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HomeMy WebLinkAboutR-1989-063 I RESOLUTION NO. 63-89 A RESOLUTION OF THE CITY OF DANIA, FLORIDA, APPROVING THE AGREEMENT BETWEEN COMPUTIL CORPORATION AND THE CITY OF DANIA; AND AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE SAID AGREEMENT; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS , the City Commission, City Manager and City Attorney of the City of Dania, Florida, have reviewed the attached form of agreement and find it to be appropriate to the needs of the City of Dania. NOW, THEREFORE , BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA, FLORIDA: Section 1 . That the City Commission of the City of Dania , Florida, does hereby approve the agreement between Computil Corporation, a New Jersey corporation , and the City of Dania, a copy of which is attached hereto and made a part hereof as Exhibit Section 2 . That the Mayor-Commissioner , City Manager and City Clerk-Auditor are hereby authorized and directed to forthwith execute said Agreement on behalf of the City of Dania, Florida . Section 3 . That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED and ADOPTED this 9th day of May, 1989. ZMAYOR - COMM SI FN ATTEST: CITY CLERK - AUDITOR APPROVED AS TO FORM AND CORRECTNESS FRANK C. ADLER, City Attorney J Resolution No. 63-89 1 DATA PROCESSING AGREEMENT FOR DELINQUENT PARKING VIOLATIONS PROCESSING BETWEEN THE CITY OF DANIA FLORIDA AND COMPUTIL CORPORATION Made this day of One Thousand Nine Hundred and Eighty-Nine, By and Between COMPUTIL CORPORATION, a corporation of the State of New Jersey with offices at 1040 Route 46, Clifton, New Jersey 07013 doing business as "Computil" hereinafter referred to as COMPANY; and the City of Dania, a Municipal Corporation of the State of Florida with offices at the City Hall, 100 West Dania Beach Boulevard, Dania, Florida, 33004 hereinafter referred to as "MUNICIPALITY". WITNESSETH That in consideration of the mutual covenants herein contained and other valuable consideration, the parties hereto agree as follows: 1 The COMPANY agrees to provide the MUNICIPALITY with data processing services in accordance with the Proposal dated January 12, 1989, a copy of which is attached hereto and made a part hereof as if set forth in full. Any and all previous agreements and contracts between the parties are deemed cancelled and terminated and the services rendered by the COMPANY shall be provided in accordance with the following: (A) COMPANY shall process the backlog of the approximately 6995 outstanding parking violations in accordance with the attached Proposal. MUNICIPALITY shall have the option to turn over additional outstanding parking violations to COMPANY for processing at the sole discretion of the MUNICIPALITY. 2 This Agreement shall commence as of May 1, 1989 and terminate on April 30, 1990, unless terminated sooner as provided herein. MUNICIPALITY may, at its sole discretion, renew this Agreement for one (1) additional year term under the same terms and conditions icX H 13 I T "A"�.ni ir, dlT � r, VIP I PANY prior to April 30, as set forth herein upon ninety (90) days written notice to COM 1990. 3. MUNICIPALITY shall compensate COMPANY for the performance of Services hereunder in accordance with the following schedule: (A) Backlog Processing Processing -Thirty-Five percent (35%u) of revenue collected by MUNICIPALITY (B) Backlog Termination Fee f If termination prior to the contract expiration date, MUNICIPALITY will pay COMPANY two percent (2%) percent of the uncollected revenue as a backlog termination fee. COMPANY shalt invoice MUNICIPALITY monthly for services provided pursuant to (A) y_•, and/or (B) immediately above. All payments shall be due within thirty (30) days of the date of invoice. q COMPANY willorovidgwill provide: A. Conversion of existing file of backlog tickets B. Pickup and delivery services one (1) time per week C. Computer processing of all issued tickets D. Daily deposit of violations payments into the Bank Account owned by the MUNICIPALITY E. All reports and notices outlined on attached proposal F. In state registration lookups G. Out-of-state registration lookups _2- L I J J G. All forms needed for the system H. Lockbox Processing, including P.O. Box Cost I. Routine Correspondence Processing J. Postage for Notices K. Toll Free 800 telephone number for violator inquiries MUNICIPALITY will provide: A. Tape or diskette with a file layout of the backlog tickets to be processed B. Bank Account owned by the MUNICIPALITY for deposit of violations payments, one (1) self-inking endorsement stamp reading "City of Dania, for deposit only", adequate supply of three (3) part bank deposit slips reading "City of Dania" and including the MUNICIPALITY'S bank account number. C. Review of tickets to be data processed for accuracy and legibility D. Use of forms provided by COMPANY for maintenance of the system E. Police roster, name and badge numbers which will be updated as necessary F. Correction of errors or illegible information on tickets before submission for data processing G. For Backlog processing, verification of collection in the form of a receipt list, copies of receipts or in some other form as agreed upon by the COMPANY within thirty (30) days of receipt of the monies collected as a result of backlog processing by the