HomeMy WebLinkAboutData Ticket, Inc. 2016-06-07C- D f c NO /3111— /S3
IMTA ■ 4600 Campus Drive, Suite 200
'S Newport Beach, CA 92660
TICKET
888-752-0512
www.DataTicket.com
Scope of Service and Performance Agreement
These services are provided by:
Data Ticket Inc.
a California Corporation
4600 Campus Drive, Suite 200
Newport Beach, California 92660
(here -in -after sometimes referred to as "COMPANY")
FOR:
THE CITY OF UKIAH
POLICE DEPARTMENT
300 SEMINARY AVENUE
UKIAH, CALIFORNIA 95482
(here -in -after sometimes referred to as "AGENCY").
Data Ticket, Inc. intends to provide for the processing of bails, fines and forfeiture
thereof, in connection with the issuance of administrative citations pursuant to AGENCY
municipal code, other debts as specified by the AGENCY and for the issuance of
parking citations pursuant to the laws of the State of California.
ARTICLE I - CITATION PROCESSING
1.1 Referral and Reconciliation: COMPANY shall receive and process citations from
AGENCY. COMPANY will provide a reconciliation of the number of citations received
from AGENCY.
1.2 Determination of Processable Citations: COMPANY shall screen each citation
referred to it by the AGENCY to determine if the citation is processable. If the citation is
determined by COMPANY to be unprocessable (e.g., essential processing information
is missing) COMPANY shall return the citation to AGENCY for clarification COMPANY
will be paid the contractual rate hereinafter provided, for citations properly returned to
the AGENCY as unprocessable.
1.3 Collection and deposit of funds: A direct deposit system shall be employed for all
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DATA ® 4600 Campus Drive, Suite 200
TICKET Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
funds received for payment of citations. The AGENCY shall have the choice of jointly
owning a bank account with the COMPANY or directing the COMPANY to deposit into
an AGENCY account. Deposits shall be made directly into the account by the
COMPANY for the collecting AGENCY, with the exception of credit card payments
made using VISA, MasterCard and Discover cards belonging to the COMPANY. These
payments will be directly deposited into an account held by the COMPANY. Credit card
payments are reconciled and remitted on a monthly basis to the AGENCY, but tracked
on the citation management software on a daily basis. Citations paid by credit card are
marked "paid" real-time immediately upon authorization, thus affording the citizen the
opportunity to make payment at any time and have the payment recognized
immediately.
1.4 PAYMENT: If the COMPANY deposits into an AGENCY account, the COMPANY
will invoice the AGENCY for services rendered. Payment in full shall be due within thirty
(30) days after which interest shall be accrued at the rate of 10% (or lower if any
statutes, rules or regulations prohibit this rate). If the COMPANY deposits into an
account held jointly between the AGENCY and the COMPANY, the COMPANY shall
reconcile the account the month following the banking activity, disperse all revenue due
the AGENCY, the COMPANY, any tax liability and all refunds and send all supporting
documentation to the AGENCY for its records.
1.5 Identification of Registered Vehicle Owners: COMPANY shall exert best efforts to
obtain the name and address of the registered vehicle owner from the California State
Department of Motor Vehicles (DMV) and DMV'S nationwide, for each vehicle for which
a parking citation has been issued. COMPANY shall follow all procedures specified by
the DMV, and be consistent with the California Vehicle Code and DMV'S nationwide,
when identifying registered vehicle owners.
1.6 Verification of OwnershiG: COMPANY shall take reasonable measures to identify
and verify registered vehicle owners. Such measures will take into consideration factors
such as issuance of new license plates; address changes; license plate transfers to
other vehicles; name changes; and the validity of plates and registration during specific
time periods applicable to individual cases.
1.7 Delinquency Notices for Administrative Citations: In accordance with AGENCY
ordinance, delinquency notices will be sent to patrons who are not in compliance and
have not paid the fines in full. These notices will indicate future actions to be taken in
order to collect the fines owed the Agency.
1.8 Franchise Tax Board Interface: The Franchise Tax Board Interagency Intercept
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DATA ■ 4600 Campus Drive, Suite 200
TICKET ``y, Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
Program will be used as the next collection step in the process. A notice merging all
debts owed the AGENCY will be sent to the patron showing the total amount due the
AGENCY for Administrative and/or Parking Citations and demanding payment. If
payment is not received in full, social security numbers will be attached to each debt
and the debt will be placed with the Franchise Tax Board for collections.
1.9 Delinquency Notices for Parking Citations: In accordance with State law,
COMPANY will generate and mail (presorted, first-class postage) a delinquency notice
to all identified registered owners of vehicles who fail to pay their parking citation fines
or to post bail in the required manner. The mailed notice will include all information
required by the California Vehicle Code, including, but not limited to, the following:
A. The parking citation issuance date and number;
B. The consequences of nonpayment (i.e., a hold on the vehicle
registration and the imposition of penalties, towing, or issuance of a
possible warrant for their arrest; and
C. The amount of fines and fees due and payable
D. Affidavit of Non -Ownership
1.10 Registration Holds: The COMPANY will provide the system and procedures and
will interface with the California State Department of Motor Vehicles to place a hold on
vehicle registrations having unpaid parking fines and fees due against those vehicles in
accordance with the California Vehicle Code and any other applicable State and local
laws. The notification will be given within a reasonable period of time after issuance of
a delinquency notice. The period of time will not exceed the time limits provided by
state and local law.
