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HomeMy WebLinkAbout2003-05-05 City Council (8)TO: City HONORABLE CITY COUNCIL City of PMo Alto Manager’s R epor 0 FROM:CITY MANAGER DEPARTMENT: POLICE DATE:MAY 5, 2003 CMR:252:03 SUBJECT:APPROVAL OF AMENDMENT TO CONTRACT #C2133010 BETWEEN THE CITY OF PALO ALTO AND THE CITY OF INGLEWOOD TO INCREASE COMPENSATION AUTHORITY FOR PARKING CITATION PROCESSING FOR THE SECOND YEAR BY $32,000 AND TO SET THE AMOUNT OF THE CONTRACT FOR EACH SUBSEQUENT YEAR OF THE AGREEMENT IN AN AMOUNT NOT TO EXCEED $95,000 RECOMMENDATION Staff reconmaends that the City Council authorize: 1) The City Manager to execute the attached amendment to contract #Czl~_~010 with the City of Inglewood for parking citation processing that increases the contract amount by $32,000 to maximum of $86,400 for the second year; and 2) The anaount of each subsequent year of the a~eement in an anaount not to exceed $95,000. BACKGROUND Since 1992, and as a result of two separate requests for proposal (RFP) processes, the City has had an a~eement with the City of Inglewood for the processing of parking citations. As a result of the latest RFP, on August 6, 2001, Council approved a multi-year agreement with the City of Inglewood and authorized the City Manager to renew the contract for up to four consecutive one-year temas (CMR:314:01). On August 5, 2002, Council authorized the City Manager to increase the contract anaount for the first year of the a~’eement to a naaxinmm of $77,000 and the amount for each subsequent year of the a~eement to an amount not to exceed $55,000 (CMR: 351:02). The initial amount of the a~’eement was based on the actual number of parking citations processed during FY 2000-01. However, the number of parking citations that have been issued and require processing have si~o-nificantly increased and as a result, an amendment to the contract is needed. CMR:252:03 Page 1 of 3 DISCUSSION Processing costs for parking citations are calculated on a per citation basis. During FY 2001-02, the Police Department issued significantly more parking citations compared to the previous year, largely due to a revised parking enforcement plan for the Downtown Business District, California Avenue Business District and the portion of Stanford Hospital which is located within the city limits. As a result, the costs associated with the first year of the a~eement exceeded the original contract of $55,000. On August 5, 2002, staff received Council approval to increase the contract by $22,600. The final processing costs for FY 2001-02 were $76,753. Police Department staffworked with the Purchasing Division to increase the contract authority to cover the proj ected additional costs for the second year of the agreement during FY 2002-03. Council authorized an additional Parking Enforcement Officer (PEO) in FY 2002-03 to provide consistent parking enforcement in the non-color zone areas of the downtown, Stanford Hospital and California Business District. The addition of another PEO was projected to increase City revenue by $200,000. However, the costs associated with the issuance of additional parking citations by the additional PEO were inadvertently not included in the second-year a~eement request for approval. The second-year a~eement approved by the Council was in the amount not to exceed $55,000. As a result, staff is requesting an additional $32,000 authority to cover these associated additional costs. Projected costs for processing parking citations for FY 2003- 04 and FY 2004-05 are estimated to be at $90,000 per year based on both projected parking citations issued and increase in the cost per citation processing. RESOURCE IMPACT Funds in the amount of $32,000 for the increased contract authority for the second year amendment are available in the Police Department’s 2002-03 budget. Funds will come from savings associated with the payment of booking fees to Santa Clara County. As the table below indicates, the revenue and costs associated with parking citations for the last four years has and will continue to increase. 1999-2000 2000-01 2001-02 2002-03 Parking citations issued 44,610 53,341 55,420 55,500* *Projected for remainder of FY 02-03 Contract Expense $53,826 $59,664 $76,753 $86,400* CMR:252:03 Page 2 of 3 POLICY IMPLICATIONS This report does not represent any change to existing City policies. ENVIRONMENTAL REVIEW This program is not a project as defined by the California Environmental Quality Act (CEQA) and is not subject to CEQA requirements. ATTACHMENTS Attactmaent A: Contract Amendment Attactmaent ~3 ¯ CMR:351:02 PREPARED BY: DEPARTMENT HEAD: JON iRNANDEZ Lieutenant Interim Police Chief CITY MANAGER APPROVAL: EM] HARRISON Assistant Manager CMR:252:03 Page 3 of 3 AMENDMENT NO. TWO TO AGREEMENT NO. C21330!0 BETWEEN THE CITY OF PALO ALTO AND THE CITY OF INGLEWOOD FOR NOTICE OF DELINQUENT PARKING VIOLATIONS SYSTEM-ONLY SERVICES =h=s 9~men~ment No.Two to ~g=~=m=..t No C21330!0 ~ ) i~ entered into by and metwee~ the CT~v=:: OF _._SSLO ALTO ("CTTV"),_ : and the CTTY___ OF iNGLEWOOD, a charter city in the state of California ("INGLEWOOD"). R E C.I T A L S: WHERRhS, .......:~@r~m=~.~~ -- ~n~ No. C2!330!0 was entered __.into between :r,e ~ ~ar:~es’ for ~ ’za<ionu~==~ of iNGLEWOOD’S commuterized~ ~arking ~{o!ations systems, including software, to process parking violations £ssu~@ by CITY’s :o_=ce Department for ~ii=@aI sar~qn@ in the City o{ Pa!o A!zo in accordance with applicable .state, county and municima! !aws; and WHEREAS, the mar~{=s wish to amend t~e ~-~==m=nt to soecifv~ ~ a ..... ma~mum =~imit to t~,e ........ commer, satlon for ~hose ~ervices _~n. each year of the contract term; ~umR=m,~m in ~-: i=~-=~ n f the covenants termsNOW, =_~:~_~=:.~:,~,co ....Q .....o.. o ,, condi:ions, and provisions of this P._menckment, the ~arties agree: s_~C-~ T<_=ON~ !._-~’<’~’~=b==-~- 5.0 entitled "COMPENSATION" is hereby amended, ~o read as follows: 5.1 !n consideration of in@lewood’s p~r{ormance of its ob!iga<ions under this =~+ ~ciud~ng ~he mailing of any Notice o:: Delinquent -Farking__. Violation ("N6t~c-’’= ) , and the mrovision of access to the System and related parking violation services during the term of this ~r--~-n~ City amrees to compensate ing!ewood in amount not to exceee ....Do~:=:s ( 000)Seventy-Seven Thousand ’ ~--$77,for Thousand Four Hundred Dollars ($86,400) for the second contract veer and the sum Of Ninety-Five Thousand Dollars ($95,000) for each annual extension =}~=-=~::=r~.~_~_.__. ~ amoun: ~ _~:! be ca!cu!a~ed ino: compensation accordance with the rate schedule and terms set forth in Exhibit "B" up ~o a maximum amount set forth in this section. 5.2 At the end of each month, ingiewood ~voice Citv for ~ervices :~.~:~ ~n 030430 sdl 0044328 accompanied by any documentation as may be requested by City. City agrees to pay such verified invoices within thirty (30) calendar days of receipt. Any and al! costs to be billed to and paid for by City shall to the extent possible be verifiable by receipts or other written documentation. City reserves the right to inspect and .copy any such records, reports, receimts, or other doc,amentation substantiating such costs during the regular business hours of ing!ewood. ing!ewood, at its sole option, may assess finance charges in an amount not to exceed !