COMPANY H. Review and notation of errors in all reports received from COMPANY I. Utilization of forms provided by COMPANY to note correction to be made by COMPANY -3- 6. COMPANY MAKES NO REPRESENTATIONS OR WARRANTIES RESPECTING THE PERFORMANCE OF THIS AGREEMENT EXCEPT AS ARE CONTAINED HEREIN INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. COMPANY AGREES TO CORRECT ALL ERRORS MADE BY COMPANY WHICH THE MUNICIPALITY HAS NOTED AND COMMUNICATED TO COMPANY AS REQUIRED BY ITEMS 5 (G) AND (H) ABOVE. COMPANY SHALL NOT BE LIA➢LE FOR CONSEQUENTIAL OR OTHER INDIRECT DAMAGES ARISING OUT OF THE PERFORMANCE OF THIS AGREEMENT. IN NO EVENT SHALL COMPANY'S LIABILITY FOR DAMAGES ARISING OUT OF NEGLIGENCE OF COMPANY IN THE PERFORMANCE OF THIS AGREEMENT EXCEED g-1/3 PERCENT OF THE ANNUAL CONTRACT REVENUES. L COMPANY or MUNICIPALITY may, at any time, terminate this Agreement upon sixty (60) days written notice to the other party, at which time COMPANY will promptly return all materials belonging to MUNICIPALITY, and at which time COMPANY'S obligations hereunder shall cease. MUNICIPALITY shall reimburse COMPANY for all services provided hereunder up to and including the date of termination including the costs of file tape and delivery incident to termination as well as payment of the Backlog Termination Fee �... where applicable. $ MUNICIPALITY agrees that it will not use the information provided by COMPANY for purposes other than the resolution of traffic violations. In the event a claim or action related to MUNICIPALITY'S use of the information for purposes other than the aforesaid is brought against COMPANY, MUNICIPALITY agrees to hold harmless, indemnify and defend COMPANY from and against all such claims and actions. Q. COMPANY shall not be liable for any delay or failure to comply with the terms of this Agreement if the delay or failure is due to causes beyond the reasonable control of COMPANY. -4- I J ]0 This Agreement shall be binding upon and inure to the benefit of the parties hereto and their successors and assigns. 11. In the event any one or more provisions of this Agreement is held to be invalid, illegal and unenforceable, the remaining provisions shall remain in full force and effect. 12 This Agreement, its enforcement and interpretation shall be governed by the laws of the State of Florida. The parties agrees that venue in any action concerning the terms of this Agreement or its performance shall be laid in Broward County, Florida. 14. This Agreement contains all the terms and conditions of contract for data processing services by and between MUNICIPALITY and COMPANY. There are no covenants or promises other than those expressly set forth herein. No modification of this Agreement may be made except by a writing executed by both parties. -5- IN WITNESS WHEREOF, the Parties have hereunto caused these presents to be executed by their respective duly authorized officers and their respective corporate seals to be affixed hereto the day and year first above written. ATTEST: COMPUTIL/ PO R ATION B y: VICTORIA INGINO, SECRETARY ALFONS07Ci 1 I, PRESIDENT AND CHIEF EXECUTI E OFFICER ACCEPTANCE OF CITY OF DANIA, FLORIDA By: Mayor-Commissioner By: City Manager �•-• Attest; City Clerk-Auditor Seal Approved as to Form and Correctness: City Attorney -6- J PROPOSALFOR DELINQUENT PARKING VIOLATIONS PROCESSING FOR THE CITY OF DANIA, FLORIDA Submitted by: COMPUTIL CORPORATION 1040 Route 46 Clifton, NJ 07013 1-800-221-1725 ,...9 January 12, 1989 I COMM"If IL CORPORATION Regiona101fices Boston,MA Clifton,NJ Fort Lauderdale,FL Houston,TX Kansas Cily,KS San Francisco,CA West Camputil Corporation January 12, 1989 Huntington Beach,CA Ms. Mary Blasi San Jose,CA Finance Director City of Dania City Hall 100 West Dania Beach Blvd. Dania, FL 33004 Dear Ms. Blasi: COMPUTIL is pleased to present you with our proposal for processing delinquent parking tickets issued by the City of Dania. Our Ticket Revenue and Violations Information Control System (TRAVICS) will satisfy every major requirement the City needs to successfully process its delinquent tickets. To highlight a few important areas: TRAVICS is used by over 300 municipalities nationwide. COMPUTIL has been processing parking tickets since 1971. TRAVICS collects over 75 million dollars annually for our clients. We can begin processing immediately as we have extensive experience in accepting the existing file for data transfer. TRAVICS successfully interacts with the Florida Division of Motor Vehicles and also processes out-of-state violators. TRAVICS contains a computerized tow and hold program, if needed. We offer comprehensive and dedicated customer support from our Fort Lauderdale, FL regional office and also from our toll-free hotline. TRAVICS offers comprehensive management reports. We have one of the highest collection rates in the industry. Our service is extremely cost effective. COMPUTIL wishes to express our appreciation for the opportunity to submit our proposal. We are confident that it will be favorably accepted and that we will be granted the opportunity to make an oral presentation to the selection committee. The terms stated in this proposal are good for a period of 60 (sixty) days. COMPUTIL looks forward to being of service to the City of Dania. If you have any questions please do not hesitate to contact us toll free at 1-800-221-1725. Very truly yours, Jeanne Gee Southern Regional Sala Manager JGsc 1040 ROUTE 46•CLIFTON,NEW JERSEY 07013. 