate of Non -Ownership"; 5. The Vendor shall provide necessary on -site training and support for City staff to retrieve information stored in the computer system; M. OTHER 1. Attend City meetings as needed or when requested at Vendor's expense. This includes but not limited to, transportation, lodging, meals, and staff time; 2. Vendor shall comply with California Vehicle Code Section 40200.3 (b), regarding the Annual Report. The City may audit the report at its own expense. 3. Work with Traffic Engineering to process and track issued parking permits. 4. Ensure that no information associated with the notice of parking violation system is disclosed to anyone other than the City for any purpose other than the collection of penalties, fines and fees. The Vendor will ensure compliance with appropriate State and Federal regulations pertaining to the confidentiality of information. II. IMPLEMENTATION City staff shall have the right to modify, reduce, or delete the services as needed by City. III. DATA TRANSFER Submit a plan to transfer data from the existing Vendor. EXHIBIT B COMPENSATION Fee Proposal including hourly rates if applicable Turbo Data Systems, Inc. Submitted to: City of Santa Ana Cost Proposal Parking Citation Processing Management Fee Per Electronic and Manual Parking Citation Issued $0.42 — Electronic $0.52 - Manual • Entry of all citations. • Citation dispositions (bounced checks, payments, extensions, etc.) • DMV interface (r/o retrieval, placing, and releasing registration holds) • Toll -free telephone number (for public access) • Multi-lingual interactive voice response system (IVR) • Customer service representatives (8 am — 5 PM, Mon - Fri, excluding holidays) • Daily pickup of payments and other documents from a TDS-provided P.O. box. • Scan and remote deposit checks into the agency's bank account. • pticket.com web pages customized for the agency. • Database maintenance and daily system backups. • Secure cloud access for agency staff. • Documentation and training for the use of the TDS-provided online system. • Ongoing client support and training. Reminder Notice (Notice of Violation) $0.50 + postage This includes all forms, envelopes, return envelopes, and printing. Reminder notices are mailed 21 days after issuance or per the agency's timeline. Postage is charged separately. Other Correspondence, Notices, and Letters $0.50 + postage Includes all forms, envelopes, and printing. NSF letters, partial payments, name and address changes, drive -away notice, final notices, DMV hold letters, etc. Initial Review and Hearing Notices/Letters $0.50 + postage TDS mails all initial review results letters, hearing notification letters, and hearing result letters as required. All forms, envelopes, and printing are included with the mailing. Paperless Appeals (per appeal) $1.25 This service allows for online submission of appeals and a 100% PAPERLESS appeal system. All mailed -in appeals are scanned and are reviewable by Agency staff using the eAppeals PRO online application. All appeals are centralized, and documents are saved electronically. A complete history of all appeals, results, and reviewers, etc., is always available for the Agency. Includes Hearing services, scheduling, and coordination. Court documents are provided to agency upon request. Payment Plan Processing $10.00 Payment plan supports AB503 legislation. All payment plan letters will be at the "Correspondence" rate. Out -of -State Collections 25% of amount collected TDS absorbs costs to retrieve out-of-state registered owner information. NLETS electronic access for out-of-state license plates. ICS Delinquent Collections 25% of amount collected Apply to citations that are past DMV registration hold. Additional penalties applied, and up to two letters mailed from Innovative at no cost to the Agency. Includes taking toll -free phone calls from ICS customers and other follow-up efforts. Payments collected at DMV will not be billed on this fee. A cost recovery option is available. Franchise Tax Board Collections $2.50 Per Account Letter +15% of amount collected TDS pursues otherwise uncollectible accounts by retrieving social security numbers from a third party, mailing required pre -intercept letters, and then sending the accounts to the FTB to intercept any state tax refunds or lottery winnings. *This fee is subject to change each new FTB year. A cost recovery option is available. tu r/�►� r-1 A - -A S Y S T E M S October 15, 2025 Turbo Data Systems, Inc. Submitted to: City of Santa Ana Credit Card Payments (Internet and Phone/IVR) No Charge to Agency A $3.95 or 4% (whichever is higher) convenience fee per citation paid will be charged to the public for this service. This