HomeMy WebLinkAboutStaff Report 11492
City of Palo Alto (ID # 11492)
City Council Staff Report
Report Type: Action Items Meeting Date: 2/22/2021
City of Palo Alto Page 1
Council Priority: Transportation and Traffic
Summary Title: LPR Surveillance Policy and Approve Contract Amendment
with Duncan Solutions
Title: Approval of LPR Surveillance Use Policy and Approval of Amendment
Number 1 to Contract Number C18172676 With Dun can Solutions to add
$140,000, for a new Not-to-Exceed Amount of $767,000 for License Plate
Recognition Implementation in Parking Enforcement
From: City Manager
Lead Department: Transportation Department
Recommendation
Staff recommends that the City Council:
1.) Approve Amendment Number One to Contract number C19171363 (Attachment A) with
Professional Account Management LLC, dba Duncan Solutions (serving the Residential
Preferential Parking Program, and previously procured), to add Automatic License Plate
Recognition (ALPR) technology to Office of Transportation parking management efforts
and add $140,000 to the total contract amount (Attachment B); and,
2.) Approve the Automatic License Plate Recognition (ALPR) surveillance policy and use of
ALPR technology for parking management uses including enforcement, parking time and
permit tracking, and related parking data analysis (Attachment C).
Background
The City of Palo Alto’s Office of Transportation engaged the services of Dixon Resources
Unlimited in May 2017 to facilitate the development of a comprehensive Request for Proposals
(RFP) for a Parking Permit and Citation Management System. This process began with vendor
demonstrations from the industry that helped to shape the requirements of the subsequent
RFP. In February 2018, the City’s Purchasing Division released an RFP for the development,
implementation, support, and maintenance of a Parking Permit and Citation Management
System to enhance the customer experience for online permit and citation activity, str eamline
processes for parking programs and provide City staff with enhanced technology.
The City Council approved a contract in June 2019 with Professional Account Management LLC
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(referred to herein as “Duncan Solutions”) to build and host an online permit sales and citation
processing system, and to train City staff to utilize online tools to better serve customers.
Duncan Solutions will also provide upgraded parking citation handheld devices (Staff Report #
10241).
This report brings forward a contract amendment (Attachment B) and recommendations to
advance the City’s efforts toward improving parking management efficiencies with the use of
ALPR technology. In September 2018, Council adopted a Surveillance and Privacy Protection
Ordinance outlining procedures and reporting requirements for protecting personal privacy and
use of surveillance technologies (Staff Report # 8834), explicitly including ALPR technology as a
“surveillance technology” under the ordinance.
Discussion
The proposed contract amendment allows the Office of Transportation to easily and readily
collect parking availability data and utilize technology to decrease enforcement costs. The
amendment is intended to implement an additional service for hardware and softwar e
upgrades for Automatic Licence Plate Recognition (ALPR) services and devices. ALPR
capabilities establish a sure and proven way to save costs on enforcement and establish regular
parking availability data. Establishing regular parking availability data enables data-driven
parking policy discussions and decisions.
The contract amendment aligns with the Office of Transportation’s recommendations for
program improvements and cost-saving efforts in response to the COVID-19 pandemic
(supplemental memo to Staff Report # 11376). The amendment contains the following
anticipated deliverables as a one-time, comprehensive initiative for ALPR technology
implementation:
• Two (2) Automatic License Plate Recognition in-vehicle units
• 5-year extended warranty with advanced replacement coverage
• AutoVu SharpX dual base KIT includes main processing unit, brackets, wiring,
navigator kit w/GPS, high-resolution LPR units and in-vehicle licenses
• Genetec Security Center Base Package-Version 5.5 which includes: 1 directory, 5
security desk client connections, Plan Manager Basic for 3 maps and 30 entities,
alarm management, advanced reporting, system partitioning, zone monitoring,
email support, and macros support
• Mapping license including data for North America-per vehicle license
• Panasonic Toughbook CF520 complete kit; mounting hardware, docking station,
and vehicle power adapter
• AutoVu Mobile City with wheel imaging system onsite turn-key installation for
each vehicle
• Permit zone configuration services for AutoVu Mobile City (ex. zone, editor,
mapping, custom enforcement rules)
• All-inclusive installation services
• 5-year extended warranty purchase with Advance Replacement Coverage
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• Duncan AutoPROCESS list integration, including ongoing maintenance and support
As ALPR technology presents the potential to capture personal identifying information via it s
camera-sensor technology, an evaluation of ALPR technology is provided below, and a policy
relating to the system was developed and is provided in Attachment C. Additionally, the City’s
Information Technology Department (IT) has provided an evaluation in the form of a
standardized Business Impact Assessment (BIA) and Vendor Information Security Assessment
(VISA) documentation processes. The VISA process enables staff to understand vendors'
security practices, previous data breaches, compliance with industry standards, and disaster
preparedness. The process documents vendor policies regarding passwords, encryption, log
monitoring, system/application patching, physical security, and other details.
Per the ordinance, “surveillance technology” means any device or system primarily designed
and used or intended to be used to collect and retain, audio, electronic, visual, location, or
similar information constituting personally identifiable information associated with any specific
individual or group of specific individuals, for the purpose of tracking, monitoring or analysis
associated with that individual or group of individuals. Examples of surveillance technology
include but are not limited to the following: drones with cameras or monitoring capabilities,
automated license plate readers, closed-circuit cameras/televisions, cell-site simulators,
biometrics-identification technology, and facial recognition technology (See PAMC 2.30.680(c)).
The ordinance requires a surveillance evaluation of the technology using the following criteria:
1. A description of the technology with an explanation of how it works and what
information it captures;
2. Information on the proposed purpose, use, and benefits of the surveillance technology;
3. The locations or locations where the surveillance technology may be used;
4. Existing federal, state and local laws and regulations applicable to the Surveillance
Technology and the information it captures; the potential impacts on civil liberties and
privacy; and proposals to mitigate and manage any impacts; and
5. The costs for the surveillance technology, including acquisition, maintenance, personnel
and other costs, and current or potential sources of f unding.
Surveillance Evaluation – Automatic License Plate Recognition technology (ALPR)
1. A description of the surveillance technology, including how it works and what information it
captures:
a. ALPR technology uniquely identifies individual vehicles via camera sensor technology
capable of reading License Plate Numbers.
2. Information on the proposed purpose, use and benefits of the surveillance technology :
a. Utilizing ALPR technology is primarily intended for tracking parking time, enabling a
variety of parking management tools.
3. The location where the surveillance technology may be used:
a. ALPR technology will be utilized by enforcement personnel for on-street parking
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duration monitoring, and,
b. in the future, the technology may be used in public garages and lots where future
ALPR enabled systems are installed, such as new California Ave. garage, as well as
Downtown garages where Parking Guidance System technology is planned for
deployment.
4. Present federal, state, and local laws and regulations applicable to th e Surveillance
Technology and the information it captures; the potential impacts on civil liberties and
privacy; and proposals to mitigate and manage any impacts:
a. Other than the City’s Surveillance Technology ordinance , the following state laws are
applicable to the use of ALPR by the City: California Civil Code section 1798.29
(Accounting of Disclosures); and section 1798.90.5 et seq. (Collection of License
Plate Information).
b. ALPR data will only be utilized for legitimate parking management efforts, for
parking enforcement efforts, to log parking stay information and data, to
communicate parking availability, and to quantify parking occupancy rates.
c. Regarding the potential impacts on civil liberties and privacy, camera sensor data
images will be kept only until enforcement efforts are finalized and/or converted to
numerical parking stall data for parking management analysis. While other law
enforcement capabilities could be enabled by ALPR, such services will not be
enabled or utilized.
d. All ALPR data downloaded to City equipment and in storage shall be accessible only
through a login/password-protected system capable of documenting all access of
information by name, date, and time (Civil Code § 1798.90.52). Only Director-
approved Office of Transportation and Administrative Services staff and the
contractors will have access to ALPR data and will only be permitted to access the
data for authorized Office of Transportation purposes. ALPR data audits will be
conducted yearly and will report who has accessed what types of data and why.
5. The costs for the surveillance technology, including acquisition, maintenance, personnel,
and other costs, and current or potential of funding:
a. The cost of the LPR technology purchase for this initial investment in LPR devices for
on-street monitoring is $140,000. This includes installation and setup, and initial
maintenance needs.
The intent of utilizing LPR technology is to improve parking management strategies and
customer satisfaction, as well as to improve cost -effectiveness and operational efficiencies.
Given the limited potential of personally identifiable information being transmitted or shared
by this technology, its limited and purposely narrowed applicability to parking management
strategies, combined with data security and non-retention practices, staff recommends
approving the use of LPR hardware and software. The surveillance policy for the LPR technology
is included in Attachment C.
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Timeline
The timeline to complete and release the system for full implementation will be identified in
the project plan to be submitted by Duncan Solutions for City review and approval after the
execution of this agreement. Subject to Council approval, Duncan Solutions hardware
installation will begin 60-90 days after procuring the equipment needed for LPR enforcement.
During this time frame, Duncan Solutions would also train City and enforcement staff on how to
use the back-end interface of the equipment. Staff anticipate s being able to procure the
essential hardware by April 2021 or shortly thereafter, with full implementation expected to
launch by late Summer 2021.
Resource Impact
Funding for this contract amendment is available in the FY 2021 Adopted Operating Budget of
the Residential Preferential Parking Fund. During the FY21 budget process, staff recommended
that Council approve utilizing LPR as part of other changes in operations that would improve
cost recovery in the Residential Preferential Parking Program. This includes potentially realizing
a significant cost-savings in RPP contract enforcement from reducing enforcement levels made
possible by switching to ALPR. The anticipated cost savings in RPP enforcement in FY21 is
estimated to be $427,000 and $267,000 in FY22. Switching to ALPR will also reduce future
expenses for parking data collection by eliminating the need for a parking occupancy consultant
to data. Prior cost for data collection was $14,000.
In an At Place Memo, the expense to purchase and implement an LPR system was estimated
and approved by the City Council at $100,000. Upon conclusion of contract negotiations, the
final expense was determined to be $140,000. The additional $40,000 in expenses can be
absorbed by the FY 2021 RPP fund appropriation. This funding is available due to savings
generated by parking enforcement cessation in the first quarter of FY 2021, part of the City’s
response to COVID-19. Funding for future years of the contract is subject to City Council’s
approval through the annual budget process.