1.11 Removal of Registration Holds: COMPANY will provide the system and
procedures and will interface with the California State Department of Motor Vehicles to
remove registration holds when a registered vehicle owner satisfies the entire amount of
parking citation fines, penalties, and fees due against the vehicle and establishes such
payment to the satisfaction of COMPANY.
1.12 Contested Citations: In the event a vehicle registered owner disputes the liability
for the outstanding parking citation, COMPANY will advise the registered vehicle owner
of his/her right to request an administrative review/hearing/court appearance. All
contested citations will be forwarded to the reviewing agency, hearing administrator U1
Court within the prescribed time period so that the matter can be adjudicated. (CVC
40200.7 & 40215 or Municipal Code).
1.13 Administrative Review and Hearing: The COMPANY may schedule administrative
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DATA ® 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET `"`= 888-752-0512
www.DataTicket.com
reviews/hearings to respond to citizens wishing to contest their citations and offers the
option to perform and administer those reviews and hearings. The COMPANY will
provide a web site for appeal and toll-free numbers for contestants, correspond with
contestants and notify them of decisions; maintain records of dispositions and appeal
paperwork and refer all paperwork to Court as required. The COMPANY shall not be
responsible for the AGENCY'S failure to provide correct or timely infraction information.
The AGENCY shall be responsible to pay the $25.00 court -filing fee if the review and
administrative hearing decisions are overturned by the court.
1.14 Citations Disposed of by Hearing/Court: The COMPANY may be required, as a
result of court action, to reduce or cancel, on an individual basis, citations which have
been referred to it. COMPANY shall be paid the contractual rate hereinafter provided
for processing the citation regardless of the outcome of court action. COMPANY will
maintain records indicating any reduction or cancellation of parking citations as a result
of review/hearing/court action. Citations that are dismissed as a result of
review/hearing/court decision will have the dismissal processed by the COMPANY
promptly after receipt from the review/hearing/court.
1.15 Suspension of Processing: COMPANY will suspend processing on any citation
referred to it for processing upon written notice to do so by an authorized officer of the
AGENCY. COMPANY will promptly return any citation or facsimile properly requested
by the AGENCY. COMPANY will maintain records indicating any suspension of citation
as a result of AGENCY'S request. COMPANY shall be paid the contractual rate
hereinafter provided for processing the citations suspended by the AGENCY.
1.16 Payments by U.S. Mail: It is the citizen's responsibility to ensure that payments
are received on or before the date due. The date received by the COMPANY will be the
criteria to establish any delinquent fees due.
1.17 Citation System Master File Update: COMPANY will regularly update the citation
master file for new citations, payments, reductions, cancellations, dismissals and any
other pertinent data.
ARTICLE II - PAYMENT PROCESSING
2,1 Disposition Processing. COMPANY will maintain all citation dispositions for a
minimum of two (2) years. Closed citations will remain on-line for a minimum of two (2)
years for research and statistical purposes.
2.2 Payments Processing: COMPANY shall process citation payments on a regular
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DATA ® 4600 Campus Drive, Suite 200
TICKET ina Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
basis. Payments shall be immediately posted in one (1) of three (3) following
categories:
"Regular Payments" are citations with the correct amount due, paid on or before the
due date. This includes payments properly complying with the first Courtesy Notice.
"Partial Payments" are citations paid after the due date or those where payment is
less than the total amount of due. .
"Appeal Requests" including payment are all requests for administrative/court
hearings. These requests are sorted so that the payment submitted is immediately
posted, an appeal hold is placed on the citation and if needed the original citations and
backup documents are retrieved for the appeal to be heard.
2.3 Miscellaneous Letters Processing: COMPANY will receive and review all
miscellaneous correspondence. These are generally letters requesting meter checks,
refunds, voids, or otherwise setting forth complaints. These letters will be researched
by COMPANY and may be forwarded to the AGENCY for proper follow-up.
2.4 Batching Procedures: COMPANY shall maintain effective procedures of internal
control. Such procedures shall involve reconciliation of all payments received using
generally accepted accounting principles. After proper reconciliation, deposit slips shall
be prepared for and deposits made at the appropriate bank, including an itemized listing
of all batch numbers included in the deposit. The batch of citation payment
documentation shall then be stored in a file room, for a period of two (2) years.
2.5 Cash Payments: COMPANY shall maintain an effective method of handling cash
payments. All cash received through the mail, shall be logged in a cash journal.
Thereafter, effective internal control procedures shall be implemented to reconcile such
payments using generally accepted accounting principles.