fee covers the cost of ongoing maintenance, support, security, compliance, and enhancements, and includes daily and monthly reconciliation of all payments. (Fee subject to change). Banking - TDS Bank Management $200/month plus bank fees/supplies • Process all parking deposits into a separate trust account set up for the Agency. • Scanned check images available for investigations. • $5.00 fee per NSF/Chargeback and refund billed to Agency. • ACH/Write and send a monthly surcharge check to the county based on reporting. • ACH/Write a check to TDS for services rendered. • Reconcile the account monthly and provide monthly reconciliation of all activities in the account. • ACH/Write a check to the Agency monthly for the balance of the funds. Hearing Officer Services $35 per hearing TDS will provide an independent Hearing Officer for Parking Citation Hearings per CVC 40215. Hearings may be held In -Person or In Writing. In -Person Hearings will have a $350 minimum in fees per visit. Customization Charges $100 per hour Customization charges will apply for development requests outside the scope of the current system. Estimates for customization costs will be provided before the start of any project. Monthly or annual charges may apply for supporting and maintaining integration with the third - party API. Postal Rate Increase Offset If postal rates increase during the term of this agreement, fees to TDS shall be raised immediately to offset the effect of the postal rate increase. Parking Tickets Printed Media Citations and Envelopes TDS can provide standard or custom citations and envelopes that are compatible with our ticketPROTM Unit cost varies with size Mobile solution, or the agency may choose to provide these supplies. and quantity ordered Estimate based on 70,000 tickets annually: • $4,375 for 70k generic 3" ticket rolls • $3,625 for 50k standard white envelopes 3 5/8 x 6 1/2 is the size Proposal valid for one hundred eighty (180) days. 1a.: wv� �T I October 15, 2025 S Y S T E M S Turbo Data Systems, Inc. ticketPROTM Mobile (two -Piece) Lease Submitted to: City of Santa Ana ticketPROTM Mobile Solution (Lease) is a complete solution that includes an Android smartphone, BT printer, software license, 4/5G data plan, support, and maintenance for a single monthly price per unit. Initial One-time Fees Unit Cost ticketPROTM Mobile device and software setup and configuration: Initial setup and installation of $100 per unit software with agency -specific information. 60-Month Lease Monthly Rate Monthly Lease Details - Rugged Smartphone/Printer Combo + Data Plan $120 per month • Samsung Galaxy XCover6 PRO smartphone or equivalent Per unit • Zebra ZQ511(2"-Y) Bluetooth printer + power adapter • USB-C Power Adapter • 4/5G data plan • ticketPROTM Mobile parking software license • Remote management software licenses • Support, maintenance, and software upgrades Lease Details Rate Smartphone: Rugged Samsung smartphone or equivalent I High -Res Camera Military spec. MIL- Included 81OG rated I Bluetooth I USB Charging 14/5G LTE I Dedicated Push -to -Talk Button (certain models). Bluetooth Printer: Zebra Printer I Includes Lithium -Ion Battery I AC Charger I Belt Clip 12 years Parts Included & Labor Warranty (1 year on printhead) I Configured to Agency's ticketPROTM Mobile system Additional accessories: spare battery, case with shoulder strap, charging dock are available for purchase. TDS Managed 4/5G Voice and Data Plan Included Push -to -Talk service optional for an additional fee ticketPROTM Mobile Software: Parking issuance software I Real -Time citation & photo transfer I Live Included Lookups Built-in LPR I ALPR interface I Electronic Chalking I GPS tagging I Live shared data between all devices I Integration with pay -by -phone and pay -by -plate systems I Scofflaw and hotlist vehicle alerts. ticketPROTM Mobile Software License Included Remote Management Software Maintenance and Support: Remote servicing and updates I Field Included support including remote -connect assistance I email support for Agency requests. 1. Sales tax will be applied to all items listed. At the end of the lease term, all equipment must be returned to TDS in good working condition. If the equipment is not returned, the lease will be converted to a month -to -month lease, requiring a 30-day notice before returning the equipment. An early Termination Fee of $95 per unit for each remaining month of the lease will be charged. 2. Rugged Smartphone and printer hardware are subject to availability. Other available options upon request 1. ticketPROTA° Mobile (two-piece) Purchase This includes an Android Samsung smartphone and a Zebra printer. A monthly service fee per device will apply to cover the 4/5G data plan, software license, service, support, and software upgrades. The service fee is paid annually. 