Stakeholder Engagement
The City conducted a Request for Proposals (RFP) process for a Parking Permit and Citation
Management System (including an option to add License Plate Recognition technoogy); the RFP
was open for 33 days. The City received five responses to the RFP, from the following
proposers:
• Duncan Solutions
• IPS Group
• Phoenix Group
• Data Ticket
• Passport
Based on the written proposals, Duncan Solutions and Data Ticket were selected for the next
phase of the evaluation process. On November 13, 2018, Duncan and Data Ticket each
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participated in a 2-hour oral interview with City staff, sharing their proposed solutions. Staff
members from the Office of Transportation, Police Department, Information Technolog y
Department, and Administrative Services Department participated in the oral interviews. The
proposers also participated in an external stakeholder session, where they demonstrated how
their system would operate in Palo Alto. That stakeholder session incl uded local business
owners and residents. Vendors were given two (2) hours to present their customer facing
portals and answer questions from stakeholders regarding the technological abilities.
Based on the submitted proposals, oral interviews and externa l stakeholder sessions, the
evaluation committee selected Duncan Solutions for commencement of contract negotiations.
Environmental Review
The proposed action is a contract amendment affecting how permits and citations will be
processed and will not result in any physical changes to the environment. Thus, no review is
required pursuant to the California Environmental Quality Act (CEQA).
Attachments:
• Attachment A: C19171363 Duncan Solutions
• Attachment B: C19171363_AmendNo1_Duncan
• Attachment C: ALPR Survelliance Policy
CITY OF PALO ALTO CONTRACT NO. C19171363
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND
PROFESSIONAL ACCOUNT MANAGEMENT, LLC
FOR PROFESSIONAL SERVICES
This Agreement is entered into on this 20th day of May, 2019, (“Agreement”) 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 West Wisconsin Avenue, Suite 1600, Milwaukee, Wisconsin, 53203
("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement.
A. CITY intends to develop, implement, support, and maintain a Parking Permit
Management System to facilitate online permit sales and distribution for a variety of parking
programs and a related Parking Citation Management System (“Project”), and desires to engage
a consultant to provide services in connection with the Project (“Services”).
B. CONSULTANT has represented that it has the necessary professional expertise,
qualifications, and capability, and all required licenses and/or certifications to provide the
Services.
C. CITY in reliance on these representations desires to engage CONSULTANT to provide
the Services as more fully described in Exhibit “A”, attached to and made a part of this
Agreement.
NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions,
in this Agreement, the parties agree:
AGREEMENT
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described at
Exhibit “A” in accordance with the terms and conditions contained in this Agreement. The
performance of all Services shall be to the reasonable satisfaction of CITY.
SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through March 31, 2024
unless terminated earlier pursuant to Section 19 of this Agreement.
SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance
of Services under this Agreement. CONSULTANT shall complete the Services within the term
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of this Agreement and in accordance with the schedule set forth in Exhibit “B”, attached to and
made a part of this Agreement. Any Services for which times for performance are not specified
in this Agreement shall be commenced and completed by CONSULTANT in a reasonably
prompt and timely manner based upon the circumstances and direction communicated to the
CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall
not preclude recovery of damages for delay if the extension is required due to the fault of
CONSULTANT.
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit “A” (“Basic Services”),
and reimbursable expenses, shall not exceed Six Hundred Twenty Seven Thousand Dollars
($627,000.00). CONSULTANT agrees to complete all Basic Services, including reimbursable
expenses, within this amount. The applicable rates and schedule of payment are set out at
Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of
this Agreement. 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.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions
of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services
performed without the prior written authorization of CITY. Additional Services shall mean any
work that is determined by CITY to be necessary for the proper completion of the Project, but
which is not included within the Scope of Services described at Exhibit “A”.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the services performed and the applicable charges (including an
identification of personnel who performed the services, hours worked, hourly rates, and
reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C-
1”). If applicable, the invoice shall also describe the percentage of completion of each task. The
information in CONSULTANT’s payment requests shall be subject to verification by CITY.
CONSULTANT shall send all invoices to the City’s project manager at the address specified in
Section 13 below. The City will generally process and pay invoices within thirty (30) days of
receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be
performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT
represents that it possesses the professional and technical personnel necessary to perform the
Services required by this Agreement and that the personnel have sufficient skill and experience
to perform the Services assigned to them. CONSULTANT represents that it, its employees and
subconsultants, if permitted, have and shall maintain during the term of this Agreement all
licenses, permits, qualifications, insurance and approvals of whatever nature that are legally
required to perform the Services.
All of the services to be furnished by CONSULTANT under this agreement shall meet the
professional standard and quality that prevail among professionals in the same discipline and of
similar knowledge and skill engaged in related work throughout California under the same or
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similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of
and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement. CONSULTANT shall procure all permits and licenses,
pay all charges and fees, and give all notices required by law in the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections
such errors and omissions, any change order markup costs, or costs arising from delay caused by
the errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds ten percent
(10%) of CITY’s stated construction budget, CONSULTANT shall make recommendations to
CITY for aligning the PROJECT design with the budget, incorporate CITY approved
recommendations, and revise the design to meet the Project budget, at no additional cost to
CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in
performing the Services under this Agreement CONSULTANT, and any person employed by or
contracted with CONSULTANT to furnish labor and/or materials under this Agreement, shall act
as and be an independent contractor and not an agent or employee of CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not
assign or transfer any interest in this Agreement nor the performance of any of
CONSULTANT’s obligations hereunder without the prior written consent of the city manager.
Consent to one assignment will not be deemed to be consent to any subsequent assignment. Any
assignment made without the approval of the city manager will be void.
SECTION 12. SUBCONTRACTING. CONSULTANT shall not subcontract any portion of
the work to be performed under this Agreement without the prior written authorization of the city
manager or designee.
CONSULTANT shall be responsible for directing the work of any subconsultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
compensation. CONSULTANT shall be fully responsible to CITY for all acts and o missions of a
subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval
of the city manager or his designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Rebecca Smith
as the Project Manager to have supervisory responsibility for the performance, progress, and
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execution of the Services and Dean Viereck as Program Architecture Expert, Cynthia Jackson, as
Regional Manager Western Region to represent CONSULTANT during the day-to-day work on
the Project. If circumstances cause the substitution of the project director, project coordinator, or
any other key personnel for any reason, the appointment of a substitute project director and the
assignment of any key new or replacement personnel will be subject to the prior written approval
of the CITY’s project manager. CONSULTANT, at CITY’s request, shall promptly remove
personnel who CITY finds do not perform the Services in an acceptable manner, are
uncooperative, or present a threat to the adequate or timely completion of the Project or a threat
to the safety of persons or property.
CITY’s project manager is Mark Hur, Planning and Community Environment Department,
Transportation Division, 250 Hamilton Avenue, Palo Alto, CA 94303, Telephone: (650) 329-
2453. The project manager will be CONSULTANT’s point of contact with respect to
performance, progress and execution of the Services. CITY may designate an alternate project
manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including
without limitation, all writings, drawings, plans, reports, specifications, calculations, documents,
other materials and copyright interests developed under this Agreement shall be and remain the
exclusive property of CITY without restriction or limitation upon their use. CONSULTANT
agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall
be vested in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other
intellectual property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if
any, shall make any of such materials available to any individual or organization without the
prior written approval of the City Manager or designee. CONSULTANT makes no
representation of the suitability of the work product for use in or application to circumstances not
contemplated by the scope of work.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time
during the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records
pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and
retain such records for at least three (3) years after the expiration or earlier termination of this
Agreement.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall protect,
indemnify, defend and hold harmless CITY, its Council members, officers, employees and
agents (each an “Indemnified Party”) from and a gainst any and all demands, claims, or liability
of any nature, including death or injury to any person, property damage or any other loss,
including all costs and expenses of whatever nature including attorney’s fees, experts fees, court
costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to
performance or nonperformance by CONSULTANT, its officers, employees, agents or
contractors under this Agreement, regardless of whether or not it is caused in part by an
Indemnified Party.
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16.2. Notwithstanding the above, nothing in this Section 16 shall be construed
to require CONSULTANT to indemnify an Indemnified Party from Claims arising from the
active negligence, sole negligence or willful misconduct of an Indemnified Party.
16.3. The acceptance of CONSULTANT’s services and duties by CITY shall
not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall
survive the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any
covenant, term, condition or provision of this Agreement, or of the provisions of any ordinance
or law, will not be deemed to be a waiver of any oth er term, covenant, condition, provisions,
ordinance or law, or of any subsequent breach or violation of the same or of any other term,
covenant, condition, provision, ordinance or law.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in
Exhibit "D". CONSULTANT and its contractors, if any, shall obtain a policy endorsement
naming CITY as an additional insured under any general liability or automobile policy or
policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming
CITY as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the
approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is
primary coverage and will not be canceled, or materially reduced in coverage or limits, by the
insurer except after filing with the Purchasing Manager thirty (30) days' prior written notice of
the cancellation or modification. If the insurer cancels or modifies the insurance and provides
less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the
Purchasing Manager written notice of the cancellation or modification within two (2) business
days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for
ensuring that current certificates evidencing the insurance are provided to CITY’s Chief
Procurement Officer during the entire term of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement,
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including such damage, injury, or loss arising after the Agreement is terminated or the term has
expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving thirty (30) days prior
written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will
immediately discontinue its performance of the Services.
19.2. CONSULTANT may terminate this Agreement or suspend its
performance of the Services by giving thirty (30) days prior written notice thereof to CITY, but
only in the event of a substantial failure of performance by CITY.
19.3. Upon such suspension or termination, CONSULTANT shall deliver to the
City Manager immediately any and all copies of studies, sketches, drawings, computations, and
other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or
given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such
materials will become the property of CITY.
19.4. Upon such suspension or termination by CITY, CONSULTANT will be
paid for the Services rendered or materials delivered to CITY in accordance with the scope of
services on or before the effective date (i.e., 10 days after giving notice) of suspension or
termination; provided, however, if this Agreement is suspended or terminated on account of a
default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that
portion of CONSULTANT’s services which are of direct and immediate benefit to CITY as such
determination may be made by the City Manager acting in the reasonable exercise of his/h er
discretion. The following Sections will survive any expiration or termination of this Agreement:
14, 15, 16, 19.4, 20, and 25.
19.5. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement.
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT:
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Duncan Solutions, Inc.
Attn: Lynsay Miller
633 West Wisconsin Ave., Suite 1600
Milwaukee, WI 53203
SECTION 21. CONFLICT OF INTEREST.
21.1. In accepting this Agreement, CONSULTANT covenants that it presently
has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subconsultants, contractors or persons having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California.