1-800-221.1725• N.J.ONLY 1.800.334-0771 FAX:201-470.0028 CORPORATE BACKGROUND #PAW ?JL { TABLE OF CONTENTS TOPIC SECTION CORPORATE BACKGROUND 1 SCOPE OF SERVICES 2 COST/RE VENUE 3 CLIENT REFERENCES 4 1 f i © 1987 Computll CORPORATE BACKGROUND COMPUTM CORPORATION is a national firm specializing in data processing services and management information systems for municipal governments. We are the "^• . _ largest and most experienced firm of our kind, currently serving over 300 clients i coast-to-coact, more than any other vendor in the business. In 1989 we are celebrating our twentieth year as a leading provider of computer-based systems and services for the public sector. Our corporate commitment to government is unsurpassed in the industry, and has never been stronger as we approach our twentieth anniversary. COMPUTIL is a privately held corporation, with corporate headquarters in Clifton, New Jersey. WEST-COMPUTIL, our west coast subsidiary, has its principal office in Huntington Beach, California, and a satellite office in San i Jose, California. Together we provide client support nationwide, from our data 1 centers in Clifton, New Jersey and Huntington Beach, California, and our seven regional offices in Clifton, NJ; Boston, MA; Fort Lauderdale, FL; Houston, TX; Chicago, IL; Kansas City, KS; and San Francisco, CA. COMPUTIL has devoted extensive financial, technical and human resources to the research and development of our systems and services, which is why they are among the best available in the public sector marketplace today. Our experience in 1 the design, development and implementation of systems for government; our awarenessy ` of industry trends and their implications; and the pride we have in our work combine to guarantee our success long into the future. In addition to the wide range of quality systems and services we provide for municipalities, COMPUTIL has a number of financial management systems that perform accounts receivable and billing functions for retail businesses. Our emphasis is on the public sector however, which we serve through two main i - -i divisions: our TRAVICS Service Group and our Systems Group. The following is an J overview of the separate services and systems provided by each of these groups. The primary data processing service we offer is our Ticket Revenue And ' Violations Information Control System ("TRAVICS"), a comprehensive parking citation management service that handles both daily and delinquent processing for in and out-of-state violators. TRAVICS manages the entire citation process, from ticket issuance through the collection of fines. Municipal and county governments nationwide count on TRAVICS as their most important revenue-generating tool. As the nation's largest and most successful processor of parking citation violations, COMPUTIL is a recognized leader in the parking citation management industry. We began processing citations for municipalities in our home state of New $1 Jersey in 1971, and quickly grew to handle over two-thirds of all citations issued in the state. We have since undergone a national expansion, and now service municipalities of all sizes across the country, processing over nine million citations annually, with collection rates reaching as high as 92 percent. Last year we realized over 75 million dollars for our clients from old, previously unpaid tickets alone. Our TRAVICS group is a dedicated team of industry, technical and client support experts thoroughly knowledgeable in all aspects of the parking citation processing business. We have developed a full-service citation management program designed to maximize revenue and relieve municipalities from the burden of citation processing. ' Our east and west coast dam centers are full-service citation processing facilities staffed by professionals with substantial experience in the implementation of parking cimtion management programs. We provide software, hardware, dam entry, noticing and extensive management reporting, or any combination of these. Our Systems Group has developed an impressive array of management information systems software that handles all aspects of municipal activity. This comprehensive 1 _ 2 - _ y�r�� line of municipal government software ranges from public safety packages for the efficient management of emergency medical services, police, court, fire and jail systems, to financial packages, including budgets and taxes. Together with TRAVICS, these products provide a complete solution for the efficient management of municipalities. Recently our software, although primarily geared to municipalities, l was selected by the United States Federal Bureau of Investigation, which has found j it to be an effective tool in the management of operations out of their New York installation. In addition to standardized applications software packages, our Systems Group can provide customized systems tailored to the individual municipality's needs. Our capabilities range from the provision of short term consulting services through the design, development and installation of large scale information systems or complete facilities management. i A , i _ 3 _ \ ^' © 1997 Computil COMPUTIL OFFICES