2.6 Deposits: All deposits shall be made daily, subject to regular banking hours.
Deposits shall be itemized and detailed information will be captured regarding submitted
funds. Deposit slips shall be prepared in duplicate, allowing one (1) copy for the bank
and one (1) copy for the COMPANY. If the bank account is held jointly, COMPANY
shall perform all reconciliation, refunds and cut all checks. This information shall be
available for AGENCY review. Deposits shall be directly deposited into the AGENCY'S
designated bank account, either jointly held with the COMPANY or individually held by
the AGENCY. If the AGENCY holds the account individually, it will supply deposit slips
and an endorsement stamp to COMPANY. In this case, COMPANY shall only have the
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DATA ■ 4600 Campus Drive, Suite 200
TICKET inc. Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
capability to make deposits on behalf of the AGENCY.
2.7 Revenue Report: A monthly revenue report will list all revenues received during the
preceding month. This report will also provide information regarding the AGENCY'S
responsibility to the County for the Jail and Court fund as required by Sections 40200.3
(a) of the California Vehicle Code and any other relevant taxes due.
ARTICLE III — WEB SITE
3.1 Citation Management Web Site: The COMPANY offers a web site for AGENCY
review of its database, including all citations and information relating to changes in
status.
3.2 Citizen Web Site Access: When the AGENCY has web site access, citizens who
receive citations will be able to access the web site to review their individual citations,
pay on-line and appeal on-line.
3.3 Web Site Interaction: The web site may be "view only" or "interactive", for the
AGENCY depending on requirements of the AGENCY.
3.4 Web Site Reports: Web site reports are available to the AGENCY on a daily, (24/7)
schedule.
3.5 Web Site Use: User ID's and passwords will be assigned to the AGENCY.
ARTICLE IV - GENERAL
4.1 Public Inquiries: The COMPANY will respond to reasonable inquiry by telephone or
letter of a non -judicial nature. Inquiries of a judicial nature will be referred to the
AGENCY for determination.
4.2 COMPANY Limitations: COMPANY will not take legal action or threaten legal action
in any specific case without AGENCY'S prior approval.
4.3 Use of Approved Forms: AGENCY shall have the right to reasonable approval of all
forms, delinquency notices, and correspondence sent by the COMPANY. These must
conform to State and local law.
4.4 Books and Records: COMPANY will maintain adequate books or records for
parking citations issued within the AGENCY'S jurisdiction and referred to COMPANY for
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TA 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET `"`A 888-752-0512
www.DataTicket.com
processing. Such books or records, and related computer processing data, shall be
available for reasonable inspection and audit by AGENCY at the COMPANY'S location
at reasonable times upon adequate prior notice to COMPANY.
4.5 Ownership: All reports, information, and data, including but not limited to computer
tapes, discs, or files furnished or prepared by the COMPANY or its subcontractor
(collectively the "Materials") are and shall remain exclusively the sole property of
COMPANY, and the AGENCY shall acquire no right or title to said Materials. All
computer software and systems, related automated and manual procedures,
instructions, computer programs, and data storage media containing same, and written
procedures performed hereunder (collectively the "System") are and shall remain
exclusively the sole property of COMPANY, and the AGENCY shall acquire no right or
title to said Systems.
The AGENCY is entitled to keep and use any reports and data it may reasonably need
to administer its parking citation program during or in the event of termination of this
agreement. The COMPANY will be required to reasonably cooperate with the
AGENCY, if it terminates the agreement, in obtaining all data and reports necessary to
assume administration of the program or contract with another company to administer
the program.
4.6 Property of AGENCY: All documents, records, discs, files and tapes supplied by
AGENCY to COMPANY in performance of this contract are agreed to be and shall
remain the sole property of AGENCY. COMPANY agrees to return same promptly to
AGENCY no later than sixty (60) days following notice to the COMPANY. The
AGENCY shall make arrangements with COMPANY for the transmission of such data to
the AGENCY upon payment to COMPANY of any open invoices and the cost of copy
and delivery of such information from COMPANY'S computer facilities to AGENCY'S
designated point of delivery.
4.7 Confidentiality: In order to enable COMPANY to carry out its work hereunder, to
some extent it will have to impart to the AGENCY'S employees information contained in
the Materials and Systems (collectively the "CONFIDENTIAL DATA"). The AGENCY
agrees that information contained in the data that was marked in writing as
"CONFIDENTIAL", "PROPRIETARY" or similarly, so as to give notice of its confidential
nature, when submitted to the AGENCY by COMPANY shall be retained by AGENCY in
the strictest confidence and shall not be used if disclosed in any form except if.
accordance with paragraph 4.8 herein below. The AGENCY recognizes that irreparable
harm could be occasioned to COMPANY by disclosure of CONFIDENTIAL DATA, which
is related to its business, and that COMPANY may accordingly seek to protect such
CONFIDENTIAL DATA by enjoining disclosure.
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DATA N 4600 Campus Drive, Suite 200
TICKET �rx" Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
4.8 Consent For Disclosure: No report, information, data, files, or tapes furnished or
prepared by COMPANY or its subcontractors, successors, officers, employees,
servants, or agents shall be made available to any individual or organization without the
prior written approval of AGENCY other than individuals or organization who are
reasonably necessary to properly effectuate the terms and conditions of this agreement.
