HomeMy WebLinkAboutStaff Report 2411-3775CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, January 13, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
5.Approval of Contract Amendment #5 to Contract C17164727 with Professional Account
Management, LLC, dba Duncan Solutions, for Parking Enforcement in the Amount of
$132,000 to extend the term for one additional year; CEQA Status - Not a Project
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Police
Meeting Date: January 13, 2025
Report #:2411-3775
TITLE
Approval of Contract Amendment #5 to Contract C17164727 with Professional Account
Management, LLC, dba Duncan Solutions, for Parking Enforcement in the Amount of $132,000
to extend the term for one additional year; CEQA Status - Not a Project
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or designee to execute
Amendment #5 with Duncan Solutions (C17164727) to extend the contract term by one year, in
the amount not to exceed $132,000 to continue parking enforcement services. This
amendment results in a revised total not to exceed contract amount of $992,000.
BACKGROUND
The City of Palo Alto contracted with Duncan Solutions after a competitive solicitation process
to facilitate parking citation processing in 2016 for the Police Department (PD)1. The City of Palo
Alto Office of Transportation (OOT) maintains a separate residential permit parking program
also using Duncan Solutions for citation processing. The contract extension would align the
term of the PD contract with Duncan Solutions to the OOT Residential Parking Program
contract. The contract extension supports work to purchase, implement, and transfer
operations and data to a new or updated management system to ensure proper functionality
for the community members upon the completion of a procurement process. A Request for
Proposal (RFP) has been published, responses received, and final vendor selection should be
next quarter with Council having an opportunity to approve the purchase.
ANALYSIS
Police Department’s contract is set to end December 31, 2024. Aligning the end dates for the
contracts of the Police Department and the Office of Transportation with Duncan Solutions
would provide additional time to implement a consolidated and more comprehensive parking
1 City Council, December 5, 2016; Agenda item #4; SR #7179
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=1581
management system between the two departments. This would allow both departments to
confer on services offered to the community, parking enforcement strategies, and determine
one comprehensive provider to include address the operational needs of both OOT and
PD. Currently, PD, OOT, and Revenue Collections team in the Administrative Services
Department are evaluating bids from several companies through the RFP process, in
conjunction with Dixon Resources, a parking subject matter expert. This amendment would
align the Police Department contract term with the Office of Transportation (OOT) contract
term in preparation for the selection of a parking management vendor and implementation of a
city-wide, comprehensive parking strategy, serving both City departments.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Vers.: Aug. 5, 2019
Page 1 of 4
AMENDMENT NO. 5 TO CONTRACT NO. C17164727
BETWEEN THE CITY OF PALO ALTO AND
PROFESSIONAL ACCOUNT MANAGEMENT, LLC
This Amendment No. 5 (this “Amendment”) to Contract No. C17164727 (the “Contract” as
defined below) is entered into as of December 30, 2024 by and between the CITY OF PALO ALTO, a
California chartered municipal corporation (“CITY”), and PROFESSIONAL ACCOUNT MANAGEMENT,
LLC, a 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 (as defined below) 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
One Hundred Thirty Two Thousand Dollars ($132,000) from Eight Hundred Sixty Thousand Dollars
($860,000) to a new total not-to-exceed amount of Nine Hundred Ninety Two Thousand Dollars
($992,000) with no rate increase and extend the term for an additional twelve (12) months,
changing from December 31, 2024 to a new ending term date of December 31, 2025.
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
Amendment No.3, dated April 17, 2023
Amendment No.4, dated April 29, 2024
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 December 31,
2025, unless terminated earlier pursuant to Section 19 of this Agreement.”
Docusign Envelope ID: 265B673D-FDF6-4E9A-9DCA-E3F95875E903
Vers.: Aug. 5, 2019
Page 2 of 4
SECTION 3. Section 4. “COMPENSATION FOR ORIGINAL TERM” of the Contract is hereby
amended to read as follows:
“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 Nine
Hundred Ninety Two Thousand Dollars ($992,000). 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. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “C” entitled “COMPENSATION”, ADDED / AMENDED, REPLACES
PREVIOUS.
SECTION 5. 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 6. 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: 265B673D-FDF6-4E9A-9DCA-E3F95875E903
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 – COMPENSATION, AMENDMENT NO.5, (AMENDED REPLACES PREVIOUS)
Docusign Envelope ID: 265B673D-FDF6-4E9A-9DCA-E3F95875E903
President / CEO
James Kennedy
Vers.: Aug. 5, 2019
Page 4 of 4
EXHIBIT “C”
COMPENSATION, AMENDMENT NO.5
(AMENDED, REPLACES PREVIOUS)
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule attached
as exhibit C-1 up to the not to exceed budget amount for each task set forth below.
The compensation to be paid to CONSULTANT under this Agreement for services described
in Exhibit “A” (“Basic Services”) and reimbursable expenses shall not exceed
$110,222.22 per year. CONSULTANT agrees to complete all Basic Services, including
reimbursable expenses, within this amount. Any work performed or expenses incurred for
which payment would result in a total exceeding the maximum amount of compensation set
forth herein shall be at no cost to the CITY.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s project manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for
Basic Services, including reimbursable expenses, does not exceed
$110,222.22 per year.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $1.35/cite/first three years
(Citation Processing) $1.37/cite/year four
$1.39/cite/year five
Task 2 $0.65/letter/first three years
(Notices Letters – includes postage) $0.68/letter/year four
$0.71/letter/year five
Task 3 $1.05/transaction/first three
years
(Internet Payments) $1.07/transaction/year four
$1.09/transaction/year five
Sub-total Basic Services $110,222.22 per year
Total Not-to-Exceed for Basic Services for nine years at $110,222.22, per year.
Maximum Total Compensation $992,000
Docusign Envelope ID: 265B673D-FDF6-4E9A-9DCA-E3F95875E903