CORPORATE HEADQUARTERS Computil Corporation 1040 Route 46 Clifton, New Jersey 07013 f 1-800-221-1725 (outside NJ.) 1-800-334-0771 (inside NJ.) WEST-COMPUTIL Main Office Satellite Office 18700 Beach Boulevard 900 North 1st Street Huntington Beach, CA 92648 Suite B (714) 963-7224 San Jose, CA 95112 (408) 292-1924 REGIONAL OFFICES EASTERN REGION WESTERN REGION 1040 Route 46 1485 Bayshore Boulevard Clifton, New Jersey 07013 Suite 265 1-800-221-1725 (outside N.J.) San Francisco, CA 94124 1-800-334-0771 (inside N.J.) (415) 330-3518 NORTHEAST REGION MIDWESTERN REGION R v 1 Faneuil Hall Kansas City Office: Boston, MA 02109 10111 Santa Fe Drive (617) 723-6154 Overland Park, KS 66212 (913) 894-6262 SOUTHEAST REGION Chicago Office: 2050 East Oakland Park Boulevard 333 West Wacker Drive Suite 201 Chicago, IL 60606 Fort Lauderdale, Florida 33306 (312) 444-2060 (305) 564-3806 SOUTHWESTERN REGION 2500 East T.C. Jester Street Suite 300 Houston, Texas 77008 (713) 8684757 1� l` © 1987 Computil 1 SCOPE OF SERVICES PC?/L OVERVIEW COMPUTIL appreciates the opportunity to present this proposal to the City of Dania. With 20 years of ticket processing experience, COMPUTIL is confident that we can successfully generate for the City a significant amount of municipal revenue from delinquent parking tickets. Through our Ticket Revenue and Violations Information Control System (TRAVICS), COMPUTIL can achieve this goal without any expenditures or investment risk of any kind on the part of the City. Our contingency fee is based solely on revenue collected, and all costs to the City are covered therein. Delinquent tickets represent a substantial loss of revenue if not collected. COMPUTIL can collect a large percentage of this revenue with little or no effort on the part of the City. In 300 municipalities across the country, COMPUTIL has proven that our processing methods work. All we need is a computer tape of the delinquent tickets, and the opportunity to prove how TRAVICS can successfully turn them into revenue for the City of Dania. i - 1 - \ © 1997 Computil F I BACKLOG PROCESSING " The first step in backlog processing is the conversion of the City's existing outstanding ticket file to COMPUTIL's Violations Master Database format Sophisticated quality control procedures are used to ensure that the integrity of I the data is maintained. All violator name and address information resident on the existing ticket file is retained during the conversion process. The license plate numbers for all tickets that do not have a violator name and address on the existing ticket file are run through COMPUTIL's extensive name and address database to identify the vehicle owner. Those which do not produce a i match are processed through the appropriate states' motor vehicle registration departments in an attempt to obtain name and address data. This is described in ' I the following section, 'Department of Motor Vehicles Interface.' After the outstanding ticket file is converted, notification begins for those violators for whom name and address data was obtained, while repeated attempts are made to obtain the remaining names and addresses. Our backlog system generates k...k _ revenue from unpaid tickets by a complete noticing program to the violator i including tow/boot notification, registration non-renewal, license suspension and credit collection agency interface, if needed. Please refer to the section on '- 'Noticing' for a complete description of our noticing program _ 2 _ >. © 1997 Computil L DIVISION OF MOTOR VEHICLES INTERFACE ! "s` Over the past 20 years, COMPUTTI, has invested substantial time and capital to develop relationships and agreements (and associated computer software) with motor vehicle registration departments throughout the country for the routine, computerized, large volume identification of registered motor vehicle owners who have received parking tickets. We have established a national communications network with these agencies, enabling us to obtain name and j address information on both in- and out-of-state violators. Our name and address look-up system consists of over 100 computer programs to meet the formatting and input requirements of individual motor vehicle registration departments, as well as the reformatting and standardization of i the return name and address and other identification data. These programs are sensitive to the different states' vehicle registration practices. They distinguish between, for example, 'vehicle' vs. 'owner" states -- whether the plate stays with the owner upon transfer or sale of the vehicle or whether the plate is transferred to the new owner. Another example of the system's sensitivity is its accurate handling of states where there is duplication of plate numbers between commercial and passenger series. r Where possible, COMPUTTL makes all requests for violator data via magnetic t tape. We send a tape containing the license plate numbers and other required data to the state motor vehicle registration department, which expands our tape with name and address information that produced a match from their files. This expanded tape, now complete with name and address information, is sent back to i s © 1997 Computil v., 77 '1 us and updated to the Violations Master Database. For those states that are i not able to receive magnetic tape