This Non -Disclosure obligation shall survive the Termination of this Agreement.
4.9 COMPANY Files: COMPANY shall maintain master files on citations referred to it
for processing under this Agreement. Such files will contain records of payments,
dispositions, and any other pertinent information required to provide a reasonable audit
trail.
4.10 Storage for AGENCY:
A. COMPANY agrees to store original citations for the current year, plus
two (2) years, at which time they will be returned or to AGENCY or
shredded. COMPANY will have such information available on the
citation management system for a reasonable time period to permit
AGENCY retrieval of such information. AGENCY relieves COMPANY
of all liability costs associated with data released by AGENCY to any
other person or entity using such data.
B. Subsequent to the termination of the contract, COMPANY will return a
file containing all data belonging to the AGENCY.
ARTICLE V — ADDITIONAL SERVICES
5.1 Other Collections: COMPANY shall retain a percent of payments for delinquent
citations that have been processed in accordance with the current Agreement, and meet
the following criteria:
A. Delinquent parking citations: those citations so designated by the
AGENCY, for which the California State Department of Motor Vehicles
registration hold has been placed or dropped because of a transfer of
ownership or non -renewal of registration or a registration hold has not
been placed, but the normal daily processing cycle is complete.
1 Citations with out-of-state license plates that have gone through the first
courtesy notice process without payment.
C. Any other problem or special citations that the AGENCY so
designates and refers to COMPANY under this Agreement.
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DATA 0 4600 Campus Drive, Suite 200
TICKETinc Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
5.2 Postal Rate Increase: The COMPANY will maintain auditable records to document
the COMPANY'S actual postage costs associated with the mailing of delinquency
notices for unpaid citations and for other mailings related to the processing of
correspondence. If there is a postal increase, that increase will be invoiced effective on
the date that the postal rate increase goes into effect.
ARTICLE VI - REPORTS
6.1 Periodic Reports: COMPANY will submit reports to AGENCY the month following
the month in which activity has been reported. The reports will track activities relating to
performance under this Agreement. Among the reports which COMPANY may/will
generate are the following:
A. Report of Revenue Collected for Period
B. Report for Citations Issued for Period
C. A balanced summary report for issuing AGENCY providing the status of
all citations at the beginning of the period, current period activity, and at
the end of the period.
D. A report for issuing AGENCY identifying registered vehicle owners with
five (5) or more outstanding parking citations.
E. A report for issuing AGENCY identifying the citations issued, location,
violation by each officer.
6.2 Annual Reports: Annually, COMPANY shall comply with CVC 40200.3 (b)
ARTICLE VII - TERM OF CONTRACT AND ADDITIONAL SERVICES
7.1 Term and Renewals: This Agreement shall be for an initial period of five (5) years,
commencing as of the last date of signature. Unless notice of termination is made in
writing by either party to the other no less than ninety (90) days prior to the end of the
scheduled term, this Agreement shall automatically renew for subsequent one (1) year
periods. In conjunction with this automatic extension of the terms of this Agreement,
COMPANY may give notice of reasonable price adjustments for its processing services.
The AGENCY has thirty days to respond in writing to the purposed increase. Unless
AGENCY gives notice in writing of its rejection of these price adjustments, the term shall
be extended with these price adjustments as stated. If the AGENCY gives notice of its
rejection of these price adjustments, unless there is a further written Agreement
between the parties, the term of the Agreement shall not be extended and the
Agreement shall terminate.
7.2 Cancellation: Upon a material breach or upon ninety (90) days written notice to
TA ® 4600 Campus Drive, Suite 200
TICKET in Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
COMPANY, the AGENCY may cancel or terminate this Agreement. The COMPANY
shall have thirty (30) days to cure any material breach or defect set forth in the written
termination notice provided by AGENCY.
7.3 Exclusivity: AGENCY agrees to utilize only the services of COMPANY during the
term of this Agreement for the processing of the citations referred to above. AGENCY
agrees during the term of the Agreement to not directly or indirectly assist a competitor
of COMPANY in the performance of the services provided by COMPANY under this
Agreement.
7.4 Cost: Please see Cost Proposal for all associated costs.
ARTICLE VIII - CLAIMS AND ACTIONS
8.1 AGENCY Cooperation: In the event any claim or action is brought against
COMPANY relating to COMPANY'S performance or services rendered under this
Agreement, COMPANY shall notify the AGENCY, in writing, within ten (10) days, of said
claim or action.
8.2 Hold Harmless: COMPANY AND AGENCY agree to the following hold harmless
clauses.
A. COMPANY agrees to indemnify, defend, and hold harmless the AGENCY and its
officers and employees against all claims, demands, damages, costs, and liabilities
arising out of, or in connection with, the performance by COMPANY or AGENCY or any
of their officers, employees, or agents under this AGREEMENT, excepting only loss,
injury, or damage caused solely by the negligent acts or omissions of AGENCY or any
of its officers or employees.