- 1/2% per month on undisputed outstanding unpaid balances of over 90 days. SECTION 2. Exgept as herein modified, all other provisions of the contract, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly ....’~m~n~m=n~ on the dateauthorized reoresentatives executed this ~ -" - ~ first above written. CITY OF PALO ALTO CiTY OF iNGLEWOOD City Clerk ~omROVED AS TO FORM: S~n_o. As _ _= i < st. City A~tornev ATTEST: City Clerk APPROVED AS TO FORH: City Attorney Director of A6minis:rative Services Poiice Oh{e{ insurance Review 030430 sdl 0044328 CERTIFICATE OF ACKNOWLEDGMENT (C!-~_~ = Code STATE OF On before me, :he undersigned, a notary mubiic_ in an~ for said Coun~v_.~., -~- =~ iv amoeared mersonaily known to me (or_ mroved to me onthe ba~< of satisfactory eviaence) to be the person(s) whosename(s) is!are subscribed to the within instrument, and acknowledged to me~the~" ’zedhe/she/they executed the same in n±s/her! .... author! camacity(ies), and :hat by his/her/their signa:ure(s) on the instrument the person(s), or :he upon behalf of which the person(s) ac~=~, executed the instrument. W<T~q<.q< my hand and official seal. 030430 sdl [1044328 TO: City of Palo Alto City Manager’s Report HONOtLKBLE CITY COL~CIL 2 0 FROM:CITY ~L&NAGER DEPARTMENT: POLICE DATE:AUGUST 5, 2002 CMR:351:02 SUBJECT:APPROVAL OFAMENDMENT TO CONT1L4~CT #C2133010 BET~VEEN THE CITY OF PALO ALTO AND THE CITY OF INGLEWOOD TO LNCREASE THE CONTIL4~CT AUTHORITY FOR PARKING CITATION PROCESSING SERVICES FOR THE FIRST YEAR BY $22,600 AND TO c~,~r THE .~Mu UN ~ OF THE CONTRACT FOR EACH SUBSEQUENT "YEAdR OF THE AGREEMENT IN Ad~ AMOUNT NOT TO EXCEED- $55,000 RECOMMENDATION Staff recommends that the City Council 1) authorize the City Manager to execute the attached amendment to Contract #C2133010 with the City of Inglewood for parking citation processing that increases the contract amount by $22,600 to a maximum of $77,000 for the first ~,ear; 2) authorize the amount each subsequent year of the a~eement in an amount not to exceed $55,0OO. BACKGROUND Since 1992, and as a result of two separate request for proposal (RFP) processes, the City has had an a~eement with the City of Inglewood for th~ processing of parking citations. During the last RFP process in 2001, three vendors submitted proposals. The City oftnglewood submitted the only proposal that met the criteria that had been established for selection. The criteria included the vendor’s experience, ability to provide on-line Department of Motor Vehicle services, ability to track and update parking violations from the Cib"s administrative review process, the ability to meet the City’s cash handling procedures, the provision of an audited financial statements, and cost to provide services. As a result, on August d, 2001, Council approved a multi-year ageement with the City of Inglewood and authorized the Cib’ Manager to renew the contract for up to four consecutive one-year terms (CMR:314:01). While Council approved funding in the amount of $ 55,000, the amount was inadvertently, not included on the a~eement. CMR:351:02 Page I of 4 DISCUSSION The initial amount of the agreement was based on the actual number of parking citations processed in the previous year. Process costs for parking citations are calculated on a per cite basis. However, during FY 2001-02, the Police Department issued significantly more parking citations compared to the previous year, largely due to the addition of a new Parking Enforcement Officer. As a result, the costs associated with the first year of the agreement have exceeded the original estimate of $54,400 by $22,600. Police Department staff worked with the Purchasing Division to increase the contract authority to cover additional costs; however, a misunderstanding by staff about City procedures resulted in this contract amendment coming to Council’ s attention after the closing of the 2001-02 fiscal year budget. Staff is recommending that Council approve an additional $22,600 in expense for the first year of the agreement. Funding is available in the Police Department’s operating budget, as a result of the cancellation of a contract for the attendant parking lot. At the time the contract was presented to Council for approval, the recommendation was for authorization for the first year of the contract in the amount of $54,400. However, no mention was made of the amount for subsequent years in the event staff elected to extend the terms of the contract. To further complicate matters, the contract document for the first year was silent as. to the "amount not to exceed.,’ Staff is recommending that Council approve an amount not to exceed $55,000 for each of the subsequent years. RESOURCE IMPACT Funds in the amount of $22,600 for the increased contract authority for~he first year amendment are available in the Police .Department’s 2001-02 budget. Since the fiscal year closing is in progress, staff is holding the funds pending Council approval of this contract amendment. As the table below indicates the revenue associated with parking citations for FY 01-02 was $120,000 more than the originally budgeted $1,400,000. CMR:351:02 Page 2 of 4 Revenue I generated $1,181,1621999-2000 2000-01 2001-02 Parking citations issued 44,610 53,341 55,420 $!,348,076 $1,521,720 Contract expense 553,826 $59,664 $76,753 Staff will be closely monitoring parking citation activity in the second year of the a~eement and will return to Council as part of the mid-year to increase the contract authority and add funding, if needed. At that time, staff will be better prepared to estimate the 2002-03 year-end costs for parking citation processing. POLICY IMPLICATIONS This report does not represent any change to existing City policies. This pro~am is not a project as defined by’ the California Environmental Quality Act (CEQA) and is not subject to CEQA requirements. NATTACHME~ ’TS Attachment A: Contract Amendment Attachment B" CMR:314:01 PREPARED BY: Police Administrator CMR:351:02 Page 3 of 4 DEPARTMENT HEAD: CITY MANAGER APPROVAL: Chief of Police Assistant City Manager CMR:351:02 Page 4 of 4 AMENDMENT NO. ONE TO AGREEMENT NO. C2i33010 BETWEEN THE CITY OF PALO ALTO AND THE CITY OF iNGLEW00D FOR NOTICE OF DELINQUENT PARKING VIOLATIONS SYSTEM-OhrLY SERVICES This .Amendment No.One to Agreement No. C21330!0 Ag_eemenc ) is entered into by and between the CITY OF PALO ALTO ("CITY"), and the CITY OF INGLEWOOD, a charter city in the state of California ("INGLEWOO~’). RE C I T AL S: WHEREAS, Agreement No. C2!33010 was entered into between the parties for utilization of INGLEWOOD’S computerized parking violations systems, including software, to process parking violations issued by CITY’s Police Department for illega! parking in the City of Pa!o Alto in accordance with applicable state, county and municipa! laws; and WHEREAS, the parties wish to amend the Agreement to specify a maximum limit to the compensation for those services in each year of the contract term; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this .Amendment, the parties agree: SECTION !. Article 5.0 entitled "COMPENSATION" is hereby amended, to read as fol!ows: 5.1 In consideration of inglewood’s performance of its obligations under this~ Agreement, including the mailing ofany Notice of Delinquent Parking Violation ("Notice"), and the provision of access to the System and re!ated~parking violation services during the term of this Agreement, City agrees to compensate ing!ewood in amount not to exceed Seventy-Seven Thousand Dollars ($77,000) for initia! term of this agreement and the sum of Fifty-Five Thousand Dollars ($55,000) for each annua! extension thereafter. The amount of compensation will be calculated in accordance with the rate schedule and terms set forth in Exhibit "B" up to a maximum amount set forth in this section. 