requests for violator information, and therefore require hard copy transactions, COMPUTIL sends and receives all data r on paper. The system makes every effort to properly identify who the vehicle owner was at the time the ticket was issued, so as to minimize the number of violator complaints to our clients. If possible, the issue date of the ticket is compared to the issue and expiration date of the vehicle registration. Also, if certain critical information returned from the motor vehicle registration department, such as the vehicle make or color, does not match the information on the ticket, an error flag will be produced that will prevent a notice from i being sent. i For in-state violators, COMPUTIL typically makes three to six requests for registered owner name and address information. If not successful on the first attempt, requests are made every other week until the third request has been made. From that point on, requests are made on a monthly basis. After each request, tickets for which the names and addresses were not found are printed on a report so that the City can submit the tickets for correction on fields ' that may be preventing a match. v` .w j 4 a © 1997 Computil - i O_ut-of-State Processingi -i Most municipalities do not have the resources to develop interfaces necessary for automated relationships with all the various states' motor "" •:. - vehicle registration departments. This is a task better left to a service vendor such as COMPUTIL, with the size, scope and expertise to handle the wide array of specifications that exist in this unregulated area. By working with COMPUTIL, the City can capitalize on the years that we have already spent in developing our very effective out-of-state processing system. We are proud of the successful working relationships we have established with motor vehicle registration departments throughout the country, enabling us to retrieve substantial revenue for our clients that is normally lost from out-of-state violators. As a result of our national expansion, COMPUTTL now has agreements with most of the fifty states' motor vehicle registration departments for the retrieval of out-of-state violator information. We are constantly monitoring the various states' registration practices so as to keep abreast of any changes in formatting requirements or required data inputs. There are no up-front costs to the City for delinquent out-of-state processing. We collect our contingency fee only after the ticket in question a ' has been paid. We will perform out-of-state took-ups upon request by the City, or according to any prearranged schedule the City desires. Our system includes a monthly report which identifies the number of unpaid tickets by violator and state, so that Iook-ups can be targeted to maximize revenue. r ;•� - 5 - © 1987 Computilr..� L� NOTICING Based on specifications received from the City of Dania, COMPUTIL will "f issue notices in accordance with details as to form, content, sequence and timing. Current notices &ready increase collection rates, improve cash flow .1 and reduce violator inquiries. The noticing system will be the same for both in-state and out-of-state registrations. Tow/boot notices, overdue payment notices and notice activity reporting are all part of the comprehensive processing system we provide. All of our notices contain a customized message, selected by the City, and a remittance envelope. Each notice lists the infraction(s) by date and time of $j day, with the infraction code, location, vehicle make, fines and penalties, and total indebtedness. For habitual offenders we have the capability to include 20 tickets per notice. All notices are generated and mailed on a weekly basis until all backlog tickets are exhausted. - i - 6 - © 1997 Computil The following gives a brief description of each of the standard notices i provided by COMPUTIL. Delinquency Notice This 'warning letter" contains a customized message requesting immediate payment. It lists all outstanding ; violations along with violation date, infraction, location, fines penalties and total indebtedness. A Final Notice: Ten (10) days after the generation of the first notice, if the violation has not been paid in full, a second notice with somewhat stronger language is generated and mailed. i Tow/Boot Notice When a violator has accumulated five (5) or more (Optional): unsatisfied parking violations, an impending tow/boot notice is generated and mailed. This notice lists all infractions with indebtedness, and informs the violator of impending tow/boot action unless prompt payment is ». remitted. It also preserves the violators 'due process' right under Federal Law. Partial Payment If a violator partially pays a ticket our system Notice automatically and immediately records the payment and calculates, records, and bills the violator for the remaining indebtedness. This enables us to retrieve substantial revenue for the City that is normally lost due to partial payments. We suggest that the City place a dollar amount limit for partial payment noticing. a 7 _ © 1987 Computil Fleet/Rental Carr. Our system allows for the transfer of liability from a �. . "M <•! rental or fleet car corporation to the violator, so that notices are sent directly to the individual responsible Ti for the violation(s). n _a Protest Tickets