B. AGENCY agrees to indemnify, defend, and hold harmless the COMPANY and
its officers and employees against all claims, demands, damages, costs, and liabilities
for loss, injury, or damage caused solely by the negligent acts or omissions of AGENCY
or any of its officers or employees arising out of, or in connection with, the performance
by AGENCY or any of its officers or employees under this AGREEMENT.
ARTICLE IX - SUBCONTRACTORS AND ASSIGNMENTS
9.1 Subcontracting: COMPANY is authorized to engage subcontractors, as permitted
by law at COMPANY'S own expense, subcontractors shall be deemed agents of
COMPANY.
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TICKET `K� Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
9.2 Assignments: This contract may not be assigned without the prior written consent of
the AGENCY. It is understood and acknowledged by the parties that the COMPANY is
uniquely qualified to perform the services in this agreement.
ARTICLE X - INDEPENDENT COMPANY
10.1 COMPANY'S Relationship: COMPANY'S relationship to AGENCY in the
performance of this Agreement is that of an independent COMPANY. Personnel
performing services under this Agreement shall at all times be under COMPANY'S
exclusive direction and control and shall be employees of COMPANY and not
employees of the AGENCY. COMPANY shall pay all wages and salaries and shall be
responsible for all reports and obligations respecting them relating to social security,
income tax withholding, unemployment compensation, worker's compensation, and
similar matters. Neither COMPANY nor any officer, agent, or employee of COMPANY
shall obtain any right to retirement benefits or other benefits which accrue to employees
of AGENCY, and COMPANY hereby expressly waives any claim it might have to such
rights.
ARTICLE XI - INSURANCE
11.1 Insurance Provisions: COMPANY shall provide and maintain at its own expense
during the term of this Agreement, the following policy or policies of insurance covering
its operations hereunder. Such insurance shall be provided by insurer(s) satisfactory to
the AGENCY and certificates of such insurance shall be delivered to the AGENCY on or
before the effective date of this Agreement. Such certificates shall specifically identify
this Agreement and shall not be canceled, reduced in coverage or limits or non -renewed
except after thirty (30) days written notice has been given to the AGENCY.
A) Comprehensive general liability insurance covering bodily and personal
injury and property damage. Limits shall be in an amount of not less
than one million ($2,000,000) dollars per occurrence. Such insurance
policies shall name the AGENCY, its officers, agents and employees,
individually and collectively, as additionally insured. Such coverage for
additional insured shall apply as primary insurance and any other
insurance or self-insured retention maintained by the AGENCY its
officers, agents and employees shall be excess only and not
contributing with insurance provided under said policy.
B) Comprehensive automobile liability owned, non -owned and hired
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Newport Beach, CA 92660
TICKET irx 888-752-0512
www.DataTicket.com
vehicles with not less than one million ($1,000,000) dollars combined
single limit, per occurrence for property damage and for bodily injury or
death of persons. Such insurance shall include the same additional
insured and cancellation notice provisions as specified above and may
be combined with the comprehensive general liability coverage required
above.
C) Throughout the period of Agreement, COMPANY, at its sole cost, shall
maintain in full force and affect a policy of workers' compensation
insurance covering all of its employees as required by the labor code of
the State of California.
ARTICLE XII — ENTIRE AGREEMENT
12.1 Integrated Agreement: This contract is intended by the parties as a final expression
of their Agreement and also as a complete and exclusive statement of the terms thereof,
any prior oral or written Agreement regarding the same subject matter notwithstanding.
This Agreement may not be modified or terminated orally and no modification or any claim
or waiver of any of the provisions shall be effective unless in writing and signed by both
parties.
12.2 Law Applicable: This Agreement shall be construed in accordance with the Laws of
the State of California.
12.3 Notice to Parties: Any notice required under this Agreement to be given to either
party may be given by depositing in the United States mail, postage prepaid, first-class,
addressed to the following:
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TICKET �rx Newport Beach, CA 92660
888-752-0512
www.DataTicket.com
AS TO THE AGENCY:
THE CITY OF UKIAH
POLICE DEPARTMENT
300 SEMINARY AVENUE
UKIAH, CALIFORNIA 95482
AS TO THE COMPANY:
DATA TICKET, INC.
A California Corporation
4600 CAMPUS DRIVE, STE 200
NEWPORT BEACH, CALIFORNIA 92660
IN WITNESS WHEREOF, the parties hereto have entered into this Agreement as of the
day and year last written below.
AGENCY: THE CITY OF UKIAH COMPANY: DATA TICKET, INC.