5.2 At the end of each month, Inglewood shall invoice City for services rendered in the preceding month. Such 020801 sdl O0 .~167 invoices shall be accompanied by any documentation as may be requested by City. City agrees to pay such verified invoices within thirty (30) calendar days of receipt. Any and all costs to be billed to and paid for by City shall to the extent possible be verifiable by receipts or other written documentation.City reserves the right to inspect and copy any such records, reports, receipts, or other documentation substantiating such costs during-the regular business hours of Inglewood. inglewood, at its sole option, may assess finance charges in an amount not to exceed 1-1/2% per month on undisputed outstanding unpaid balances of over 90 days. follows: SECTION 2.A paragraph 11.9 is hereby added to read as This Agreement is subject to the fisca! provisions of the Charter of the City of Palo Alto and the Palo Alto Municipa! Code. This Agreement wil! terminated without any penalty (a) at the end of any fisca! year in the event that funds are not appropriated for the fo!lowing fisca! year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no !onger available. This paragraph 11.9 shal! take precedence in Zhe event of a conflict with any other covenant, term, condition, or provision of this Agreement. IN WITNESS WHEREOF, the parties have by their duly authorizea representatives executed this Amen~iment on the date first above written. 020801 sdl 0044167 CITY OF PALO ALTO CITY OF INGLEWOOD Mayor ATTEST: City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney ATTEST: City Clerk APPROVED AS TO FORM: City Attorney Director of Administrative Services Police Chief Risk Manager 020801 sd10044167 CERTIFICATE OF ACENOWLEDG~ENT (Civi! Code § 1189) STATE OF COUNTY OF ) ) ) On, before me, the undersigned, a notary public in and for said County, personally appeared persona!ly known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument, and acknowledged to me that he/she!they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the _,nsu_umenu the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. Signature of Notary Public 020~01 sdl 0044167 4 City of P lo Alto City Manager’s Report TO: FROM: DATE: SUBJECT: HONORABLE CiTY COUNCIL CITY NL42qAGER AUGUST 6, 2001 DEPARTMENT: POLICE CMR:314:01 APPROVAL OF AN AGREEMENT IN THE AMOUNT OF $54,400 WITH THE CITY OF INGLEWOOD FOR PARKING CITATION PROCESSING 6 RECOMMENDATION Staff recommends that Council ~uthorize the Mayor to execute the attached Agreement with the City of Inglewood in an mount not to exceed $54,400 for the handling and processing of parking violations. The first year of the agreement is for eleven months to enable staffto get on a fiscal year cycle, with an option for extensions up to four consecutive one-year terms. Funds for the current year are included in the Police Department’s 2001-2002 budget. Agreements for subsequent years would be based upon Council approval of funds. BACKGROUND Since September 1992, the CiW has contracted with the City of Inglewood for the handling of parking citations. In 1996, the City renewed a five-year agreement with the City of Inglewood. This agreement expired in April 2001. A Request for Proposal (RFP) was developed and staff had planned on sending it to potential vendors prior to the expiration date. However, due to staffing turnover in the Purchasing Division of the Administrative Services Department, there was a delay in the distribution of the RFP. As a result, staff recommended and Council authorized a 90-day extension. Staff recommended the extension of the agreement to allow potential vendors enough time to develop and submit proposals and to allow staff adequate time to evaluate the proposals. DISCUSSION Vendor Selection Process C!~:~:314:0I Page 1 of 3 Police, .Administrative Services, and City Attorney staff prepared a RFP for the processing of notices of parking violations. Specifically, the RFP requested vendors to submit proposals for services including: generation of delinquent parking violation notices, identification of registered owners, and placement and removal of vehicle registration holds. Seven potential vendors were identified. Requests for proposals were sent to these vendors on April 10, 2001. Vendors were given four weeks to respond to the RFP. Due to past experience of receiving only a small number of proposals for this service, staff personally contacted the majority of the vendors and encouraged them to submit proposals. Proposals were received from three vendors. (See Attachment A.) ~ ~vaiu~uon bormmLte comprised of four representatives from Police and Administrative Services Departments reviewed and ranked the proposals. The Evaluation Committee selected the City of Inglewood. Special emphasis was given to the following criteria: the contractor’s experience, ability to provide on-line Department of Motor Vehicle services, ability to track and update parking violations from the City’s administrative review process, the abilit3~ to meet the City’s cash handling procedures, the pro’~dsion of an audited financial statement, and cost to provide services. (See Attachment.B.) RESOURCE IMPACT The funds for this agreement in the amount of $54,400 are in the Police Deparnnent 2001- 2002 budget. Staff is proposing that the first year of the agreement be for eleven months only. This will allow for the agreement to follow the fiscal year cycle and will be much easier to budget for. Staff is recommending the additional option years due to minimal cost increases agreed upon by the City of Inglewood and the history of a lack of qualified vendors who have responded to proposals. The new agreement represents an increase of $.25 flat rate per citation over the per citation cost that has been in place for five years. Additionally, in prior years, the telecommunications link costs have been a modem link costing about $384 per month. Under the new agreement a frame relay cc~nnection to the LAN will reduce the cost by $200 per month. POLICY IMPLICATIONS This report does not represent an?’ change to existing City policies. CNER:.