under "protest will be frozen from administrative ' action until the matter has been fully adjudicated. Nixie Processing: If a notice is returned from the post office due to an incorrect address, such violations are frozen from further administrative action until a correct address can be obtained from the Department of Motor Vehicles. This will I conserve postage expense while tracking down 'hard to reach" violators. i� c a 1 _ g _ 7 © 1997 computll L� 2. Fine Penalty, and Fee Structures COIvIPUTILIs TRAVICS system has the capability of facilitating comprehensive �- and complex fine, penalty, and fee structures. For example, the following describes a structure currently used by one of our clients, with four penalty _•_ escalation levels within a 90-day period. ^w o If a ticket has not been paid in full or a hearing has not been requested, the base fine doubles seven days after date of issuance or adds a penalty. o If a ticket is not satisfied within 30 days after the generation of a first notice, a default judgement penalty is applied. 1 o Tow charges are applied. o Daily storage charges are applied with impoundment. I I - 1 COMPUTIL's TRAVICS system is designed to offer maximum flexibility to our clients. Our system is driven by parameters that you control. If for any reason your fine, penalty and fee structure required a change in the future, a simple parameter adjustment would would accomplish the change. 1 - 9 - © 1997 Computll F • . 1� PAYMENTS PROCESSING" COMPUTIL will provide lockbox service, as well as answer all routine correspondence. The lockbox operation will be performed by bonded personnel, and all procedures will conform to Generally Accepted Accounting Principles for cash handling, accounting and control. An overview of lockbox operations as they would be applied for the City of Dania is presented here. COMPUTM will rent a post office lockbox registered to the City of Dania. All payments and correspondence will be sent to the P.O. Box and will be collected by bonded personnel at least once daily. Processing of payments will proceed as follows. All envelopes will be counted and opened. All payments for research and i all exception items will be set aside for delivery to COMPUTIL's Clifton, NJ data center for on-line research and processing. Exception items include payments not accompanied by tickets or invoices, payments with registration numbers but no violation numbers, unsigned checks and other unappliable payments, etc. 33 L All payments and associated documents will be batched. All checks will be dated and endorsed. The violation number(s) to which the each payment applies will be written on the checks, along with the amount applied to each violation in the case of multiple violations. On a daily basis COMPUTIL will deposit all pa yments to a bank account Once a week the batched remittance documents will be sent via bonded courier to COMPUTIL's data center in Clifton, NJ for update to the Violations Data Base. 10 - "t. `• © 1997 Computil 77 If more than one invoice is received with a single payment, the remittance I documents will be clipped together, the total payment amount will be written on the front of the first document, individual payments will be recorded on each document, and the payment will be processed as usual. If more than one payment is received with a single remittance document, an adding machine tape of the total payments will be attached to the remittance document, and the payments will be processed as usual. All appliable payments will be accepted, regardless of the amount. In the case of partial payments, when the payment information is updated to the Violations Master Data Base, the new amount due will be automatically adjusted by the system, and escalation will proceed. If the payment amount exceeds the amount i �! due for the violations included with the payment, COMPUTII, personnel will perform the necessary research to determine if the violator has additional outstanding i violations to which the excess amount can be applied. Checks returned for non-sufficient funds (NSF) will be automatically redeposited. Checks returned a second time will be debited from the clearing account and COMPUTIL will send the violator a bad check notice. Postdated checks (check date after date of receipt) will be retained for processing on the appropriate date. Violations corresponding to bad checks will be reactivated as unpaid on the data base and any bad check fee(s) will be assessed. COMPUTII, will provide the necessary controls required to reconcile the payments applied to the data base with the amounts deposited in the bank account V e_ Payment photocopies, remittance documents, correspondence and duplicate deposit tickets will be delivered to the City on a weekly basis. j © 1987 Computll TOW-IMMOBILIZATION SY5TEM (OPTIONAL) If the violator has accumulated several violations (according to statute) A,T and these violations have appeared on all the City,s delinquency notices T and were not nixied due to bad address, the vehicle will become a tow-boot eligible vehicle. COMPUTIL will produce and mail a tow-immobilization notice requesting prompt payment from the violator and making him aware of his new tow-boot eligible status. Additionally, a "hot-list" will be produced to the Police Department. This list will contain the registration number, plate type, make and color of the tow-boot eligible vehicle, along with the most common i jlocation and time of day the vehicle is most likely to be found. It is an ' `\ invaluable tool when the Police Department is trying to locate a tow-boot -~ eligible vehicle. This is an extremely effective and accurate tool for collecting substantial municipal revenue from "scofflaw" violators. It is the most effective tool in encouraging Payment from out-of-state violators. In addition, booting is an invaluable tool to visually display that the City is serious about collecting their tines from parking violations. - 12 - r.'