Signature: Signature
V20It
ice. /I
Print Name: Print Name:
Title: (_Im._ 7 Title:
Date: // Date:
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DATA. 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET inc. 949 752 6937 (x) 314 - Phone
HNowlan@DataTicket.com
PROPOSAL FOR THE CITY OF UKIAH
Manual Parking Citation Processing: $0.70
Services for the above-mentioned items include:
• On-site data entry of manually written citations performed within 48 hours of receipt
• On-site quality assurance verification of manually entered citations
• Scanning of all manually written citations onto our network for storage and ease of retrieval
• Bi -monthly shredding of manually written citations
Electronic Parking Citation Processing: $0.58
Services for the above-mentioned items include:
Automated citation transmission into Data Ticket's Citation Management Solution 24/7
Automated confirmation email detailing successfully transmitted citations
Automated transmission of photos attached to citations
Courtesy Notice: $0.73
Services for the above-mentioned item include:
• Semi -custom Courtesy Notice that is printed on an 8'/2 x 11" piece of paper and provided in a
window envelope sent to the registered owner of a vehicle
• All notices are attached to the citation online and are viewable via the web
• All notices sent via 15' Class Mail
• All notices include a return envelope in which the responsible party may submit payment
• This cost will increase as the US Postal Service increases the 151 Class postage rate
• This charge is only incurred if the individual does not pay off the windshield and a notice is
sent to the individual.
Out -of -State Collections: 26% of revenue collected
• This fee will cover all expenses associated with obtaining out-of-state registered owner
information and will be due when a citation is paid
• Data Ticket is a recognized Strategic Partner with NLETs; should the Agency have an
assigned ORI, Data Ticket will request usage of the ORI for reference/audit purposes only.
Data Ticket utilizes its own ORI for transactional purposes
• This fee is not combined with any other contingency fee. For example if a citation is rolled to a
delinquent status, only 28% of revenue collected will be charged
• If Data Ticket does not collect on a citation that is issued to an out of state plate, the Agency
does not owe this fee.
[Type text]
03:0912016
DATA N 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET Inc. 949 752 6937 (x) 314 - Phone
HNowlan@DataTicket.com
PROPOSAL FOR THE CITY OF UKIAH
Delinquent Collections: 28% of revenue collected
• This fee will be assessed when a citation is ninety (90) days past the citation issue date, or
when a second (2rd) notice is sent if sooner than ninety (90) days, assuming a first notice has
been sent to the registered owner and the citation is not on hold for any reason
• In addition to the Courtesy Notice, three Delinquent Notices will be sent to the registered
owner
• All notices are sent via First Class mail and all notices are printed on an 8 Yz x 11" sheet of
paper and folded into a window envelope; in addition, a window envelope is provided for the
recipient to return payment
• All notices are attached to the citation online and are viewable via the web
• If Data Ticket does not collect on a citation that is delinquent, the Agency does not owe this
fee
• Notices will be sent via 1" Class Mail, and Data Ticket will be responsible for the cost incurred
Franchise Tax Board Processing
SSN Look -up $3.00 per SSN
• This fee will be assessed to lookup a social security number associated with a particular
registered owner and address
• This charge is charged per unique SSN, not per citation
FTB Collections 15% of revenue collected
• This fee is charged if a citation is paid at the Franchise Tax Board
• This charge is not combined with any other charge; for example if a citation is rolled to
delinquent status and paid at FTB, only the 15% of revenue collected will be charged
• Data Ticket will send an FTB Notice to the Patron as required by the Interagency Intercept
Program; this notice will be sent via 1" Class Mail
• All notices are attached to the citation online and are viewable via the web
• Data Ticket will pay for the Agency's cost to participate in the FTB program; annually, FTB will
send an invoice to the Agency for the number of debts placed at FTB; the Agency will simply
provide this invoice to Data Ticket and Data Ticket will pay it in full
• If Data Ticket does not collect on a citation that is at FTB, the Agency does not owe the
collection fee
• Data Ticket will send an FTB Notice to the Patron as required by the Interagency Intercept
Program; this notice will be sent via 1" Class Mail
Advanced Collections Legal Action Not Required 30% of revenue collected
• This fee is charged if a citation is paid at Advanced Collections
• This charge is not combined with any other charge; for example if a citation is rolled to
delinquent status and paid at Advanced Collections, only the 30% of revenue collected will be
charged
[Type text]
03 09 2016
DATA 0 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET inn 949 752 6937 (x) 314 - Phone
HNowlan@DataTicket.com
PROPOSAL FOR THE CITY OF UKIAH
Adjudication:
1st Level Review Hold & Scanning of Review Request $0.50 per citation
• Data Ticket will review all documentation received by the Appellant and determine whether the
request received within the required timeframe
• If the request was received within the required timeframe, Data Ticket's Adjudication
Department will place the citation on an Administrative Review Request Hold and scan all
received documentation into the Citation Management Solution so it is displayed on the web
for the Agency's Staff
• If the request is received outside the required timeframe, the Agency will have the option to
proceed as though the request was received within the timeframe or it may elect to have Data
Ticket send a "time expired letter" rejecting the appeal
1st Level Review Disposition $1.00 per citation
• Data Ticket will review all documentation received by the Appellant and render a disposition
• The disposition will be available online for the Agency's Staff to review
1s' Level Review Disposition Letters $.75 per letter
• Data Ticket will send a custom disposition letter to the Appellant via 151 Class Mail
• All letters are attached to the citation online and are viewable via the web
• Disposition letters will be sent Monday - Friday
2nd Level Hearing Hold, Scanning and Scheduling of Hearing $0.50 per citation
• Data Ticket will review all documentation received by the Appellant and determine whether the