~14.01 Page ,, of 3 ENV’~,ON~V’~NT-4~L REVIEW This pro~am is not a project as defined by the California Environmental Quality Act (CEQA) and is not subject to CEQA requirements. ATTACHMENTS Attachment A: Attachment B: A~eement PREPARED BY: Vendor Response Evaluation Form!Criteria DAVID A. DUDLEY Supervisor of Police Services DEPARTMENT HEAD: Chief of Police CITY MANAGER APPROVAL: Assistant City Manager C.h4-R:3!4:01 Page 3 of 3 ATTACHMENT A VENDOR Cardinal Tracking, Inc. City of Inglewood Clancv Systems Enforcement Technology, Lockheed Martin, Phoenix Group Information Sys. Turbo Data System, Inc COMMENTS Did not submit proposal. Submitted proposal. Did not submit proposal. Submitted proposal. Did not submit proposal. Said could not be competitive Did not submit proposal. Submitted proposal. COSTS $1.35 per cite plus postage* $1.60 manual processing $1.00 per cite plus postage and 35% of foiiow-up revenue collected for out- of-state vehicles $1.35 per cite $1.35 manual processing and 35% of amount collected for Out-of-state processing Staff negotiated aprogressively lower rate than offered in the proposal submitted based a 5 year contract- $1.20 fiat rate per cite for the first eleven months. 51.30 fiat rate per cite for the second year. $1.35 flat rate per cite for the third year. CPI increases the fourth and fifth years. (CPI capped at 3.5% despite what market will bear.) AGREEMENT BETWEEN THE CITY OF !NGLEWOOD AND T~E CITY OF PALOA.LTO FOR NOTICE OF DELINQUENT PARKING VIOLATIONS SYSTEM-ONLY SERVICES This Agreement, dated , 2001, is made and entered into by and between the City of Ing!ewood, a charter city of the state of California ("Inglewood") and the City of Pa!o Alto, a charter city of the state of California ("City"). RECITALS WHEREAS, City wishes to utilize Inglewood’s computerized parking violations system, including software, ("System") to process parking violations issued by City’s Police Department for illega! parking in the City of Pa!o Alto in accordance with applicable state, county and municipa! laws. .__c=ua~ionWHEREAS, City requested mroposals for marking ~ ~ services, and ing!ewood has submitted a. proposa! which City staff has determined meets Cfty’s.parking citation services criteria; and WHEREAS, Inglewood wishes to allow City to utilize the System to perform certain parking violation handlingservices, but excluding any services directly related to the collection of.monies due and owing to ~City on account of unpaid "notice of parking violations" (individually, "Cite" and, collectively, "Cites"), the handling of delinquent Cites through judicia! procedures, or the rendering of customerservices, under terms and conditions mutually acceptable to the parties; NOW, THEREFORE, in consideration of the following covenants, terms and conditions, the parties agree: ARTICLE !.0 Term and Termination. !.! The basic term of this Agreement shal! be for a period of one (!) year, commencing August !, 2001, and the te~ may ~e extended at the option of City for four (4) consecutive one-year terms, subject to the sooner termination of this Agreement. 1.2 The extension of the basic term shall be contingent upon the fol!owing: 1.2.1 City’s city manager ("City Manager") approves of the extension and the Counci! of the City of Pa!o Alto appropriates funds to pay for ing!ewood’s services to be rendered during such extension terms; 1.2.2 The City Manager determines, in writing, ~=~ ing!ewood is fulfi!ling its obligations under, and is otherwise in w=~n the provisions of, this ~ ~== = ~ 010619 cl 0044106 1 ~.2.3 The parties agree to an extension of the Agreement under mutually acceptable terms and conditions. ¯1.3 This Agreement may be terminated as follows: 1.3.1 Notwithstanding any right .or remedy which is available to City, City may terminate this Agreement, without cause, upon the giving of ninety (90) calendar days’ prior written notice to ing!ewood, or, with cause, upon the giving of thirty (30) calendar days’ prior written notice to ing!ewood. Upon receipt of such notice, Ing!ewood shall cease rendering services under this Agreement as directed by City on the date set forth in such notice, and, within thirty (30) calendar days after the effective date of termination, return to City any and al! records, reports, documents, data, information and writings, as such term is defined in the California Evidence Code, to which City is entitled under this Agreement, or by law, including any writing relating to ing!ewood’s performance under this Agreement~ 1.3.2 inglewood may terminate this Agreement, without cause, upon the giving of ninety (90) calendar days’ prior written notice to City, or, with cause, upon the giving of thirty (30) calendar days’ .prior written notice to City, provided, however, City shall be afforded an opportunity to cure any breach or default under this Agreement withinthirty (39) calendar days of receipt of such notice, or, if the breach is not cured within such time, no default or breach shall be deemed to have occurred provided City has commenced to cure and is~continuing to cure any such breach or default within such period of time. This Agreement wil! not be terminated, unless and unti! City fails to cure such default or breach after a reasonable time has passed. 1.3.3 Upon City’s issuance or receipt of notice of termination, inglewood shal! cease to incur any additional expense without the prior written consent of the City Manager, provided, however, at City’s option, Ing!ew0od shal! complete its service obligations under this Agreement, including, without limitation, %he handling of Cites unti! the effective date of termination and the furnishing of copies of a!! records, reports, documents, data, information and writings as required herein to City. ARTICLE 2.0 Handlinc Services Provided by inglewood. 2.1 Without limiting the generality of this Section 2.1, !ng!ewood shall provide certain parking violations handling services, the details of which are more fully described in Exhibit "A", entitled "Scope of Handling Services", as fol!ows: 2.1.1 Provide City with on-line access to the System which wil! the entry, modification, or deletion of parking violation information, including payment of Cites, from hard copy source documents or electronically transmitted data, or both, and mermit the exchange of such data between City and Inglewood. 2.1.2 Provide City with a computer system, including software ("Computer System") which al!ows access to the California Depar-~ment of Motor Vehicles ("DMV") computer in an on-line mode to permit the retrieva!, review, and input of information essentia! to the handling of Cites, and generally complying with al! applicable laws, including DMV procedures, in facilitating such access and in engaging in other necessary actions. Such access shal! be made available at no cost to City, unless DMV institutes an access charge, in which case the access charge shal! be payable by City upon receipt of notice for such charge. 