21.3. If the Project Manager determines that CONSULTANT is a “Consultant”
as that term is defined by the Regulations of the Fair Political Practices Commission,
CONSULTANT shall be required and agrees to file the appropriate financial disclosure
documents required by the Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person’s race, skin color, gender,
gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy,
genetic information or condition, housing status, marital status, familial status, weight or height
of such person. CONSULTANT acknowledges that it has read and understands the provisions of
Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements
and the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510
pertaining to nondiscrimination in employment.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department,
incorporated by reference and may be amended from time to time. CONSULTANT shall comply
with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste
Program. Zero Waste best practices include first minimizing and reducing waste; second,
reusing waste and third, recycling or composting waste. In particular, CONSULTANT shall
comply with the following zero waste requirements:
(a) All printed materials provided by CONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals, quotes,
invoices, reports, and public education materials, shall be double-sided and
printed on a minimum of 30% or greater post-consumer content paper, unless
otherwise approved by CITY’s Project Manager. Any submitted materials printed
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by a professional printing company shall be a minimum of 30% or greater post-
consumer material and printed with vegetable based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not
limited to Extended Producer Responsibility requirements for products and
packaging. A copy of this policy is on file at the Purchasing Division’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide
documentation from the facility accepting the pallets to verify that pallets are not
being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter
4.62 (Citywide Minimum Wage), as it may be amended from time to time. In particular, for any
employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of
work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay
such employees no less than the minimum wage set forth in Palo Alto Municipal Code section
4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In
addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance
in accordance with Palo Alto Municipal Code section 4.62.060.
SECTION 25. NON-APPROPRIATION
25.1. This Agreement is subject to the fiscal provisions of the Charter of the
City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any
penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the
following fiscal 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 longer available.
This section shall take precedence in the event of a conflict with any other covenant, term,
condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC
WORKS CONTRACTS
26.1 This Project is not subject to prevailing wages. CONSULTANT is not
required to pay prevailing wages in the performance and implementation of the Project in
accordance with SB 7 if the contract is not a public works contract, if the contract does not
include a public works construction project of more than $25,000, or the contract does not
include a public works alteration, demolition, repair, or maintenance (collectively,
‘improvement’) project of more than $15,000.
SECTION 27. MISCELLANEOUS PROVISIONS.
27.1. This Agreement will be governed by the laws of the State of California.
27.2. In the event that an action is brought, the parties agree that trial of such
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action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
27.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys' fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
27.4. This document represents the entire and integrated agreement between the
parties and supersedes all prior negotiations, representations, and contracts, either written or oral.
This document may be amended only by a written instrument, which is signed by the parties.
27.5. The covenants, terms, conditions and provisions of this Agreement will
apply to, and will bind, the heirs, successors, executors, administrators, assignees, and
consultants of the parties.
27.6. If a court of competent jurisdiction finds or rules that any provision of this
Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and effect.
27.7. All exhibits referred to in this Agreement and any addenda, appendices,
attachments, and schedules to this Agreement which, from time to time, may be referred to in
any duly executed amendment hereto are by such reference incorporated in this Agreement and
will be deemed to be a part of this Agreement.
27.8 In the event of a conflict between the terms of this Agreement and the
exhibits hereto or CONSULTANT’s proposal (if any), the Agreement shall control. In the case
of any conflict between the exhibits hereto and CONSULTANT’s proposal, the exhibits shall
control.
27.9 If, pursuant to this contract with CONSULTANT, CITY shares with
CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d)
about a California resident (“Personal Information”), CONSULTANT shall maintain reasonable
and appropriate security procedures to protect that Personal Information, and shall inform City
immediately upon learning that there has been a breach in the security of the system or in the
security of the Personal Information. CONSULTANT shall not use Personal Information for
direct marketing purposes without City’s express written consent.
27.10 All unchecked boxes do not apply to this Agreement.
27.11 The individuals executing this Agreement represent and warrant that they
have the legal capacity and authority to do so on behalf of their respective legal entities.
27.12 This Agreement may be signed in multiple counterparts, which shall, when
executed by all the parties, constitute a single binding agreement.
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CONTRACT No. S19171363 SIGNATURE PAGE
IN WITNESS WHEREOF, the parties hereto have by their duly authorized
representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO CONSULTANT
Attachments:
EXHIBIT “A”: SCOPE OF SERVICES
EXHIBIT “B”: SCHEDULE OF PERFORMANCE
EXHIBIT “C”: COMPENSATION
EXHIBIT “C-1”: SCHEDULE OF RATES
EXHIBIT “D”: INSURANCE REQUIREMENTS
EXHIBIT “E”:
EXHIBIT “F”
INFORMATION PRIVACY POLICY
VENDOR CYBERSECURITY TERMS & CONDITIONS
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President
Tim Wendler
EXHIBIT “A”
SCOPE OF SERVICES
Project Description and Overview
CITY is contracting with CONSULTANT to provide services for the development,
implementation, support, and maintenance of a Parking Permit Management System to facilitate
online permit sales and distribution for a variety of parking programs and a related Parking
Citation Management System. The parking permit system will include an online user-interface
which allows residents and non-resident commuter employees to register and validate their
eligibility for permits, purchase permits and automatically renew them. The citation management
system must allow customers to access and manage any citations under the same user account.
CITY also desires to provide an improved parking website (currently:
http://paloalto.parkingguide.com/) to provide access to a menu of transportation options,
including parking and related program information. The website will serve as the portal to Palo
Alto’s online parking experience for the permit and citation management systems and should
provide all City-related parking information in a clear, easily navigated format. Both the Parking
Permit Management and Citation systems and the parking website shall be designed to meet City
of Palo Alto branding and marketing standards.
CONSULTANT shall be responsible for provision and maintenance of a customer-facing portal
for permits and citation payments, software for back-end management of permits and citations,
hardware and software for citation issuance, the option for entry of manual citations and payment
processing (lockbox) for mail-in payments, technical support for website customers by
phone/email, permit fulfillment by mail, ongoing training for CITY, along with technical support
and maintenance, reporting, Department of Motor Vehicles (DMV) inquiries, DMV hold
processing, Franchise Tax Board (FTB) collections, and secondary collections.
1. PARKING PERMIT MANAGEMENT SYSTEM
The Parking Permit Management System is the software and support solution that shall supply
the CITY and CONSULTANT with joint access to all parking permit processing functions.
CONSULTANT shall develop and provide a Parking Permit Management System with the
functions outlined below.
1. Key requirements for the Parking Permit Management System
a.Core functionality must include the option to inquire by permit number, account
number, permit holder name, permit type, and location, at a minimum.
b. Functionality must include the support of wait-lists, by permit type and location, and
the ability to process payments and manage all permit types, amounts, and locations.
c.Users shall have specific functionality access assigned by a designated software
administrator. Software must support real-time access for multiple parties and must
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be a web-based application, which utilizes Citrix XenAPP 7.8 to transmit and protect
sensitive data.
d. Software must limit permit availability by the type of user and by address.
e.Consultant must validate documents to establish that a customer is eligible to
purchase a permit. Residents must provide proof of residency (i.e. driver’s license,
utility bill, lease, mortgage statement, etc.) in an RPP program area to become
approved to purchase permits. Employers must provide their business registry
number, and proof of business (i.e. utility bill, EIN, etc.) to become approved to
purchase permits for their employees.
f.System shall be capable of importing data from the Palo Alto Business Registry.
g.Employees must provide a copy of their current photo identification (i.e. driver’s
license/government photo identification card) and proof of employment location (i.e.
paystub, W2, or letter from employer) to be approved to purchase employee parking
permits.
h. Employees intending to qualify for the reduced-price employee parking permits must
also submit pay stubs or a W2 to prove qualification under hourly or annual wage
thresholds.
i.Automatically send permit renewal notices by mail and email.
j.Ability to add additional permit types, as necessary (i.e. wide load permits,
construction permits, special event permits, etc.).
k. Ability to accept mail-in citation and permit payments (lockbox) to a Palo Alto
mailing address.
l.Technical support for CONSULTANT website and Interactive Voice Response (IVR)
with English, Spanish, and Mandarin for citation and permit related FAQ’s and
FAQ’s (If language is supported by the software).
m.Client Service Management Support (CSM) support for technical issues with
CONSULTANT website and IVR (response within two (2) business days.
n. Provide multiple languages on the website (English, Spanish, and Chinese).
o. Ability to accept mail-in permit payments (lockbox) at a Palo Alto mailing address.
p. Software access, training, and support for third-party RPP enforcement vendor.
q. System support for both physical and virtual permits.
r.Support for printing of temporary barcoded permits.
s.Processing and fulfillment of permits as an option available to the City.
t.Permit stock as an option to be supplied by the CONSULTANT.
u. Initial in-person training for City staff with bi-annual refresher training (no separate
cost).
v. Quarterly in-person meetings with City staff.
w.Sandbox/test environment available ongoing for pre-release testing.
2. Parking Permit Management System Software Specifications
The Parking Permit Management System software shall allow users to perform the following
functions:
a.Create new permit holder accounts.
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b. Correct, autofill, and standardize address entries.
c.Validate permit program eligibility.
d. Add customers to multiple wait lists and view wait-list positions.
e.Accept payment for a wait-list position and later apply that payment to the permit.
f.View permit applications and documents attached to permit applications.
g.Enter new permits/approve permit requests.
h. Process payment for permits.
i.Process multiple permit purchases in one transaction.
j.Inactivate and delete permits and accounts.
k. Query by company name, account number, permit type, permit number, license plate,
and address.
l.Add notes to permit accounts.
m.Print temporary permits.
n. Print and email correspondence letters to permit holders.
o. Assign permissions to access certain features based on user id.
p. Review all user activity within the software.
q. Run ad-hoc reports on all data fields.
3. Technical Support for Parking Permit Website
CONSULTANT shall provide the following functions:
a.Create a guide on how to purchase permits, which must be available on the website.
b. Provide a call center for technical support for the CITY website.
c.Calls must be accepted between the hours of 8:00 AM and 5:30 PM, PDT/PST,
Monday through Friday, excluding federal holidays.
d. Support must include System Software issues, System Hardware issues, feature
related questions and reporting. An after-hours emergency support line must be
available 24/7.
e.Create and utilize custom email address for customer technical issues regarding the
permit website.
f.Emails shall be answered within two (2) business days.
g.Complaints made by end customers regarding service received by the
CONSULTANT must be logged and reported to CITY monthly.