request received within the required timeframe
• If the request was received within the required timeframe, Data Ticket's Adjudication
Department will place the citation on an Administrative Hearing Request Hold and scan all
received documentation into the Solution so that it is displayed on the web for the Agency's
Staff and the Hearing Officer
• If the request is received outside the required timeframe, the Agency will have the option to
proceed as though the request was received within the timeframe or it may elect to have Data
Ticket send a "time expired letter" rejecting the appeal
• Data Ticket will work with the designated Hearing Officer to schedule the Hearing based on
either a pre -determined schedule or an ad hoc basis, depending on the Agency's schedule
2nd Level Hearing Disposition $85.00 per hour
• Data Ticket's independent, certified, insured hearing officers will be provided to the to perform
in-person, phone and written hearings
• Each hearing request will be reviewed, heard or read, and all required research will be
performed
• The Hearing Officer will enter a judgment into the Citation Processing System for viewing by
the Agency, Appellant and Data Ticket
• Hearings will be scheduled
• The Agency will incur costs associated with mileage as defined by Federal guidelines
• Data Ticket will work with the Agency to arrange for the use of a conference room at a Agency
location or the Agency may elect to have citations heard at a centralized location within the
County
[Type text]
03%09/2016
DATA ® 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET Inc. 949 752 6937 (x) 314 - Phone
HNowlan@DataTicket.com
PROPOSAL FOR THE CITY OF UKIAH
2"d Level Hearing Schedule & Disposition Letters $0.75 per letter
• Data Ticket will send a custom disposition letter to the Appellant via 15` Class Mail
• All letters are attached to the citation online and are viewable via the web
• Disposition letters will be sent Monday - Friday
Joint / Escrow Banking Services $100.00 per month
Services for the above-mentioned item include:
• Daily deposits of funds to the Agency's escrow account
• Online, real-time reconciliation reports that tie directly to the bank statement
• Processing of all credit card charge -backs and Insufficient Funds
• Month-end reconciliation of all funds collected
• Disbursement of County / State Surcharges at month-end
• Payment of Data Ticket's invoice
• Disbursement of the net remittance to the Agency
• Scanning of all payments directly to joint bank account daily using remote check deposit
• The Agency will be responsible for the purchase of banking supplies, including checks and
endorsement stamps; these fees typically run $200.00 per year
Charge -backs and NSF's $5.00 per issued instance
• Data Ticket will process credit card charge -backs and NSFs when notified of each occurrence
• Once processed, Data Ticket will send a custom letter to the individual detailing the returned
item and the amount due on the citation
Refunds $5.00 per issued instance
• Data Ticket will process refunds when notified of each need
• In the event the utilizes Joint Banking Data Ticket will verify, generate and send each refund
due
• Refunds will be issued weekly
• Refunds will be sent via V' Class Mail
Monthly Minimum $200.00
• A minimum fee of $200.00 will be charged on a monthly basis if services do not reach this
level (not inclusive of the Joint/Escrow Banking Services fee)
[Type text]
03/09/2016
DATA ® 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET in` 949 752 6937 (x) 314 - Phone
HNowlan@DataTicket.com
PROPOSAL FOR THE CITY OF UKIAH SERVICES INCLUDED AT NO ADDITIONAL
COST
Online Access for the Agency's Patrons: Included
The Agency's Patrons will have the ability to perform the following functions online:
• View real-time citation(s) data
• Pay for a single or many citation(s)
• Request a 1s' Level Administrative Review and attach up to three documents
supporting their position
• Request a 2nd Level Administrative Hearing Request and attach up to three
documents supporting their position
• Print a receipt
• View pictures of the citation taken by the issuing officer (if the Agency allows)
Online Access for the Agency's Staff: Included
Access to the Agency's data is based on unique usernames and passwords assigned to
each individual who requires access to the system. Data Ticket does not limit the number
of individuals who have access to the system and the number and types of access can
change at any point with a simple email request to Data Ticket.
Our Solution is setup to maintain a complete audit trail for each and every transaction in
the system so that the username is displayed next to every transaction in the system,
indicating who performed the transaction and when.
Dependent on the access rights provided to each Agency Staff member, the following
capabilities are available:
• View real-time citation(s) data, including pictures taken by the Issuing Officer
• Accept payment via VISA, MasterCard, Discover and American Express credit/debit
cards
• Accept payment via Cash, Check or Money Order
• Process NSFs and Refunds
• Reduce or increase violation amounts, dismiss citations, void citations and place a
citation on hold
• Change citation data, including violations, date, time, plate, location, comments,
make, model, color, registration expiration date and others
• Perform Administrative Reviews online by entering the disposition directly online
• Generate a time expired or letter of non responsibility for a citation in the adjudication
process
• View the complete reason for the Review Request and supporting documentation
provided by the Appellant directly online
• Edit Appellant information
• Upload disposition documents sent to the Agency via US Mail
• Add a note to a citation and see all comments added to the citation
• View the reason for the 2nd Level Administrative Hearing Request online and view the
supporting documentation provided by the Appellant, directly online
• Print a receipt with or without registered owner information
[Type text]
03 09 2016
DATA N 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET Inc. 949 752 6937 (x) 314 - Phone
HNowlan@DataTicket.com
PROPOSAL FOR THE CITY OF UKIAH SERVICES INCLUDED AT NO ADDITIONAL
COST
Reporting: Included
• Data Ticket offers 36 reports online as well as a Customized reporting application for
our Clients to generate, print and re -print 24/7. We provide real-time reports that can
be generated for any timeframe required and we provide pre-processed/month-end
reports that reflect the month-end view of data.