2.1.3 Provide City with a current parking violation master tape or tapes for back-up purposes on a request basis at a cost of seventy-five dollars ($75) per tape for a!! activities, including Cites. The magnetic tape shal! be in an ASCII format which wil! permit such data to be processed by a HP 3000 system computer. 2.1.4 Provide city with a Computer System which wil! al!ow access to accurate information concerning the handling of Cites, including the identity of registered vehicle owners, the establishment of .written verification procedures .used to identify and resolve problems associated with, inter alia, the issuance of new license plates, changes of address, and changes of vehicle ownership° 2.1.5 Provide City with access to a Comp@ter System which wil! facilitate the accurate tracking of delinquent Cites, and implement procedures for handling, mailing, and verifying, on a monthly basis or ozher frequency acceptable to the Project Manager, the fol!owing minimum amount of information on registered vehicles and registered vehicle operators: The fo!lowing information items (!) through (4) are supplied only by the DMV: 2. 3. 4. Registered owner’s name and address; Vehicle license number; Vehicle identification number; and Vehicle make. The following information items (5) through (!i) are supplied only by City: 6. 7. 8. 9. Cite issue time; Cite date; Cite number; Location where Cite is issued; Name of issuing agency; 010619 cl 004-4106 3 Description of California Vehicle Code sectioh or other statutory provision which is violated; and Genera! information on clearing, contesting, and paying Cites, including the amount to be paid and address to which payment is to be sent, and the consequences, of nonpayment thereof. 2/1.6 Provide City with initial and recurring training and computer documentation or operations manuals supporting access to the System which will facilitate the handling of Cites issued to out-of-state registered vehicles, including, at a minimum, the information to be provided under subsection 2.1.5. 2.1.7 Provide City with access to a Computer System which wil! al!ow the ability to directly communicate with DMV on the filing of Notices of Delinquency Parking. Violations, and the placing and removal of "holds" by City or Ing!ewood, al! of which shall be accomplished in accordance__ w~.. ...... ~mp!~~=~l=~ _ law and within the ~ime frame as may be established, in writing, by City. 2.1.8 Provide City with the opportunity to review via on-line terminals and approve al! standardized forms, reports, notices and letters in the System to be used by inglewood in performing services hereunder. 2.1.9 Provide City with the right to audit the System and a Computer System used pursuant to the .performance of services under this Agreement, upon the request of any City representative, and provide or obtain the right of entry to any premises in, on, or about which the System and Computer System software are kept or maintained. 2 ! !0 Provide City with proof of ing_ewoo~ s financial condition in the form and at times not less than on an annua! basis or as may be otherwise established by City. 2.1.11 Provide City.with on-line access to retrieve data and generate reports. 2.1.12 Provide City with access to a minimum of seven (9) on-line terminals and three (3) Personal Computers with emulator software (HP Vectra-compatible), Hard Disk Drive, MB tame_ backum,_ 17" SV~.~’’~ monitor (or larger), two (2) HP IV Laser Jet (or better) printers which may be used for printing of portions of the database, and one laptop computer wi<h wireless communication. 2.1.13 Provide City with a designated PTS Manager who shall be responsible for directly communicating with City representatives and for the execution of inglewood’s obligations under this Agreement. 010619 c! 00~4106 4 2.1.14 Provide City with such others services~as may be requested by City during the. term of this Agreement, including, without limitation, such assistance~ and cooperation as may be requested by City in the event a claim or action is brought against City relating to Inglewood’s services rendered under this Agreement, including notifying City of anysuch claim or action within 24 hours of receipt of service of such claim or action. 2.2 in the performance of services hereunder, Inglewood shall not do or undertake any of the following without the express prior written permission of the Project Manager: 2.2.1 Take any legal action on behalf of City against any person who is issued a Cite by City; 2.2.2 Threaten to take any legal action on behalf. City against any person who is issued a Cite by City; 2.2.3 Make any communication,- oral or written, regarding potential legal action on behalf of City against any person who is issued a-Cite by City, provided, however, Ing!ewood shall not be prohibited from mailing notices concerning Cites which contain similar language expressly prohibited in this subsection 2.2.3. 2.3 .Ing!ewood shal! convert and/or maintain City’s current parking violation data to the System. City shall notify Ing!ewood in writing o{_~the, parking violations data ~u~~ wishes to convert to the System. 2.4 ing!ewood’s written response to City’s Request for Proposals for Parking Citation Processing, to the extent such response, or any part thereof, is-not inconsistent with any provision of this Agreement, including Exhibits "A" and -"B", is hereby incorporated as Exhibit "C". in the construction or interpretation of any obligation of ingiewood hereunder, ing!ewood’s written response shal! be construed in a manner which wil! best augment ~and support any direct obligation undertaken by ing!ewood under this Agreement. 2.5 -Notwithstanding any other provision in this Article 2.0, ing!ewood shal! perform services in a courteous, professiona! and inoffensive manner or as requested by the City Manager or the Project Manager. ARTICLE 3.0 Other Resmonsibilities o~ inglewood. 3.1 inglewood shal! furnish City with e~ery reasonable opportunity for City to ascertain that the services.of ing!ewood are being performed in accordance with the provisions of.this ~== = "_n~o~ma~onA~___m_nu.A!l_ ~ : ~ ~ in ±ng±ewooc- "~’s possession that relates to inglewood’s performance under this Agreement shall be made ~nsp ....on ~=~= = ÷ ~’- of Cityavailable for ’ =~+~ by any authorized _~m~s~n~a__ve 010619 cl 0044106 5 upon reasonable notice. !nglewood will assist.and cooperate with any audit or inspection conducted pursuant to this Article 3.0. ARTICLE 4.0 Rights and Obligations of City. 4.1 The City Manager shall be the representative of City, and he or she shal! be authorized to execute and approve of any amendment to this Agreement, including the approva! of any extension of this Agreement as provided herein. Any reference to the City Manager herein shal! refer to his or her designee. The Assistant Chief of Police shall appoint the Project Manager for City and the Project Manager shall supervise the progress and execution of al! obligations of City under this Agreement. 