. © 1997 Computll REPORTS COMPUTIL is committed to providing the City of Dania with a comprehensive range of reports that will give municipal officials precise information relative to their respective areas. The following is a partial listing of the reports generated by TRAVICS Daily Reports: o Ticket Master Control: This is a recap sheet of all processed violations to date at the end of the month. The upper portion of the report provides dollar totals, previous, current, new amount, and ti previous and current added together. The report also includes the total number of outstanding tickets, number of notices available, outstanding out-of-state violations. This report is provided each time (daily, twice weekly or weekly) that transactions are made. o Ticket Transmittal LI tin This report lists the tickets by i tum-ia date in ticket number 1 sequence. Totals are generated by 1 ?� _-- issuing agency, state, county, town, and motor vehicle inspector. o Daily Cash Receipts and DI oo Itioo R eord This is a detailed listing of cash transactions by disposition date and ticket number sequence. This is a cash reconciliation report which will balance to the municipality's each book and is broken down by agency. _ 13 _ © 1997 Computil -" r- Weekly Reports: I o Outstandinv Tickets: This report is printed in registration number order. It shows if a Delinquent Notice has been issued and is a valuable inquiry tool for responding to inquiries by the public. 1 Monthly Reports: o Listine of Disposed Tickets: This detailed list includes all tickets disposed and purged from the Violations Master Database for the current month. The report is printed in ticket number order. " I o Fines Payable Renort: This report is a listing by cashiering - device (machine number) of all payments made during the past month. For each ticket, the current and previous payment amounts are given, along wish the date of the current payment and associated deposit, and the balance due, if any. The original fine and any penalty amounts are listed also. i o Multinte Offenders List This report lists all violators meeting city-specked 'scofflaw* criteria (for example, all violators i with 5 or more outstanding violations). It is printed in registration number order and gives the violator's name and address, the date range of the infractions, the number of infractions and the balance due. j _ 14 - ©1987 Computll +� a Monthly Reports (Continued)- 0 Tow Eligibility Report: This is a list of all vehicles that are eligible for towing. It is sorted alphabetically by state and by -,t registration number for each state. For each plate it lists all outstanding tickets along with the noticing dates, fines and penalties for each ticket. o Outstandine Issue Count by State: This report lists for each state the number of outstanding tickets that were issued to vehicles registered in the state. The data for each state is categorized by time of issue into 6 month periods, starting from the present and going back to 24 months, i.e., 0-6 months, 6-12, 12-18, 18-24 and over i 24 months. As Issued/Reauested Reports: o Tow/Immobilization List This report lists all vehicles that have been towed. o Delinauent Notices Generated: This report lists all violators '' 1 for whom notices were generated on a given date. It is printed in registration number order, and lists the ticket number, violator name and address, violation date, date the notice was issued (sent), the original fine amount and any penalties. - 15 © 1997 Computil �� ), o Errors Preventing Notice: This is a luting by ticket number 'w of all tickets for which an error prevented the generation of a notice that otherwise would have been due. For example, if the ticket record has an invalid statute number, a notice cannot be generated, and the ticket number and associated error are listed on this report. o T ookuo Discrepancy Reports Each time registered owner look-up data is received from the DMV, certain information is compared to the data on the ticket records for which the look-ups were performed. Any discrepancies are flagged and printed on this report. For example, if the DMV file has a Chevy registered as plate ABC123, but the on the ticket the vehicle is listed as a Toyota, this is a discrepancy. In addition to the make of the vehicle, the color, body type and expiration year are checked for discrepancies. - 16 - © 1997 Computil F TRAINING AND SUPPORT PERSONNEL To ensure the success of this proposed project, we will assign the following three individuals to this account for complete support and training: (1) Customer Service Renre<W+IUv your dedicated representative will be devoted for a. Qrientation of all personnel IN