2. PARKING CITATION MANAGEMENT SYSTEM
The Parking Citation Management System is the software solution that will supply the CITY and
its relevant vendors/contractors with joint access to all parking citation processing functions.
CONSULTANT shall develop and provide a Parking Citation Management System with the
functions outlined below.
1. Key requirements for the Parking Citation Management System
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a.Core functionality must include: citation inquiry, entry, payment processing, appeal
and hold processing, reporting, access to documentation and photos, and citation
history.
b. Users shall have specific functionality access assigned by a designated software
administrator. Software must support real-time access for multiple parties and must
be a web-based application which utilizes Citrix XenAPP 7.8 to transmit and protect
sensitive data.
c.Software must provide or support handheld citation issuance software to include all
relevant fields including citation issuance, permit verification, photo capture, tire
marking, global positioning system capture and citation printing.
d. Assuming paid parking is implemented, paid parking enforcement will require
additional enforcement devices and support of additional citation volume.
e.Support the permit software and citation issuance software at no additional cost to the
City for the entirety of the contract.
f.All software should be customizable to CITY specifications including violations,
fines and penalties, locations, custom notes, badge numbers, etc.
g.Provide registered owner information for all violators including California and out-of-
state motor vehicle registration inquiries.
h. CONSULTANT will also be responsible for sending notice of citation to registered
owners based upon the City’s direction regarding the frequency of notices an d
timeframes.
i.CITY reserves the right to change its noticing frequency and timeframes with five (5)
days’ notice to the CONSULTANT, at no additional cost to the City.
j.Provide a comprehensive web-based software solution that integrates citation and
permit related data and is accessible to both the CONSULTANT and CITY staff.
k. Equipment for the issuance of citations including handheld devices and the option for
vehicle-based license plate recognition to support timed parking, permits, and
identification of other outstanding violations associated with the vehicle (scofflaws).
l.DMV integration for access to California and out-of-state vehicle owners.
m.Transfer of citation data and photos from enforcement devices to the Citation
Management System software in real-time.
n. Real-time access to California Department of Motor Vehicles for registered owner
information and DMV registration holds and releases.
o. Access to out-of-state registered owner names and addresses.
p. Reminder notices for unpaid citations by mail.
q. Delinquent notification to the lessee and/or secondary owner when delinquent and
following the lien process under California state law.
r.Report templates developed to the City’s specification that may be exported to Excel
or PDF.
s.Real-time reporting tool for ad-hoc reports.
t.Technical support for CONSULTANT website and IVR with English, Chinese and
Spanish.
u. CSM support for technical issues with CONSULTANT website and IVR (response
within two (2) business days).
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v. Multiple languages on the website (English, Chinese and Spanish).
w. Ability to accept mail-in citation payments (lockbox) to a Palo Alto mailing address
(as an option for the City).
x. Live customer service for City staff between the hours of 8:00 AM and 5:30 PM
PDT/PST with emergency after-hours support 24/7.
y. Interactive Voice Response (IVR) system that allows for citation inquiry and
payment, pre-recorded prompts to answer frequently-asked questions and routing of
calls to live operators.
z. Secondary collection efforts to include skip-tracing, mailings, DMV holds and FTB
processing.
aa. Contractor and subcontractor provide a variety of web services that are available to
various vendors servicing the parking industry. These API’s currently support
payment and financial related information, citation inquiries and booting and towing
data, which allow for integration with third parties systems
bb. Initial in-person training for City staff with bi-annual refresher training (no additional
cost).
cc. Quarterly in-person meetings with City staff.
dd. Sandbox/test environment available prior to award and ongoing for pre-release
testing.
ee. Data entry of citations (as an option for the City).
ff. Appeal preparation to include initial processing for initial hearing reviews (as an
option for the City).
gg. Citation stock as an option to be supplied by the CONSULTANT.
hh. The system must be able to accommodate any changes that occur due to California
Assembly Bill No. 503 (i.e. allowing parking citation payment plans for indigent
people)
2. Citation Management System Software Specifications
The software shall allow users to perform the following functions:
a. Entry form for manually issued citations.
b. Query for citation data by citation number, license plate, name, and VIN.
c. Pay or dismiss citations on one or multiple plates.
d. Add notes to citations and plates.
e. Attach documents to citation records.
f. Place citations on hold to suspend penalty and notice activity.
g. Print and email correspondence letters.
h. Void citations with custom City void codes.
i. Support for multiple vehicle owners.
j. View a copy of a citation and photos taken during citation issuance.
k. Assign permissions to access certain features based on user id.
l. Review all user activity within the software.
m. Run ad-hoc real-time reports on all data fields.
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3. Technical Support for Parking Citations Website/ Interactive Voice Response (IVR)
CONSULTANT shall provide the following functions:
a. Provide a call center for technical support of the CITY website and IVR.
b. Calls must be accepted between the hours of 8:00 AM and 5:30 PM, PDT/PST (to
match City of Palo Alto’s customer service center hours), Monday through Friday,
excluding national holidays.
c. Support must include System Software issues, System Hardware issues, feature
related questions and reporting. An after-hours emergency support line must be
available 24/7.
d. Provide email support to customers for technical issues regarding the citation website
and IVR.
e. Emails shall be answered within two business days.
f. Complaints made by end customers regarding service received by the
CONSULTANT must be logged and reported to the City within 24 hours.
3. OVERVIEW OF CUSTOMER-FACING WEB PORTAL
CITY desires a customer friendly parking website to provide access to parking and related
program information. The parking website shall be “white label”, designed to meet CITY
branding and marketing standards. It will serve as the portal to Palo Alto’s online parking
experience and should provide all City-related parking information in a clear, easily navigated
format. The website shall be integrated with the permit and citation management customer
portals, as described in sections 2 and 3.
The new parking website shall take all parking information from the City’s existing website
http://paloalto.parkingguide.com and synthesize it so visitors can easily access information on
parking facilities and permit sales. The website shall be built in a manner which is consistent
with the CITY existing website’s look and feel but is expected to be hosted externally and
function as the “one-stop shop” for all information related to traveling to Palo Alto. The parking
website shall provide access to the functions outlined below:
1. Key requirements for the Customer-facing Web Portal
a. Palo Alto residents should have easy access to all the RPP program information and
be able to login to the permit system.
b. links to the Palo Alto Transportation Management Association (TMA), and the
transportation programs that it offers to employees in Palo Alto.
c. Provide links or options to purchase transit tickets, reserve trips or to get more
information.
d. Website will contain FAQ information for non-resident commuters who elect to drive,
so appropriate permits can be selected .
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e. Customer should also be able to select to purchase a parking permit by creating an
account and logging in to the permit system.
f. All content for the website including, but not limited to, text, graphics, images, and
maps will be the responsibility of the CONSULTANT to develop.
g. CITY will review all proposed data content prior to development and release to the
public.
h. Website will be updated with correct/updated information, as required.
i. Website must be viewable on multiple online browser platforms, including MS
Explorer, Google Chrome, Apple Safari, and Firefox;
j. Include automatic algorithms to detect the platform in which the user is viewing so
content can be adjusted accordingly.
k. Required platforms include desktop computers, laptops, mobile devices, and tablets.
2. Parking Permit and Citation Management System Web/Mobile Portal
CONSULTANT portal must support the following functions at a minimum:
a. Real-time integration with back-end database to enable inquiry, payment, and appeal
for City-issued citations.
b. Customer-friendly, easy-to-use web and mobile portal for end users that supports
account creation, available in English, Spanish and Chinese.
c. Parking citation inquiry by citation number.
d. Payment plan quiry by payment plan number.
e. Process payment of parking citation by credit card using Visa, Discover, MasterCard
and American Express, debit card, PayPal. Apple Pay and Google Wallet are on our
product development roadmap and will be provided to the City once product
development has been completed. (convenience fee may be charged).
f. Ability to hide customer name and address when an inquiry is performed.
g. The appeal of parking citations with the ability to upload supporting documentation.
h. Ability to view a copy of a citation and any related photos.
i. Support for permit wait-lists online.
j. Display appropriate permit type, based on the selection of account type
(employee/resident/visitor) and address.
k. Request placement on multiple wait-lists, with prioritization, maximum of three wait-
lists per customer.
l. Request a new permit with supporting documentation.
m. View status of permit requests, including position on wait-list.
n. Renew an existing permit.
o. Remove from wait-list.
p. Cancel permit.
q. Process payment for a wait-list position.
r. Process permit payment
s. Account creation tying together citation and permit information.
t. Support for multiple wait-lists (up to three) with prioritization.
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u. Acceptance of payment for wait-list, permit purchase and citation payment with the
ability to upload supporting documentation.
v. Ability to view current permits, wait-list status, and citation status.
w. Appeal acceptance that supports upload of supporting documentation.
x. The ability for customers to create, retrieve and update personal passwords.
y. FAQs for citation payment, appeal, permit and waitlist features.
4. TECHNICAL SPECIFICATIONS
CONSULTANT agrees that all data provided by users and staff shall be maintained in a secure
manner and CONSULTANT shall prevent unauthorized parties from accessing, sharing, or using
this data for private or public use without written consent from the CITY. If CITY selects a new
contractor or system to replace the services under this Agreement, the CONSULTANT will
promptly provide operational and data transfer support to transfer the records and data to CITY
or CITY’s new contractor or system before the end of the term of this Agreement.
CONSULTANT’s obligation to transfer CITY’s data and records shall survive the expiration or
termination of the Agreement.
5. SYSTEM HARDWARE
1. Handheld Enforcement Devices
CONSULTANT shall provide seven (7) handheld devices for parking enforcement. The
following fields, at a minimum, must be captured during citation issuance by CONSULTANT’s
enforcement software:
a. Citation Number
b. License plate
c. State
d. VIN or last four digits of VIN
e. Violation Code and description (up to three)
f. Location of violation, including program zone
g. Issue Date
h. Issue Time
i. Officer ID
j. Officer Signature
k. Notes to print on citation
l. Notes that are hidden from public
m. Fine and penalty schedules
n. Appeal and payment instructions
o. Electronic marking
p. Photos
q. Ability to support pay-by-plate, pay-by-space, PARCs integration and mobile
payment utilizing existing integrations
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2. Vehicle-based License Plate Readers (AS AN OPTION FOR THE CITY)
The use of vehicle-based license plate readers to support the issuance of citations shall be
provided as an option to the CITY. Should the CITY elect to utilize LPR, a minimum of two (2)
LPR systems will be required upon CITY’s initial request with the possibility of increasing that
quantity during the term of the Agreement. The CONSULTANT shall provide detailed
specifications of the LPR hardware and software as attachments at the request of the CITY. The
LPR shall be capable of supporting the following at a minimum:
a. Scofflaw identification
b. Permit verification
c. Time-based enforcement in color zones
d. Future integration with paystations, PARCs, and pay-by-cell vendors
CONSULTANT must supply hardware and software specifications for the proposed LPR
solution.