4.2 City agrees to use reasonable efforts to assist and cooperate with Ing!ewood in such manner as may be requested by Ing!ewood’s PTS Manager. 4.3 City agrees to participate in semi-annual user-group meetings which will be held at a location, date and time approved by the users of Ing!ewood’s System services. The meetings wil! not exceed a duration of two (2) consecutive days. ARTICLE 5.0 Comoensation. 5.1 In consideration of !ng!ewood’s.performance of its obligations under this Agreement, including the mailing of any Notice of Delinquent Parking Violation ("Notice"), and the provision of access to the System and related parking violation services during the term of this Agreement, City agrees to compensate inglewood in such amounts for specified services under such provisions as are more fully set forth in Exhibit "B". 5.2 At the end of each month, inglewood shall invoice City for services rendered in the preceding month. Such invoices shal! be accompanied by any documentation as ~ay be requested by City. City agrees to pay such verified invoices within thirty (30) calendar days of receipt. Any and al! costs to be billed to and paid for by City shall to the extent possible be verifiable by receipts or other written documentation. City reserves the right to inspect and copy any such records, reports, receipts, or other documentation substantiating such costs during the regular business hours of ing!ewood. Ing!ewood, at its sole option, may assess finance charges in an amount not to exceed 1-1/2% per month on undisputed outstanding unpaid balances of over 90 days. ARTICLE 6.0 Confidentiality. 6.1 All records, reports, data, and information stored on computer tapes, disks, diskettes, and any other data storage media, that are created and prepared by or produced for inglewood, its officers, emp!oyees, agents and representatives for the purposes of retaining or transmitting the same to City pursuant to 0106!9 cI 0044106 6 the provisions of this Agreement are hereby deemed confidential to the extent such confidentiality is not inconsistent with applicable law. 6.2 All cQmputer systems and software, documentation, programs, and enhancement containing such confidential information shall remain the sole and exclusive property of Ing!ewood, and City agrees that it will exercise no right of ownership in and to such information, except as otherwise expressly permitted herein or as authorized by law. City further agrees not to provide or otherwise make available such information, or any part thereof, in any form to any person except as may be required by law or as otherwise provided herein. 6.3 !ng!ewood, its officers, employees, agents and representatives are prohibited from disclosing or making available to any person any information deemed confidential under this Agreement without the prior written approva! of City. ARTICLE 7.0 Insurance and Performance Bond. 7.1 Inglewood shall self-insure against a!l risks with respect to matters generally insurable under.comprehensive general liability, comprehensive blanket crime, and workers’ compensation policies and against al! acts or .omissions of inglewood, its officers, employees, agents, and representatives in the performance of or the failure to perform its obligations under this Agreement. 7.2 On or before !, 1996, inglewood shal! provide City with written confirmation of its self-insurance coverage on an annua! basis in accordance with the provisions of SectSon 7.1, and shal! state in detail the extent to which insurance coverage is automatically extended to or otherwise made available to Ing!ewood as a member of the South California Joint Powers insurance Authority. 7.3 Inglewood shal! provide a .performance bond in the amount of fifty thousand dollars ($50,000), which City determines will serve as security for the ful! performance of services .hereunder or as protection from liability, !oss or damage which City may sustain as a resu!z of ing!ewood’s (or the Sys=em’s) performance of or failure to perform under this Agreement. ARTICLE 8.0 indemm.ification. 8.1 inglewood agrees to protect, defend, indemnify and hold harmless City, its council members, officers, employees, agents and representatives from and against any and a!l demands, claims, liability, losses, damages, suits, or costs, including attorney’s fees, resulting from or arising out of the neg!igenz acts or omissions or the willful acts or misconduct of inglewood, its officers, emp!oyees, agen=s or representatives, or conduct for which strict liability is imposed at law, in the performance of or failure to perform its obligations under this Agreement. 8.2 City agrees to protect, defend, indemnify and hold harmless Inglewood, its council members, officers, emploYees, agents and representatives from and against any and al! demands, claims, liability, losses, damages, suits, or costs, including attorney’s fees, resulting from or arising out of the negligent acts or omissions or the willful acts or misconduct of City, its officers, emp!oyees, agents or representatives, or conduct for which strict liability is imposed at law, in the performance of or failure to perform its obligations under this Agreement. ARTICLE 9.0 Nondiscrimination. 9.1 !ng!ewood shal! not discriminate in the employment of any person pursuant to the performance of this Agreement on the basfs of that person’s race, co!or, nationa! origin, ancestry, religion, sex or disability. 9.2 If Inglewood is found in violation of the nondiscrimination provisions of this Agreement or applicable law in the performance of this Agreement, it shall thereby be found in materia! breach of this Agreement. City shall have the power and the right to terminate or suspend this Agreement, in whole or in part, or to deduct from any amount payable to inglewood such sums as are authorized by the Pa!o Alto Municipa! Code or by other laws to be deducted for each calendar day while such discrimination is occurring. ARTICLE !0.0 Notices I0.I Al! notices given hereunder shall be delivered, in writing, by mai!, postage prepaid, by facsimile transmission, or by persona! delivery, and addressed to either party as set forth below, or to such other addresses as may be noticed in writing: TO inglewood:City of ing!ewood c/o inglewood PTS One Manchester Boulevard Ing!ewood, California 90301-1750 Attn: Dean Viereck, PTS Manager TO Palo Alto:City of Palo Alto Police Department P. O. Box 10250 Pa!o Alto, California 94303 Attn: David Dudley, Project Manager ARTICLE !!.0 Miscellaneous Provisions¯ !i.! !ng!ewood shall keep itself fully informed of all current laws which may affect any person emp!oyed by Ing!ewood under this Agreement, or which may affect in any manner the operation of any computer system or Ing!ewood’s performance of services under this Agreement, or which govern the conduct of business of Ing!ewood in its perfo~mance under this Ag_~ment, and observe and comply with, and cause its officers, emp!oyees, agents, and representatives to observe and comply with, al! applicable .laws. 11.2 ing!ewood shal! not assign, or attempt to assign, any of its obl_ga~mons hereunder without the written consent of the City Manager, and any assignment shal! be null and void. 11.3 !ng!ewood in its relationship with City under this Agreement is a municipal agency and not an agent or emp!oyee of City. 11.4 This Agreement constitutes the final expression of the agreement between the parties, and it may not be modified except in writing and signed by the parties. 