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Home My WebLink AboutStaff Report 2303-11567.Approval of Amendment #3 with Professional Account Management LLC, dba Duncan Solutions Contract (C17164727) in the Amount of $80,000 and to Extend the Contract Term to April 28, 2024 for Parking Citation Management; CEQA Status – Not a Project. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Police Meeting Date: April 17, 2023 Report #:2303-1156 TITLE Approval of Amendment #3 with Professional Account Management LLC, dba Duncan Solutions Contract (C17164727) in the Amount of $80,000 and to Extend the Contract Term to April 28, 2024 for Parking Citation Management; CEQA Status – Not a Project. RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or designee to execute Amendment #3 to Contract Number C17164727 with Professional Account Management/dba Duncan Solutions to increase compensation by $80,000, for a new total not-to-exceed amount of $800,000, and to extend the contract term to April 28, 2024. EXECUTIVE SUMMARY The Office of Transportation and the Police Department have separate contracts with Duncan Solutions to respectively administer the parking permit program and to facilitate parking citation processing and collection. This attached amendment with Duncan Solutions extends the term for the Police Department contract to align with the Office of Transportation, in preparation for the next competitive solicitation for comprehensive parking permit and citation management services. BACKGROUND Parking enforcement throughout the city is divided between the two departments. The Police Department is primarily responsible for timed parking enforcement in commercial zones and enforcing the state vehicle code and city municipal code throughout the city including most Stanford property in City jurisdiction. The Office of Transportation is primarily responsible for enforcing the municipal code as it relates to the Residential Parking Program. Police Department employees provide physical enforcement for their department while Office of Transportation contracts the physical parking enforcement service to a vendor. The Police Department does not issue permits while Office of Transportation manages a parking permit program. Both departments use a service provider to process and collect fees and fines for the issued citations, in conjunction with the Administrative Services Department. ANALYSIS The City of Palo Alto contracted with Duncan Solutions to facilitate parking citation processing and collections in 2016 for the Police Department. The original contract value was not to exceed $653,0001. The contract was extended and expires April 30, 20232. Office of Transportation maintains a separate residential permit parking program also using the same provider for citation processing, contract number C19171363, with a not to exceed amount $627,000 and is due to expire March 31, 20243. Before this extension, both department contracts total $1,280,000. The attached contract extension would align the end dates for the two contracts. By extending the Police Department contract to align closer to the expiration of Office of Transportation contract, staff would have sufficient time to further explore options for a consolidated and more comprehensive parking strategy between the two departments, if feasible. This would allow the departments to enhance coordination on services offered to the community, parking enforcement strategies, and to determine whether one service provider can meet the operational needs across programs. FISCAL/RESOURCE IMPACT Apart from the total not-to-exceed amount, updated to accommodate the extension, and the contract ending date, the terms and conditions of the original contract remain unchanged, including the original costs for services. The FY2023 Adopted Police Department Operating Budget has sufficient funding for this contract; no additional budgetary action required. Funding for the term that ends in FY2024 will be subject to Council’s adoption of that budget during the normal budget cycle; no additional funding requirement is expected. STAKEHOLDER ENGAGEMENT This contract was reviewed and coordinated with internal departments including legal, procurement, and financial functions to ensure alignment with City policies and procedures. 1 City Council, December 5, 2016, Agenda Item #4, SR #7179 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/reports/city-manager-reports-cmrs/ year-archive/2016/id-7179.pdf 2 City Council, May 23, 2022, Agenda Item #10, SR #14437 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81902&dbid=0&repo=PaloAlto 3 City Council, June 24, 2019, Agenda Item #5, SR 10241 #14437 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/reports/city-manager-reports-cmrs/ year-archive/2019/id-10241.pdf ENVIRONMENTAL REVIEW Adoption of this amendment is not a project under CEQA. ATTACHMENTS Attachment A: City of Palo Alto Contract #C17164727 Amendment No. 3 APPROVED BY: Andrew Binder, Police Chief Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. THREE TO CONTRACT NO. C17164727 BETWEEN THE CITY OF PALO ALTO AND PROFESSIONAL ACCOUNT MANAGEMENT, LLC This Amendment No. Three (this “Amendment”) to Contract No. C17164727 (the “Contract”) entered into as of April XX, 2023 by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and PROFESSIONAL ACCOUNT MANAGEMENT, LLC, a Wisconsin limited liability company, located at 633 W. Wisconsin Avenue, Suite 1600, Milwaukee, WI 53203 ("CONSULTANT").CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract was entered into by and between the Parties hereto for the provision of parking citation processing and collection services, as detailed therein. B. The Parties now wish to amend the Contract in order to increase compensation by Eighty Thousand Dollars ($80,000) from Seven Hundred Twenty Thousand Dollars ($720,000) to a new total not-to-exceed amount of Eight Hundred Thousand Dollars ($800,000) with no increased in rates; to extend the term for one additional year, from April 29, 2023 through April 28, 2024. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C17164727 between CONSULTANT and CITY, dated December 5, 2016, as amended by: Amendment No.1, dated October 21, 2021 Amendment No.2, dated April 29, 2022 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 2, TERM, of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through April 28, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4 “COMPENSATION FOR ORIGINAL TERM” of the Contract is hereby amended to read as follows: DocuSign Envelope ID: 593164D6-6E2F-4C63-BB98-879033C28451 Vers.: Aug. 5, 2019 Page 2 of 4 “The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit “A” (“Basic Services”), and reimbursable expenses, for a total not to exceed amount of Eight Hundred Thousand Dollars ($800,000). CONSULTANT agrees to complete all Basic Services, including reimbursable expenses, within this amount with no changes to Exhibit C-1, Schedule of Rates.” SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: 593164D6-6E2F-4C63-BB98-879033C28451 Vers.: Aug. 5, 2019 Page 3 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO _____________________________ City Manager: APPROVED AS TO FORM: _____________________________ City Attorney or designee PROFESSIONAL ACCOUNT MANAGEMENT, LLC. By:______________________________ Name:___________________________ Title:____________________________ Attachments: Exhibit “C-1” entitled “Schedule of Rates” DocuSign Envelope ID: 593164D6-6E2F-4C63-BB98-879033C28451 President and CEO Tim Wendler Vers.: Aug. 5, 2019 Page 4 of 4 EXHIBIT “C-1” SCHEDULE OF RATES 2023-2024 Current Services Unit Price 4. Obtain California Registered Owner Information Included in processing cost Special Note: DMV liens are currently used as a collections tool and are included as a comprehensive collections program we reimburse the City $3.00 for every registration Optional Services Unit Price DocuSign Envelope ID: 593164D6-6E2F-4C63-BB98-879033C28451