6. Collections Work
CONSULTANT shall provide collection effort reports, including but not limited to citations
specified by the City. Collection efforts should include, at a minimum:
a. Two (2) collection notices for all citations
b. DMV holds for California registered owners
c. FTB collections for California residents
d. Skip-tracing
e. Outbound phone calls
7. TECHNICAL REQUIREMENTS
CITY requires a system that supports all the following: Web-based software with no PC
installation required, which utilizes Citrix XenAPP 7.8 to transmit and protect sensitive data.
a. Reporting format that exports to Excel and PDF formats.
b. In-house software that is not Java-based.
c. Sequential back-end database structure.
d. CONTRACTOR will work with the City and its third-party vendors to utilize existing
integrations.
e. System downtown of less than 0.1% between the hours of 6:00 AM-11:00 PM, seven
days per week. System uptime of 99.9%, at a minimum, is required.
8. SYSTEM AUDIT REPORTING
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CONSULTANT shall provide standard and custom audit reports specified by the City, including
at a minimum:
a. Permits sold within a parking program or districts by type and length of permit.
b. Permit revenue by parking program or district and type of revenue
c. Resident permits, or full price employee permits, or reduced-price employee permits
1. Free permits
2. Annual permits
3. Semiannual permits
4. Quarterly permits
5. Monthly permits
6. Daily permits
d. Guest permits, whatever
e. Citation revenue by parking program or district and type of revenue and total number
of citations paid
f. Citations unpaid by parking program or district and the total number of citations
issued
9. RESPONSE TIMES
The following is an overview of acceptable customer response times. Failure to meet these
response times will result in liquidated damages outlined in Section 10, Non-Performance.
a. Technical issues - return call within four hours on business days for issues.
b. Customer service response to City staff - within four hours on business days.
c. Data entry of citations within two (2) business days of receipt.
d. Payment processing within one (1) business day of receipt.
e. Fulfillment of physical permit within two (2) business days of receipt of a completed
and eligible application.
f. Email response to end-customers within two (2) business days of receipt.
10. NON-PERFORMANCE
The City reserves the right to recover liquidated damages of a specified sum, based upon the
following schedule:
Violation Amount
_____
Initial
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services as specified in EXHIBIT “A” SCOPE OF
SERVICES as to be determined by CITY project manager so as to complete each of the
requested services within 90-120 days from the date the contract is executed and the project plan
has been approved. The time to complete each of the tasks identified in project plan may be
increased or decreased by mutual written agreement of the project managers for CONSULTANT
and CITY so long as all work is completed within the term of the Agreement.
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EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed
in accordance with the terms and conditions of this Agreement, based on the rates in
Exhibit C-1. The budget schedule below is an estimate of the amounts to be paid by year,
however, the amount paid in any given year may vary, depending on the number of
permits and citations processed.
BUDGET SCHEDULE ESTIMATED AMOUNT
Year 1 $99,000.00
Year 2 $132,000.00
Year 3 $132,000.00
Year 4 $132,000.00
Year 5 $132,000.00
Sub-total Basic Services $627,000.00
Reimbursable Expenses $0.00 (None)
Total Basic Services and Reimbursable expenses $627,000.00
Maximum Total Compensation $627,000.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are
included within the scope of payment for services and are not reimbursable expenses.
CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost.
Expenses for which CONSULTANT shall be reimbursed are: NONE
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All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense shall be approved in advance by the CITY’s project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written
authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s
request, shall submit a detailed written proposal including a description of the scope of
services, schedule, level of effort, and CONSULTANT’s proposed maximum
compensation, including reimbursable expense, for such services based on the rates set
forth in Exhibit C-1. The additional services scope, schedule and maximum
compensation shall be negotiated and agreed to in writing by the CITY’s Project
Manager and CONSULTANT prior to commencement of the services. Payment for
additional services is subject to all requirements and restrictions in this Agreement
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EXHIBIT “C-1”
SCHEDULE OF RATES
CONSULTANT shall be paid per unit for processing services for the comprehensive permit and citation
managements system. Table 1 below includes the payment rates per unit for the program including pre-
defined pricing for implementation and management of the program. The compensation table shall
remain fixed for term of the Agreement.
Table Set 1 Compensation Terms
Per-permit fee $1.00 $10,500.00
Per-renewal letter fee (sent by mail) $0.65 $3,412.50
Per-renewal letter fee (sent by email) $0.00 $0.00
Per-software license fee $0.00 $0.00
Per-permit convenience fee (for web/IVR purchases) $1.00
charged to
customer
Permits Solution subtotal $2.65
Estimated cost per month
Optional service
Per-permit fulfillment fee** $4.00 $42,000.00
Permit Solutions subtotal + Optional service subtotal
Estimated cost per month
*Estimate based on assumption of 10,500 permits issued and
50% of renewal letters are sent by mail. Actual expense may
be more or less than this estimate, depending on the actual
number of permits issued.
**If requested by City, Consultant shall provide this service
which includes Consultant: (1) scanning and indexing all
paper applications, (2) reviewing and approving scanned
applications based on City rules, and (3) reviewing and
approving online applications based on City rules.
Per-citation fee (electronic or manual) $1.99 $21,492.00
Per-citation notice fee *Assume 75% $0.65 $5,265.00
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Convenience fee for citation payment $1.00
charged to
customer
Per plate fee for out-of-state lookups (per plate) $0.98 $558.60
% of collections for secondary collection (non-FTB) efforts
25% of
amount
collected $24,825.00
FTB collections *Assumes 4% or approx. $54K
15% of
amount
collected $8,100.00
Per-software license fee $0.00 $0.00
Handheld citation stock (per citation) $0.09615 $1,017.65
Manual citation stock (per citation) $0.20 $43.20
Per handheld device (lease per month) $65.00 $5,460.00
Handhelds data plan *Assume $60.00 per month per handheld $60.00 $5,040.00
Citation Solution subtotal $71,801.45
Estimated cost per month $5,983.45
* Estimate based on assumption of 10,800 citations issued. Other estimates in this column are
based on other assumptions, some of which may be noted.
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Professional Services
Rev. April 27, 2018
1
Compensation Schedule (Estimated)
Table 2 below includes the estimated annual payment compensation schedule for the program, based
on assumed numbers of permits and citations issued, equipment utilized and other services provided.
These are estimates only.
Table 2 Compensation Schedule
Est.
Mont
hly
(round
ed to
neares
t
1000)
2019 2020 2021 2022 2023
Mont
hs
Annu
al
Cost
Mont
hs
Annua
l Cost
Mont
hs
Annua
l Cost
Mont
hs
Annua
l Cost
Mont
hs
Annua
l Cost
Permit
Manage
ment
$5,00
0
9 $45,0
00
12 $60,0
00
12 $60,0
00
12 $60,0
00
12 $60,0
00
Citation
Manage
ment
$6,00
0
9 $54,0
00
12 $72,0
00
12 $72,0
00
12 $72,0
00
12 $72,0
00
Annual
Cost
Estimates
$11,0
00
9 $99,0
00
12 $132,
000
12 $132,
000
12 $132,
000
12 $132,
000
Total Cost Estimates $99,0
00
$231,000 $363,000 $495,000 $627,000
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Professional Services
Rev. April 27, 2018
2
EXHIBIT “D”
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT
OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY
COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT
INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
YES
YES
YES
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED
ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY
NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS,
AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR
CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT
THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL
INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS
AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER
INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
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Professional Services
Rev. April 27, 2018
3
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY
SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER,
BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL
LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON
OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE
CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE
OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN
(10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE
AND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO
AT THE FOLLOWING URL:
HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569
OR
HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP
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EXHIBIT "E"
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POLICY AND PROCEDURES 1‐64/IT
Revised: December 2017
Page 2 of 8
The goals and objectives of the Policy are: (a) a safe, productive, and inoffensive work
environment for all users having access to the City’s applications and databases; (b) the
appropriate maintenance and security of database information assets owned by, or entrusted
to, the City; (c) the controlled access and security of the Information provided to the City’s staff
and third party contractors; and (d) faithful compliance with legal and regulatory requirements.
SCOPE
The Policy will guide the City’s staff and, indirectly, third party contractors, which are by
contract required to protect the confidentiality and privacy of the Information of the persons
whose personal information data are intended to be covered by the Policy and which will be
advised by City staff to conform their performances to the Policy should they enjoy conditional
access to that information.
CONSEQUENCES
The City’s employees shall comply with the Policy in the execution of their official duties to the
extent their work implicates access to the Information referred to in this Policy. A failure to
comply may result in employment and/or legal consequences.
EXCEPTIONS
In the event that a City employee cannot fully comply with one or more element(s) described in
this Policy, the employee may request an exception by submitting Security Exception Request.
The exception request will be reviewed and administered by the City’s Information Security
Manager (the “ISM”). The employee, with the approval of his or her supervisor, will provide
any additional information as may be requested by the ISM. The ISM will conduct a risk
assessment of the requested exception in accordance with guidelines approved by the City’s
Chief Information Officer (“CIO”) and approved as to form by the City Attorney. The Policy’s
guidelines will include at a minimum: purpose, source, collection, storage, access, retention,
usage, and protection of the Information identified in the request. The ISM will consult with the
CIO to approve or deny the exception request. After due consideration is given to the request,
the exception request disposition will be communicated, in writing, to the City employee and
his or her supervisor. The approval of any request may be subject to countermeasures
established by the CIO, acting by the ISM.
MUNICIPAL ORDINANCE
This Policy will supersede any City policy, rule, regulation or procedure regarding information
privacy.
RESPONSIBILITIES OF CITY STAFF
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POLICY AND PROCEDURES 1‐64/IT
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A. RESPONSIBILITY OF CIO AND ISM
The CIO, acting by the ISM, will establish an information security management framework
to initiate and coordinate the implementation of information security measures by the
City’s government.
The City’s employees, in particular, software application users and database users, and,
indirectly, third party contractors under contract to the City to provide services, shall by
guided by this Policy in the performance of their job responsibilities.