11.5 The waiver by either party of any breach o{ this a_~m-~ to be-Agreement, or any provision thereof, shal! not be ’== =’ a waiver of any other breach of this Agreement, or any part thereof, by the non-breaching party. The subsequent acceptance by either party of any fee or other consideration which may become due hereunder shall not be deemed to be a waiver of any preceding breach by the other party of this Agreement, or any provision thereof. 11¯6 The prevailing party in any action brought to ~=~ r from the non-enforce any provision of this Agreement may .~ove_ prevailing party _~s costs and expenses of suit,{nc]uding =~o:ney s fees¯reasonable ....’ 11¯7 The unenforceability, invalidity, or illegality of any provision of this Agreement shal! not render the other provisions unenforceable, ~--~id or ~]iemal ¯exh!Dm~s now!! 8 Al! " ’ ~or hereafter ~=~ r= =’ are by such reference d==m=d incorporated in ~his ~<=~m=nt and made a mart // // // // 010619 cl 004t4106 IN WITNESS WHEREOF, the parties have exeduted Ag_eemen~ on. the date first above stated CITY OF PALO CITY OF iNGLEWOOD this Mayor Mayor ATTEST:ATTEST: City Clerk APPROVED AS TO FORM: City Clerk APPROVEDAS TO FORM: Senior Asst. City Attorney APPROVED: City Attorney Assis~_an~ City Manager Director of Administrative Services Police Chief SCOPE OF ~LANDLiNG SERVICES SECTION ! -- ACCESS TO SYSTEM AND TRAINING !.!ON-LINE TERMINAL AVAILABILITY TO CITY. At al! times during a 24-hour period, Ing!ewood shal! allow City to input on-!ine to the System all Cites, deletions, holds and other related violation handling information. Inglewood shal! ensure that City will be able to retrieve, review and input any such information pertaining to Cites, deletions, holds and dispositions via video display terminal. The System configuration wil! be conducted and operated in accordance with all laws governing the civil adjudication of parking violations by means of administratige investigation and hearings. Information in the System shall be accessible by City via vehicle license number, vehicle identification number, registered owner’s name, and a violation number. ing!ewood shall maintain security of the System by means of specific account numbers and passwords~ 1.2 TRAINING. initia! training and recurring training on an on- going basis shall be provided by Ing!ewood at the city of inglewood at no cost to City. If it becomes necessary for ing!ewood ’to provide City staff with training (other than initial training) at City, then City agrees to reimburse inglewood for reasonable transportation, lodging and other incidental expenses actually incurred by Inglewood personnel who travel to the city of Palo Alto to provide on-site training as requested by City. 1.3 RESPONSE TO CITY INQUIRIES. ing!ewood shall respond to City’s telephone or electronic mail immediately. 1.4 UPDATE MEETINGS. Throughout the performance of inglewood’s service to City, the PTS Manager shal! communicate regularly with the Project Manager as required. SECTION 2 -- SERVICES 2.1 COLLECTION OF CITES. City on a daily basis will electron- ically transmit to !ng!ewood al! Cites which are generated in mortab!e mechanica! ticketwriters, andhandwriting or by _ Ing!ewood shal! provide the System which handles Cites each evening, or sooner. R=~ONCTLTATTON. < ~= ~~ ......ng_~wooc wi!l provide an on-line report of ~esreconc___=~lon -the daily ~-~’ of the nmmber of handled by ing!ewood. 2.3 2.4 2.5 VIOLATIONS SCREENING. The System shall screen ~each Cite issued by. City to determine whether the Cite contains the information necessary to enter it into the System. If the Cite is determined by the System each day to be in error (e.g., the specific violation is not checked, the date of the violation is missing, no vehicle license number or vehicle identification number is provided, and so forth), the Cite will be added to an on-line edit exception report. Ing!ewood shal! make available to City a report of the number of mismatched Cites and tickets and the number of delinquent Cites. City agrees to modify and/or delete mismatched Cites, as shall be deemed appropriate by City. Ing!ewood shall receive no additiona! commensation for handling a Cite that is resubmitted. NOTICES OF DELINQUENT PARKING VIOLATION. The System shall generate, on at least a weekly schedule, a Notice for each Cite which remains unpaid fourteen (14) calendar days after the date of issuance or pursuant to State of California law. Within two (2) working, days, Ing!ewood shall mai! these Notices to.th~ registered owners of the vehicles (whether or not the registered owners can be identified fully and clearly) cited, by means of first class mai!. The Notice shal! be Of a design and’format established and provided by City. IDENTIFICATION OF REGISTERED VEH!CLE OWNERS. The System shall make a minimum.of five (5) attempts (no more than one (!) attempt every fourteen (14) calendar days or other such time frame schedule agreed to by .the City) to obtain the name and address of the registered vehicle owner from the DMV for each vehicle for which a Cite has been issued, but payment for which has not been received within the required time period. City will respond to al! telephone inquiries, excepting only those telephone inquiries for which a response by ing!ewood is warranted in light of Ing!ewood’s ability to provide a solution. Ing!ewood shal! fol!ow all procedures specified by DMV, and shal! act in accordance with the California Vehicle Code when registered vehicle owners are identified. VERIFICATION OF OWNERSHIP. With each attempt to verify ownership through D~kfV, the System shal! ensure that adequate identification of registered vehicle owners and verification procedures are utilized whichtake into consideration, at the very least, the following factors: -Issuance of new license plates. -Address changes. =~ansfer of ownership - License plate transfers to other vehicles (subp!ated). - Name changes. "~ ~-~ du~g specific time- Validity ov plates and periods applicable to individua! cases ("as of" date). 