• All reports are available online and because we do not purge data unless specifically
requested to do so by a Client, the data is available as long as the Agency is a Client.
• All reports are generated in HTML so our Clients can copy and paste the data into
Excel for data manipulation purposes.
• If the Agency were to request a report that was not already available, Data Ticket
would work with the Agency to design the report and provide it to the Agency at no
cost.
Manual Payment Processing: Included
• Manually received payments (checks, cash, money orders and credit card payments
sent via US Mail) are received at our PO Box in Newport Beach where a bonded and
insured courier picks up the mail daily and delivers it to our Newport Beach office
• On-site Mail Department opens, sorts and batches the payments before providing
them to our on-site Data Entry Department
• After double-blind entry of each payment, the citations are updated by our Quality
Assurance team
• Payments are then provided to our Accounting Department where daily deposit slips
are completed and provided to a bonded, insured courier who takes them to the bank
Registered Owner Information: Included
• Registered owner information for all citations issued on California license plates
• Turnaround time for acquisition of California registered owner information is same day
• Registered owner information for all citations issued on out of state license plates
• Data Ticket is a recognized Strategic Partner with NLETs and has access to
registered owner information nationwide through the NLETs service
• Access to this system requires the use of the City's ORI for tracking purposes only;
Data Ticket will utilize its own ORI for actually acquiring the out of state data
• Turnaround time for acquisition of out of state registered owner information using
NLETs is same day
CA DMV Holds and Releases: Included
• California DMV Holds and Release performed daily via an online connection
• Holds and releases can also be performed real-time, upon request
• Citation amounts placed on hold are updated daily in the event a partial payment is
made
[Type text]
03/09/2016
DATA. 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET Inc 949 752 6937 (x) 314 - Phone
HNowlan@DataTicket.com
PROPOSAL FOR THE CITY OF UKIAH SERVICES INCLUDED AT NO ADDITIONAL
COST
Customer Service:
Included
• Data Ticket provides a live, bi-lingual, on-site Customer Service Department that is
fully trained to answer questions related to citation issuance, payment, adjudication,
fix -it tickets, sign -offs, FTB, advanced credit reporting collections and more
• All calls are recorded to quality assurance and recordings can be sent to the Agency
at any time for review.
• Data Ticket's IVR is bi-lingual and accessible via several toll-free numbers; the IVR
provides real-time information to the caller regarding current status, including the
amount due
• The IVR accepts VISA, MasterCard, Discover, and American Express
Web Presence: Included
• Data Ticket's Solution is 100% web -based and Section 508 Compliant and is provided
at: www.CitationProcessingCenter.com; this is a generic website in the sense that it is
not Agency branded. This website allows for the Agency and the Agency's Patrons to
access citations online
• If the Agency prefers to have an Agency branded website, one in which the look and
feel mimics that of the Agency's website, Data Ticket can and will provide this feature
to the Agency.
Conversion:
Included
Data Ticket will convert the citations currently with the Agency's existing vendor at no
cost to the Agency
Citations that have not had a payment and do not have a registered owner will
immediately be sent to the appropriate DMV so as to obtain a registered owner
[Type text]
0309 2016
DATA ® 4600 Campus Drive, Suite 200
Newport Beach, CA 92660
TICKET mc. 949 752 6937 (x) 314 - Phone
HNowlan@DataTicket.com
PROPOSAL FOR THE CITY OF UKIAH — FEES ASSESSED TO THE PATRON
Credit / Debit Card Processing $3.50 per transaction
• Data Ticket is PCI Compliant and provides for the ability to pay via Visa, MasterCard,
Discover, and American Express on our website, www.CitationProcessin-Center.com,
via our toll-free, bi-lingual Customer Service Representatives, and via our toll-free, bi-
lingual IVR Solution
• There is no charge to the Agency for credit / debit card processing; however, the
Patron is charged $3.50 per transaction; this means the Patron can pay for a single or
many citations at once and incur a single $3.50 fee
Payment Plan Processing $15.00 per transaction
• An administrative fee will be assessed to Patrons who wish to participate in a payment
plan
• This fee will cover the cost of the payment plan initiation, and the cost of a
confirmation letter that is sent to the Patron confirming the details of the payment plan
• The Agency will have the ability to determine whether Payment Plans are accepted
and, if so, what the parameters for payment will be
Credit Card Chargeback Processing $30.00 per transaction
• If a chargeback occurs, a fee will be charged to the Patron for the processing of the
chargeback
• No fee will be charged to the Agency
[Type text]
03109!2016