The ISM will be responsible for: (a) developing and updating the Policy, (b) enforcing
compliance with and the effectiveness of the Policy; (c) the development of privacy
standards that will manifest the Policy in detailed, auditable technical requirements, which
will be designed and maintained by the persons responsible for the City’s IT environments;
(d) assisting the City’s staff in evaluating security and privacy incidents that arise in regard
to potential violations of the Policy; (e) reviewing and approving department‐specific
policies and procedures which fall under the purview of this Policy; and (f) reviewing Non‐
Disclosure Agreements (NDAs) signed by third party contractors, which will provide services,
including, without limitation, local or ‘cloud‐based’ software services to the City.
B. RESPONSIBILITY OF INFORMATION SECURITY STEERING COMMITTEE
The Information Security Steering Committee (the “ISSC”), which is comprised of the City’s
employees, drawn from the various City departments, will provide the primary direction,
prioritization and approval for all information security efforts, including key information
security and privacy risks, programs, initiatives and activities. The ISSC will provide input to
the information security and privacy strategic planning processes to ensure that information
security risks are adequately considered, assessed and addressed at the appropriate City
department level.
C. RESPONSIBILITY OF USERS
All authorized users of the Information will be responsible for complying with information
privacy processes and technologies within the scope of responsibility of each user.
D. RESPONSIBILITY OF INFORMATION TECHNOLOGY (IT) MANAGERS
The City’s IT Managers, who are responsible for internal, external, direct and indirect
connections to the City’s networks, will be responsible for configuring, maintaining and
securing the City’s IT networks in compliance with the City’s information security and
privacy policies. They are also responsible for timely internal reporting of events that may
have compromised network, system or data security.
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POLICY AND PROCEDURES 1‐64/IT
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E. RESPONSIBILITY OF AUTHORIZATION COORDINATION
The ISM will ensure that the City’s employees secure the execution of Non‐Disclosure
Agreements (NDA), whenever access to the Information will be granted to third party
contractors, in conjunction with the Software as a Service (SaaS) Security and Privacy Terms
and Conditions. An NDA must be executed prior to the sharing of the Information of
persons covered by this Policy with third party contractors. The City’s approach to managing
information security and its implementation (i.e. objectives, policies, processes, and
procedures for information security) will be reviewed independently by the ISM at planned
intervals, or whenever significant changes to security implementation have occurred.
The CIO, acting by the ISM, will review and recommend changes to the Policy annually, or as
appropriate, commencing from the date of its adoption.
GENERAL PROCEDURE FOR INFORMATION PRIVACY
A. OVERVIEW
The Policy applies to activities that involve the use of the City’s information assets, namely,
the Information of persons doing business with the City or receiving services from the City,
which are owned by, or entrusted to, the City and will be made available to the City’s
employees and third party contractors under contract to the City to provide Software as a
Service consulting services. These activities include, without limitation, accessing the
Internet, using e‐mail, accessing the City’s intranet or other networks, systems, or devices.
The term “information assets” also includes the personal information of the City’s
employees and any other related organizations while those assets are under the City’s
control. Security measures will be designed, implemented, and maintained to ensure that
only authorized persons will enjoy access to the information assets. The City’s staff will act
to protect its information assets from theft, damage, loss, compromise, and inappropriate
disclosure or alteration. The City will plan, design, implement and maintain information
management systems, networks and processes in order to assure the appropriate
confidentiality, integrity, and availability of its information assets to the City’s employees
and authorized third parties.
B. PERSONAL INFORMATION AND CHOICE
Except as permitted or provided by applicable laws, the City will not share the Information
of any person doing business with the City, or receiving services from the City, in violation of
this Policy, unless that person has consented to the City’s sharing of such information
during the conduct of the City’s business as a local government agency with third parties
under contract to the City to provide services.
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C. METHODS OF COLLECTION OF PERSONAL INFORMATION
The City may gather the Information from a variety of sources and resources, provided that
the collection of such information is both necessary and appropriate in order for the City to
conduct business as a local government agency in its governmental and proprietary
capacities. That information may be gathered at service windows and contact centers as
well as at web sites, by mobile applications, and with other technologies, wherever the City
may interact with persons who need to share such formation in order to secure the City’s
services.
The City’s staff will inform the persons whose Information are covered by this Policy that
the City’s web site may use “cookies” to customize the browsing experience with the City of
Palo Alto web site. The City will note that a cookie contains unique information that a web
site can use to track, among others, the Internet Protocol address of the computer used to
access the City’s web sites, the identification of the browser software and operating
systems used, the date and time a user accessed the site, and the Internet address of the
website from which the user linked to the City’s web sites. Cookies created on the user’s
computer by using the City’s web site do not contain the Information, and thus do not
compromise the user’s privacy or security. Users can refuse the cookies or delete the cookie
files from their computers by using any of the widely available methods. If the user chooses
not to accept a cookie on his or her computer, it will not prevent or prohibit the user from
gaining access to or using the City’s sites.
D. UTILITIES SERVICE
In the provision of utility services to persons located within Palo Alto, the City of Palo Alto
Utilities Department (“CPAU”) will collect the Information in order to initiate and manage
utility services to customers. To the extent the management of that information is not
specifically addressed in the Utilities Rules and Regulations or other ordinances, rules,
regulations or procedures, this Policy will apply; provided, however, any such Rules and
Regulations must conform to this Policy, unless otherwise directed or approved by the
Council. This includes the sharing of CPAU‐collected Information with other City
departments except as may be required by law.
Businesses and residents with standard utility meters and/or having non‐metered monthly
services will have secure access through a CPAU website to their Information, including,
without limitation, their monthly utility usage and billing data. In addition to their regular
monthly utilities billing, businesses and residents with non‐standard or experimental
electric, water or natural gas meters may have their usage and/or billing data provided to
them through non‐City electronic portals at different intervals than with the standard
monthly billing.
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Businesses and residents with such non‐standard or experimental metering will have their
Information covered by the same privacy protections and personal information exchange
rules applicable to Information under applicable federal and California laws.
E. PUBLIC DISCLOSURE
The Information that is collected by the City in the ordinary course and scope of conducting
its business could be incorporated in a public record that may be subject to inspection and
copying by the public, unless such information is exempt from disclosure to the public by
California law.
F. ACCESS TO PERSONAL INFORMATION
The City will take reasonable steps to verify a person’s identity before the City will grant
anyone online access to that person’s Information. Each City department that collects
Information will afford access to affected persons who can review and update that
information at reasonable times.
G. SECURITY, CONFIDENTIALITY AND NON‐DISCLOSURE
Except as otherwise provided by applicable law or this Policy, the City will treat the
Information of persons covered by this Policy as confidential and will not disclose it, or
permit it to be disclosed, to third parties without the express written consent of the person
affected. The City will develop and maintain reasonable controls that are designed to
protect the confidentiality and security of the Information of persons covered by this Policy.
The City may authorize the City’s employee and or third party contractors to access and/or
use the Information of persons who do business with the City or receive services from the
City. In those instances, the City will require the City’s employee and/or the third party
contractors to agree to use such Information only in furtherance of City‐related business
and in accordance with the Policy.
If the City becomes aware of a breach, or has reasonable grounds to believe that a security
breach has occurred, with respect to the Information of a person, the City will notify the
affected person of such breach in accordance with applicable laws. The notice of breach will
include the date(s) or estimated date(s) of the known or suspected breach, the nature of
the Information that is the subject of the breach, and the proposed action to be taken or
the responsive action taken by the City.
H. DATA RETENTION / INFORMATION RETENTION
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The City will store and secure all Information for a period of time as may be required by law,
or if no period is established by law, for seven (7) years, and thereafter such information
will be scheduled for destruction.
I. SOFTWARE AS A SERVICE (SAAS) OVERSIGHT
The City may engage third party contractors and vendors to provide software application
and database services, commonly known as Software‐as‐a‐Service (SaaS).
In order to assure the privacy and security of the Information of those who do business with
the City and those who received services from the City, as a condition of selling goods
and/or services to the City, the SaaS services provider and its subcontractors, if any,
including any IT infrastructure services provider, shall design, install, provide, and maintain
a secure IT environment, while it performs such services and/or furnishes goods to the City,
to the extent any scope of work or services implicates the confidentiality and privacy of the
Information.
These requirements include information security directives pertaining to: (a) the IT
infrastructure, by which the services are provided to the City, including connection to the
City's IT systems; (b) the SaaS services provider’s operations and maintenance processes
needed to support the IT environment, including disaster recovery and business continuity
planning; and (c) the IT infrastructure performance monitoring services to ensure a secure
and reliable environment and service availability to the City. The term “IT infrastructure”
refers to the integrated framework, including, without limitation, data centers, computers,
and database management devices, upon which digital networks operate.
Prior to entering into an agreement to provide services to the City, the City’s staff will
require the SaaS services provider to complete and submit an Information Security and
Privacy Questionnaire. In the event that the SaaS services provider reasonably determines
that it cannot fulfill the information security requirements during the course of providing
services, the City will require the SaaS services provider to promptly inform the ISM.
J. FAIR AND ACCURATE CREDIT TRANSACTION ACT OF 2003
CPAU will require utility customers to provide their Information in order for the City to
initiate and manage utility services to them.
Federal regulations, implementing the Fair and Accurate Credit Transactions Act of 2003
(Public Law 108‐159), including the Red Flag Rules, require that CPAU, as a “covered
financial institution or creditor” which provides services in advance of payment and which
can affect consumer credit, develop and implement procedures for an identity theft
program for new and existing accounts to detect, prevent, respond and mitigate potential
identity theft of its customers’ Information.
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Revised: December 2017
Page 8 of 8
CPAU procedures for potential identity theft will be reviewed independently by the ISM
annually or whenever significant changes to security implementation have occurred. The
ISM will recommend changes to CPAU identity theft procedures, or as appropriate, so as to
conform to this Policy.
There are California laws which are applicable to identity theft; they are set forth in
California Civil Code § 1798.92.
NOTE: Questions regarding this policy should be referred to the Information Technology
Department, as appropriate.
Recommended: __________________________________ ________________
Director Information Technology/CIO Date
Approved: ___________________________________ _________________
City Manager Date
DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93
12/5/2017
12/13/2017
DocuSign Envelope ID: 5851857E-A78B-46E5-BBC8-5936FD35ADBF
City of Palo Alto
Information Security
Document Version: V2.7
Doc: InfoSec 110
Page 1 of 3
EXHIBIT “F”
VENDOR CYBERSECURITY TERMS AND CONDITIONS
This Exhibit shall be made a part of the City of Palo Alto’s Professional Services Agreement or any other contract entered
into by and between the City of Palo Alto (the “City”) and PROFESSIONAL ACCOUNT MANAGEMENT, LLC (the “Consultant”)
for the provision of Software as a Service services to the City (the “Agreement”).