2¸.7 NOTIFICATION TO LESSEE AND/OR SECOND REPORTED O~NER. Ing!ewood shall notify by mail any delinquent.lessee and/or second reported owner whose name and address is provided in the information received from DMV. Each such notification shall be considered a separate Notice. Ing!ewood shal! fo!low the lien process estab!ished under California law before it shall proceed against a subsequent purchaser of a used vehicle which has been cited by City. 2.8 VEHICLE REGISTRATION HOLDS. The System shall automatically place a hold with DMV on the registration of vehicles for which Cites and fees remain unpaid by the registered owners of such vehicles in accordance with, and within the time period provided in, the California Vehicle Code and other applicable laws. The commencement of the time period from the date of the Notice wil! be specified by City, or as that minimum time period may be established and amended in the California Vehicle Code. ing!ewood shal! transmit such holds to DMV, via on-line computer system transmission, for al! Cites that have not been satisfied. 2.9 REMOV~ OF REGISTRATION HOLDS. Once a registered vehicle owner remits the entire amount of fines, penalties, and fees due on unpaid parking Cites to the satisfaction of City, the System shal! electronically notify DMV within twenty-four (24) hours to remove the registration hold on that vehicle. 2.10 OUT-OF-STATE CITES. The System shall handle Cites against vehicles with out-of-state registrations separately according to the same procedures as those arising from in-state Cites. if such Cites become delinquent, Ing!ewood shal! attempt a minimum of two (2) times to electronically request the registered vehicle owner’s information from the motor vehicle agency, of the appropriate state. Should the out-of-state agencies institute a charge for this service, City wil! be the option of paying these costs or instructing ing!ewood to deactivate this portion of the System’s software. ing!ewood shall mai! a Notice to the__~_~_~~~=~=~ v=h~cle~._ _ owner, and shal! request that the registered vehicle owner :=m_~ the penaitv amount made payable to City 2.1~SUSPENSION OF _ROCnDUR~S The System shal! susmend the handling of any Cites issued by City umon receipt of appropriate notice by City. ....C~_m DESIGN.Upon remuest of City, ~ngiewood2.~2 ASSiStANCE WITH ~. " ~ shal! provide any assistance required in the design or =~,=nt of a standardized Cite ÷orm for use by City. ~ i3 QUALITY CONTROL The System shaa! have established _’~- ’~ conzro! p:o~_d .... which will mrovide a second check on <he .en~e,~ to the System.accuracy of all Cites and dismositions " ~=~ 2.14 USE OF APPROVED FO~MS. All forms, delinquency notices, and oorrespondence sent by Ingiewood shall conform to applicable law and shall be initially approved by City. SECTION 3 -- REPORTS AND DOCUMENTS STO~hGE 3.1 !ngiewood shal! prov~ide on-line access to City the fol!owing monthly reports within three (3) calendar days of the last day of the p-receding month at no additional charge to City: 3.1.1 FINANCIAL. reports. Revenue reports and violation tracking 3.1.2.MANAGEMENT. port. Violation statistics and officer re- 3.1.3 FIELD. Habitual offender reports showing vehicles with five (5) or more delinquent Cites with a total bail amount of at least three hundred dollars ($300.00). 3.1.4 OUT-OF-STATE. _ eDor us. and year-to-date revenue 3.1.5 SPECIAL.Special reports as _eaues~ed by City (including ad hoc reports). 3.2 CLOSED Violation REPORT. inglewood shall provide to City access (on-line or otherwise) to a quarterly closed violation report within twenty-one (21) calendar days after the c!ose of each calendar quarter. 3.3 3.4 iNGLEWOOD FILES. ingiewood shall maintain computer files in standard fo_rTaat on each Cite referred to Ing!ewood for handling under this Agreement. Such files shall include all records of payments, collection efforts, disposition, and any and al! other information required to provide an audit trai!. ing!ewood shal! provide City with a file layout describing the manner in which the data is stored and a listing of special codes for file descriptions. R~ORD RmT~N_±ON AND STO~hGE. During the term of this ~g_~m~n~, ing!ewood shal! retain each Cite and payment mn:orm, a~mon in its headquarters office and a duo!icate cooy of such Cite and the payment history at an off-site !ocation on behalf of City. Upon City’s request, ing!ewood shal! provide no City a back-up of the documentation on magnetic tape for the period of ~w~iv~ (12) months immediately preceding the date of City’s request. ±ngl~woo~ sha~ orovide disoosition forms and batch control forms, and shall file and retain disposition fo-~ms in its headouarters office, ing!ewood shall store the Cites and records ~= ~-=" h=~= ~^- additional costs to City for a minimum of five years. 4.1 SECTION 4 -- COSTS OF DOCUMENT DELIVERY The costs and expenses of mailing, delivering, or transmitting a Cite, record, report, document, data, or writing shal! be borne (as between the parties) by the party making such mailing, delivery, or transmitta!, except as otherwise provided. EXHIBIT ~B" City shai! pay ingiewood for services rendered, as fol!ows: !.i 1.2 1.3 1.4 1.5 Flat rate per Cite issued and electronically transferred: $1.20 - if paid before notice; first year $1.30 - if paid before notice; second year $1.35 - if paid before notice; third year CPI increases fourth and fifth years.CPI capped 3.5% depend what.m=_keu will bear. $0.39 - for each Cite noticed. F_=~ rate per Cite issued manually processed: $! 20 i.z p={~ h=fore ~ ~= first year $1.30 - if paid before notice; second year $1.35 - if paSd before notice; third year CPI increases fourth and fifth years.CPI .capped 3.5% depend what market will bear. $0.39 - for each Cite noticed. There is a charge of $1.20 for each Cite that does not require the sending of a Notice, which is entered and processed by City. There is a chafe of $1.59 for any Cite for which a Notice has been prepared. The provisions of Section !.I and 1.2 of this Exhibit assumes Notices are prepared within fourteen (14) days of issue, or other time period decided by the Project Manager. Out-of-state Cites will be billed in accordance with theflat rate per Cite set forth in this Section 1.2 to Exhibit B. Telecommunication access for one frame relay connection and routing hub provided by ing!ewood, which shall be reimbursed by City up to amount of $600 for installation costs incurred during the first year of the of the Agreement. The City wil! pay the monthly communication line charge of $120 month. City will reimburse ing!ewood for the cost of procuring the performance bond. Such annua! procurement cost shall not exceed eight hundred dollars ($800). ~,h--r= is a charge of seventv-~{v= dollars (:75~. 00) met ~_mu~s~ basis only) for ~{~{nm Citymamnetic tape (on a ~= =" _ m==~_ tapeswith any number of current marking vio!arion ....r . showing all activities handled. 1.6 City wil! pay for the prevailing U.S. first class p~stage, plus a mailing service charge at a current cost totaling 39 cents. Postage increase from U.S.P.S. will apply on effective date. Mailing services are optional and may be initiated or discontinued by City at any time. City may also direct ing!ewood to communicate by electronic means any documents to be mailed to a private mailing house, the City, or to any other !ocation suitable to accepting electronic correspondence. EXHIBIT "C" City’s Request for Proposal for Parking Citation Processing Services and ing!ewood’s Proposal response are hereby attached.