2. ticketPROTA° Mobile for iOS This includes a ticketPROTM per -user software licensing to install on agency -provided iPhones and Bluetooth printers. TDS can provide Zebra printer purchase options. This is an ideal solution for police motor and patrol officers with agency -issued iPhones. Disclaimer: TDS may subscribe to various third -party software services to automate information input while writing the ticket. These services may include Google Maps, location services, GPS, LPR services, and VIN lookups. TDS reserves the right to disable these services in the software should they terminate. These services are integrated into software for convenience and do not affect the issuance of citations. Proposal valid for one hundred eighty (180) days. 1a.: wvr-1 �T I October 15, 2025 S Y S T E M S EXHIBIT C INSURANCE REQUIREMENTS EXHIBIT 3 INSURANCE REQUIREMENTS Contractor shall procure and maintain for the duration of the agreement, the following insurance coverages: MINIMUM SCOPE AND LIMIT OF INSURANCE Contractor shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as: • Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. • Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000. In the event Contractor does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000. • Workers' Compensation (WC): As required by the State of California, with statutory limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease. This requirement can be waived if Contractor has no employees. • Cyber Liability (CL): Insurance, with limits not less than $2,000,000 per occurrence or claim and $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Contractor in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, and release of private information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses. If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. CGL and AL policies: City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, equipment, and personnel furnished in connection with such work or operations. 2. CGL, AL, CL, and WC policies: Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Contractor for City. 3. All required insurance policies: For any claims related to this contract, Contractor's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. 4. All required insurance policies: A severability of interest provision must apply for all the additional insureds, ensuring that Contractor's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. 5. Each insurance policy required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non - renewal due to non-payment. 6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), Address of Department Responsible for Agreement, M-XX, Santa Ana, CA 92701. The name and location of the event should be included in the Description of Operations section of each certificate. Self -Insured Retentions Self -insured retentions must be declared to and approved by the City. City may require Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City. Verification of Coverage Contractor shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Contractor's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Claims Made Policies If any of the required policies provide coverage on a claims -made basis: 1. The retroactive date must be shown and must be before the date of the contract or the beginning of work. 2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work. 3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the contract effective date, Contractor must purchase "extended reporting" coverage for a minimum of three (3) years after completion of work. Subcontractors Contractor shall require and verify that all sub -contractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from sub -contractors. Special Risks or Circumstances City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Santa Ana Contract 2026 RJR signed Final Audit Report 2026-01-14 Created: 2026-01-14 By: Susan Gorospe (sgorospe@santa-ana.org) Status: Signed Transaction ID: CBJCHBCAABAAzRwgn8QK3iXaHGY_Av1LPd5hojTMu_B_ "Santa Ana Contract 2026 RJR signed" History Document created by Susan Gorospe (sgorospe@santa-ana.org) 2026-01-14 - 1:14:46 AM GMT Document emailed to Robert Rodriguez (rrodriguez@santa-ana.org) for signature 2026-01-14 - 1:14:52 AM GMT Email viewed by Robert Rodriguez (rrodriguez@santa-ana.org) 2026-01-14 - 1:57:14 AM GMT c:5o Document e-signed by Robert Rodriguez (rrodriguez@santa-ana.org) Signature Date: 2026-01-14 - 1:58:14 AM GMT - Time Source: server ® Agreement completed. 2026-01-14 - 1:58:14 AM GMT Adobe Acrobat Sign