In order to assure the privacy and security of the personal information of the City’s customers and
people who do business with the City, including, without limitation, vendors, utility customers, library
patrons and other individuals and businesses, who are required to share such information with the
City, as a condition of receiving services from the City or selling goods and services to the City,
including, without limitation, the Software as a Service services provider (the “Consultant”) and its
subcontractors, if any, including, without limitation, any Information Technology (“IT”) infrastructure
services provider, shall design, install, provide, and maintain a secure IT environment, described
below, while it renders and performs the Services and furnishes goods, if any, described in the
Statement of Work, Exhibit B, to the extent any scope of work implicates the confidentiality and
privacy of the personal information of the City’s customers. The Consultant shall fulfill the data and
information security requirements (the “Requirements”) set forth in Part A below.
A “secure IT environment” includes: (a) the IT infrastructure, by which the Services are provided to
the City, including connection to the City's IT systems; (b) the Consultant’s operations and
maintenance processes needed to support the environment, including disaster recovery and business
continuity planning; and (c) the IT infrastructure performance monitoring services to ensure a secure
and reliable environment and service availability to the City. “IT infrastructure” refers to the
integrated framework, including, without limitation, data centers, computers, and database
management devices, upon which digital networks operate.
In the event that, after the Effective Date, the Consultant reasonably determines that it cannot fulfill
the Requirements, the Consultant shall promptly inform the City of its determination and submit, in
writing, one or more alternate countermeasure options to the Requirements (the “Alternate
Requirements” as set forth in Part B), which may be accepted or rejected in the reasonable
satisfaction of the Information Security Manager (the “ISM”).
Part A. Requirements:
The Consultant shall at all times during the term of any contract between the City and the Consultant:
(a) Appoint or designate an employee, preferably an executive officer, as the security liaison to
the City with respect to the Services to be performed under this Agreement.
(b) Comply with the City’s Information Privacy Policy:
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Information Security
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Doc: InfoSec 110
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(c) Have adopted and implemented information security and privacy policies that are
documented, are accessible to the City and conform to ISO 27001/2 – Information Security
Management Systems (ISMS) Standards. See the following:
http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=42103
http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=50297
(d) Conduct routine data and information security compliance training of its personnel that is
appropriate to their role.
(e) Develop and maintain detailed documentation of the IT infrastructure, including software
versions and patch levels.
(f) Develop an independently verifiable process, consistent with industry standards, for
performing professional and criminal background checks of its employees that (1) would
permit verification of employees’ personal identity and employment status, and (2) would
enable the immediate denial of access to the City's confidential data and information by any
of its employees who no longer would require access to that information or who are
terminated.
(g) Provide a list of IT infrastructure components in order to verify whether the Consultant has
met or has failed to meet any objective terms and conditions .
(h) Implement access accountability (identification and authentication) architecture and support
role-based access control (“RBAC”) and segregation of duties (“SoD”) mechanisms for all
personnel, systems, and software used to provide the Services. “RBAC” refers to a computer
systems security approach to restricting access only to authorized users. “SoD” is an approach
that would require more than one individual to complete a security task in order to promote
the detection and prevention of fraud and errors.
(i) Assist the City in undertaking annually an assessment to assure that: (1) all elements of the
Services’ environment design and deployment are known to the City, and (2) it has
implemented measures in accordance with industry best practices applicable to secure coding
and secure IT architecture.
(j) Provide and maintain secure intersystem communication paths that would ensure the
confidentiality, integrity, and availability of the City's information.
(k) Deploy and maintain IT system upgrades, patches and configurations conforming to current
patch and/or release levels by not later than one (1) week after its date of release. Emergency
security patches must be installed within 24 hours after its date of release.
(l) Provide for the timely detection of, response to, and the reporting of security incidents,
including on-going incident monitoring with logging.
(m) Notify the City within one (1) hour of detecting a security incident that results in the
unauthorized access to or the misuse of the City's confidential data and information.
(n) Inform the City that any third party service provider(s) meet(s) all of the Requirements.
(o) Perform security self-audits on a regular basis and not less frequently than on a quarterly
basis, and provide the required summary reports of those self -audits to the ISM on the annual
anniversary date or any other date agreed to by the Parties.
(p) Accommodate, as practicable, and upon reasonable prior notice by the City, the City’s
performance of random site security audits at the Consultant’s site(s), including the site(s) of a
third party service provider(s), as applicable. The scope of these audits will extend to the
Consultant’s and its third party service provider(s)’ awareness of security policies and
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City of Palo Alto
Information Security
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Doc: InfoSec 110
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practices, systems configurations, access authentication and authorization, and incident
detection and response.
(q) Cooperate with the City to ensure that to the extent required by applicable laws, rules and
regulations, the Confidential Information will be accessible only by the Consultant and any
authorized third party service provider’s personnel.
(r) Perform regular, reliable secured backups of all data needed to maximize the availability of
the Services.
(s) Maintain records relating to the Services for a period of three (3) years after the expiration or
earlier termination of this Agreement and in a mutually agreeable storage medium. Within
thirty (30) days after the effective date of expiration or earlier ter mination of this Agreement,
all of those records relating to the performance of the Services shall be provided to the ISM.
(t) Maintain the Confidential Information in accordance with applicable federal, state and local
data and information privacy laws, rules, and regulations.
(u) Encrypt the Confidential Information before delivering the same by electronic mail to the City
and or any authorized recipient.
(v) Unless otherwise addressed in the Agreement, shall not hold the City liable for any direct,
indirect or punitive damages whatsoever including, without limitation, damages for loss of
use, data or profits, arising out of or in any way connected with the City ’s IT environment,
including, without limitation, IT infrastructure communications.
Part B. Alternate Requirements:
DocuSign Envelope ID: 5851857E-A78B-46E5-BBC8-5936FD35ADBF
Certificate Of Completion
Envelope Id: 5851857EA78B46E5BBC85936FD35ADBF Status: Completed
Subject: Please DocuSign: C19171363 Permit Citation Management System Duncan Contract 06062019.pdf
Source Envelope:
Document Pages: 39 Signatures: 1 Envelope Originator:
Certificate Pages: 2 Initials: 0 Christopher Anastole
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
chris.anastole@cityofpaloalto.org
IP Address: 12.220.157.20
Record Tracking
Status: Original
6/11/2019 9:45:03 AM
Holder: Christopher Anastole
chris.anastole@cityofpaloalto.org
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign
Signer Events Signature Timestamp
Tim Wendler
twendler@DuncanSolutions.com
President
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 98.100.195.102
Sent: 6/11/2019 9:52:54 AM
Viewed: 6/11/2019 10:01:40 AM
Signed: 6/11/2019 10:02:36 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Madina Klicheva
Madina.Klicheva@CityofPaloAlto.org
Administrative Associate II
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Sent: 6/11/2019 10:02:38 AM
Viewed: 6/11/2019 10:05:48 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Mark Hur
Mark.Hur@CityofPaloAlto.org
Parking Operations Lead
Security Level: Email, Account Authentication
(None)
Sent: 6/11/2019 10:02:39 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Carbon Copy Events Status Timestamp
Chantal Gaines
Chantal.Gaines@CityofPaloAlto.org
Assistant to City Manager
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Sent: 6/11/2019 10:02:40 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 6/11/2019 10:02:40 AM
Certified Delivered Security Checked 6/11/2019 10:02:40 AM
Signing Complete Security Checked 6/11/2019 10:02:40 AM
Completed Security Checked 6/11/2019 10:02:40 AM
Payment Events Status Timestamps
City of Palo Alto Contract No. C19171363
v. Aug. 5, 2019 Amendment No. 1
Page 1 of 8
AMENDMENT NO. 1 TO CONTRACT NO. C19171363
BETWEEN THE CITY OF PALO ALTO AND PROFESSIONAL ACCOUNT MANAGEMENT, LLC
FOR PROFESSIONAL SERVICES
This Amendment No. 1 (this “Amendment”) to Contract No. C19171363 (the “Contract” as
defined below) is entered into as of September 9, 2020, 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 663 West Wisconsin Avenue, Suite 1600,
Milwaukee, Wisconsin, 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 the development, implementation, support, and maintenance of a Parking
Permit Management System to facilitate online permit sales and distribution for a variety of
parking programs, and a related Parking Citation Management System, as detailed therein.
B. The Parties now wish to amend the Contract in order to increase the compensation
by $140,000, from $627,000 to $767,000 and add a new set of rates for LPR hardware and software
to Exhibit C-1.
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. C19171363
between CONSULTANT and CITY, dated May 20, 2019.
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 4. “NOT TO EXCEED COMPENSATION" of the Contract is hereby
amended to read as follows:
“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit “A” (“Basic Services”), and
reimbursable expenses, shall not exceed Seven Hundred Sixty Seven Thousand Dollars
($767,000.00). CONSULTANT agrees to complete all Basic Services, including reimbursable
expenses, within this amount. The applicable rates and schedule of payment are set out at Exhibit
“C-1”, entitled “SCHEDULE OF RATES,” which is attached to and made a part of this Agreement. Any
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v. Aug. 5, 2019 Amendment No. 1
Page 2 of 8
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.
Additional Services, if any, shall be authorized in accordance with and subject to the
provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services
performed without the prior written authorization of CITY. Additional Services shall mean any work
that is determined by CITY to be necessary for the proper completion of the Project, but which is
not included within the Scope of Services described at Exhibit “A”.
SECTION 3. 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”, AMENDED, REPLACES PREVIOUS.
b. Exhibit “C-1” entitled “SCHEDULE OF RATES”, AMENDED, REPLACES
PREVIOUS.
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.
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City of Palo Alto Contract No. C19171363
v. Aug. 5, 2019 Amendment No. 1
Page 3 of 8
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
CONSULTANT:
PROFESSIONAL ACCOUNT
MANAGEMENT, LLC.
Officer 1
By:
Name:
Title:
Officer 2
By:
Name:
Attachments:
EXHIBIT “C”: COMPENSATION
EXHIBIT “C-1”: SCHEDULE OF RATES
DocuSign Envelope ID: AF3018EF-B260-4050-A12D-343BFEBCA8A5
Tim Wendler
President and CEO
General Counsel and Secretary
Gregg Bott
City of Palo Alto Contract No. C19171363
v. Aug. 5, 2019 Amendment No. 1
Page 4 of 8
EXHIBIT “C”
COMPENSATION
(AS AMENDED BY AMENDMENT NO. 1)
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, based on the rates in Exhibit
C-1. The budget schedule below is an estimate of the amounts to be paid by year,
however, the amount paid in any given year may vary, depending on the number of
permits and citations processed.
BUDGET SCHEDULE ESTIMATED AMOUNT
Year 1 $99,000.00
Year 2 $249,500.00
Year 3 $139,500.00
Year 4 $139,500.00
Year 5 $139,500.00
Sub-total Basic Services $767,000.00
Reimbursable Expenses $0.00
Total Basic Services and Reimbursable expenses $767,000.00
Maximum Total Compensation $767,000.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which
CONSULTANT shall be reimbursed are: NONE
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense shall be approved in advance by the CITY’s project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONSULTANT’s proposed maximum compensation, including reimbursable
expense, for such services based on the rates set forth in Exhibit C-1. The additional services
scope, schedule and maximum compensation shall be negotiated and agreed to in writing by
the CITY’s Project Manager and CONSULTANT prior to commencement of the services.
Payment for additional services is subject to all requirements and restrictions in this
Agreement.
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City of Palo Alto Contract No. C19171363
v. Aug. 5, 2019 Amendment No. 1
Page 5 of 8
EXHIBIT “C-1”
SCHEDULE OF RATES
(AS ADDED BY AMENDMENT NO. 1)
CONSULTANT shall be paid per unit for processing services for the comprehensive permit and
citation managements system. Table 1 below includes the payment rates per unit for the program
including pre- defined pricing for implementation and management of the program. Table 3 below
contains the costs for LPR hardware and software. The compensation tables shall remain fixed for
term of the Agreement.
Table Set 1 Compensation Terms
Per-permit fee $1.00 $10,500.00
Per-renewal letter fee (sent by mail) $0.65 $3,412.50
Per-renewal letter fee (sent by email) $0.00 $0.00
Per-software license fee $0.00 $0.00
Per-permit convenience fee (for web/IVR purchases) $1.00
charged to
customer
Permits Solution subtotal $2.65
Estimated cost per month
Optional service
Per-permit fulfillment fee** $4.00 $42,000.00
Permit Solutions subtotal + Optional service subtotal
Estimated cost per month
*Estimate based on assumption of 10,500 permits issued and 50% of renewal letters are sent
by mail. Actual expense may be more or less than this estimate, depending on the actual
number of permits issued.
**If requested by City, Consultant shall provide this service which includes Consultant: (1) scanning
and indexing all paper applications, (2) reviewing and approving scanned applications based on City
rules, and (3) reviewing and approving online applications based on City rules.
Citation Management System Pricing
Seven (7) handheld enforcement devices
Item Per Unit
Est. Annual
Expense
*
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City of Palo Alto Contract No. C19171363
v. Aug. 5, 2019 Amendment No. 1
Page 6 of 8
* Estimate based on assumption of 10,800 citations issued. Other estimates in this column are
based on other assumptions, some of which may be noted.
amount
amount
$71,801.45
$5,983.45
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City of Palo Alto Contract No. C19171363
v. Aug. 5, 2019 Amendment No. 1
Page 7 of 8
Compensation Schedule (Estimated)
Table 2 below includes the estimated annual payment compensation schedule for the program,
based on assumed numbers of permits and citations issued, equipment utilized and other
services provided. These are estimates only.
Table 2 Compensation Schedule
Est.
Mont
hly
(roun
d ed
to
neare
t
2019 2020 2021 2022 2023
Month
s t
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City of Palo Alto Contract No. C19171363
v. Aug. 5, 2019 Amendment No. 1
Page 8 of 8
Added by Amendment 1
Table 3: LPR Hardware and Software
Per-LPR (based on 2 units)** $55,000.00 $110,000.00
Per-LPR Annual Fees: 5-year extended warranty purchase with
Advance Replacement coverage (based on 2 units)
$3,750.00 $7,500.00
LPR Solution subtotal (Year 1)
LPR Solution subtotal (Year 2)
LPR Solution subtotal (Year 3)
LPR Solution subtotal (Year 4)
LPR Solution subtotal (Year 5)
TOTAL $140,000.00
**Genetec AutoVU LPR System(s)
• AutoVu SharpX dual base KIT includes main processing unit, brackets, wiring, navigator kit w/GPS, high
resolution LPR units and in-vehicle license
• Genetec Security Center Base Package-Version 5.5 which includes: 1 directory, 5 security desk client
connections, Plan Manager Basic for 3 maps and 30 entities, alarm management, advanced reporting,
system partitioning, zone monitoring, email support, and macros support
• Mapping license including data for North America-per vehicle license
• Panasonic Toughbook CF520 complete kit; mounting hardware, docking station, and vehicle power
adapter
• AutoVu Mobile City with wheel imaging system onsite turn-key installation for each vehicle
• Permit zone configuration services for AutoVu Mobile City (ex. zone, editor, mapping, custom
enforcement rules)
• All-inclusive installation services
• 5-year extended warranty purchase with Advance Replacement Coverage
• Duncan AutoPROCESS list integration, including ongoing maintenance and support
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ATTACHMENT C
Surveillance Use Policy for AUTOMATED License Plate Recognition (ALPR) Technology
for City Parking including on-street, garages and lots
In accordance with Palo Alto Municipal Code Section PAMC 2.30.680(d), the Surveillance Use
Policy for the use of LPR technology for parking enforcement and ongoing parking management
analysis is as follows.
1. Intended purpose of technology. The intended purposes of the ALPR technology are to
manage and provide data analysis of City Parking trends, including on-street, garage and lot
usage, to calculate occupancy and utilization, identify vehicles in violation of parking laws
and regulations, and to assist with citation issuance.
2. Authorized uses of the information. The information collected by the Parking Guidance
System and ALPR technology will be used only for the purposes identified in Section 1
above. All images of License Plates gathered by the ALPR are for only utilized by citations.
Transformed and anonymized parking space utilization is non -sensitive.
3. Information collected by the technology. The ALPR technology system will capture context
images of vehicles with visible license plates and record each license plate number
captured, along with a date/time stamp and latitude/longitude .
4. Safeguards and Compliance Features. The safeguards that protect information from
unauthorized access include encryption, access-control, and access oversight mechanisms,
as applicable.
All ALPR data downloaded to City and/or vendor equipment and in storage shall be
accessible only through a login/password-protected system capable of documenting all
access of information by name, date and time (as required per Civil Code § 1798.90.52).
Staff and/or contractors & vendors approved to access ALPR data will be permitted to
access the data for City Office of Transportation purposes only (as approved by the Chief
Transportation Official), such as when the data relates to the investigation of a parking
violation. Authorized personnel will include Office of Transportation and Administrative
Services Department staff, Serco enforcement personnel, and Genetec and Duncan support
staff.
The following compliance procedures are in accordance with and accepted by the City’s
documented Business Impact Assessment (BIA) and Vendor Information Security
Assessment (VISA) evaluation and approval processes for technology vendor contracts (see
End Notes below for more information). The BIA and VISA processes enable staff to
understand and assess vendors' security practices, previous data breaches, compliance with
industry standards, and disaster preparedness. The process documents vendor policies
regarding protected information, security, and privacy compliance, password algorithm,
encryption scheme, log monitoring processes, system and application security processes,
ATTACHMENT C
hiring with criminal background verification confirmation, physical security landscape, and
other details.
As a complete, hosted, and turnkey solution by Duncan, no sensitive data will be stored or
accessed on City Datacenter Servers. Staff and contractors accessing ALPR data will utilize
physical access controls, computer application permission controls, and other technological,
administrative, procedural, operational, and personnel security measures to record who has
accessed ALPR data, the time and date of access, and reason for access, to protect the data
from unauthorized access, destruction, use, modification or disclosure.
Duncan Solution ALPR Technology Overview
5. Information retention. The time period for which data collected by the ALPR technology
devices will be routinely retained or stored is based on the following schedule:
• License Plate images and numbers collected, but not cited: 96 hours maximum to
determine whether a violation occurred. All others will be automatically deleted.
• License Plate images and numbers collected and attached to issued parking citation
files: Retained for 5 years in compliance with statistical Universal Crime Reporting
requirements (City Records Retention Schedule).
6. Access to information outside City. License Plate data shall be used only by the City and
authorized vendors for parking enforcement and data collection purposes. Unauthorized
entities will not have access to the information. Parking occupancy and availability data, and
related data associated with parking management efforts and analysis, will be made
available to the public. The publicly available data will never include specific license plate
numbers.
7. Description of Compliance Procedures. A description of compliance procedures, including
functions and roles of city officials, internal recordkeeping, measures to monitor for errors
or misuse, and corrective procedures that may apply.
ALPR system audits will be conducted on a regular, annual basis. All authorized personnel
will receive training on the proper handling of personal information which includes ALPR
ATTACHMENT C
data. The training addresses appropriate handling and transmission procedures, as well as
consequences of an ALPR data security breach. City of Palo Alto contractors are required to
provide similar training to their employees who access ALPR data.
All License Plate Images attached to citations will follow the requirements of City Records
Retention requirements for citations, kept for the Current Year collected plus 5 years, in
accordance with Universal Crime Reporting statistic requirements; originals are sent to the
Department of Justice and the Bureau of Investigation.
End Notes:
Scope of BIA: The Business Impact Assessment (BIA) assess impact Confidentiality, Integrity and
availability of data within the scope of the project in conjunction with data loss scenarios and
degree of impact (high, medium or low); with regard to:
a. Confidentiality Impact Assessment: What are the negative impacts/consequences of
unauthorized or unintended disclosure of Information? (i.e. Loss of confidentiality)
b. Integrity Impact Assessment: What are the negative impacts/consequences of
unintended errors or deliberate, unauthorized changes to information? (i.e. loss of
integrity)
c. Availability Impact Assessment: What are the negative impacts/ consequences of
prolonged outage of the system or application? (i.e. loss of availability)
Scope of VISA: The scope of Vendor Information Security Assessment (VISA) is to assess vendor
IT environment of the Cloud Service Provider (the Vendor), which intends to provide to the City
of Palo Alto (the City) any or all of the following services: Software as a Service (SaaS); Platform
as a Service (PaaS); and Infrastructure as a Service (IaaS). The VISA assess whether SaaS, PaaS
and IaaS service providers database applications, computer network infrastructure and
computer hardware and software platforms can be safely hosted by the Vendor and made
available to the City via interconnected in a network, typically the Internet.