b. Imolementation of the proposed system c. Comorehensive training of all personnel. These training sessions will address such areas as the best methods of utilizing our system to reduce labor intensive tasks. d. Periodic on-site <u000rt to ensure that the daily operation is running problem free, that quality public relations are being maintained, and that the system is generating a maximum amount of'new-found' municipal revenue. Our customer service representative will report directly to our Contract Manager. - 17 - © 1987 Computil = • J l (2) Contract Manes r Our Contract Manager will be based out of our Clifton, New Jersey corporate headquarters and will extensively interface with the Customer Service Representative to ensure that our System is operating at peak efficiency. Our Contract Manager �. Possesses many years of experience working with municipal parking ticket processing and collection operations and will be available to all personnel to answer any questions. Our contract manager will report directly to our Director of Customer Operations. (3) Director of Customer Operations; Based out of our Clifton, New Jersey headquarters, our Director of Customer Operations will oversee this entire project. Our Director possesses many years of experience within municipal government and parking violations processing. i (4) T011-Free A �a«; COMPUTIL provides a toll-free "800" telephone number for inquiries to our Customer Service Department. Our office is open from 8:30 am thru 5:00 pm EST for support or inquiries. Customer Service representatives are available via telephone immediately to respond to user questions and problems. 1 i r 18 - © 1919 Computil J J COST/REVENUE �.. � #PAFAWjTL REVENUE PROJECTIONS At the present time there area y ^•pproximatet 6965 violations referred to as backlog. Based on our experience in processing backlog and after our ra review of the age of the tickets involved, in our opinion, the realistic I collection rate would be 50%. An example of revenue to be collected is as follows: 6965 unpaid tickets - Outstanding Revenue @ S 18.59 average ticket S 129,512 50% collection - Potential Revenue S 64,756 i TOTAL POTENTIAL REVENUE $ 64,756 RETURN ON OUTSTANDING TICKETS can be calculated as follows: TOTAL POTENTIAL REVENUE less: ,.. I. COMPUTIL's Contingency Fee 35% of Projected Revenue $ 22,665 NET REVENUE $ 42,091 RETURN ON OUTSTANDING TICKETS $ 42.091 $ 129,512 . 32,5% ,i - 19 - © 1987 Computil Y'r �' COST :i Backlog Tlck t Processing COMPUTM requires no up-front expenditures from or investment risk by the F j I City. Based on our estimates of potential revenue and the number of unpaid tickets outstanding, COMPUTIL shall retain a 35% contingency fee of actual revenue collected. Lncludes All forms required for the system. Conversion of existing file. All technical and programming support. { Comprehensive computer processing for payments and notices. { All reports and notices as outlined. Lockbox processing, including P.O. Box cost. Routine correspondence processing. o Florida and out-of-state Divisions of Motor Vehicles look-up fees. Delivery of daily, weekly and monthly reports. Postage for notices. Excludes Tape or diskette of existing backlog for conversion. - 20 - 'N © 1997 Computil ' t r 1 CLIENT REFERENCES #PAF ?/L i CLIENT REFERENCES COMPUTIL is proud of its excellent track record in processing traffic summonses and collecting revenues for over 300 municipalities nationwide. The following pages "*., describe some of the projects where COMPUTIL has implemented its Ticket Revenue and Violations Information Control System (TRAVICS). We welcome you to call these clients to ask about their experiences with COMPUTIL. Included here are descriptions of- - The State of New Jersey where COMPUTIL provides parking and moving ticket processing for over 100 municipalities, including the major Municipal Courts. - Greenwich, Connecticut where COMPUTIL increased the backlog collection rate by 24% in the first year, recovering thousands of dollars for the town. Salem, Massachusetts where, on January 1, 1987, we began processing daily parking tickets, along with approximately $1,000,000 in backlog dating back to -.., 1982. - Summit, New Jersey where they enjoy one of the highest collection rates in the State of New Jersey. - Darien, Connecticut where cleaned up the Town's backlog and substantially improved the collection rate on new tickets. © 1997 Coputll m `.. r West Palm Beach, Florida where we took more than 22,000 citations that were about to be dismissed and turned them into a source of revenue for the City. Worcester, Massachusetts where our on-line system is successfully processing a ticket volume of more than 12,000 violations per month. San Jose, California where we provide full-service ticket and payments processing. i ,J w.o� I i i d -2- y ' © 1997 Computil State of New Jersey Contact Mr. Peter Ponzetti Fh (609) 292-6110 -*- Department of Community Affairs ~ .� State Street Trenton, New Jersey 08625 Since 1971, COMPUTIL has been providing parking and moving ticket processing to the State of New Jersey. We currently service over 100 municipalities in the State, including the major Municipal Courts. In 1987, we processed more than 2.5 million parking tickets and 500,000 moving tickets for New Jersey municipalities, nearly 65% of the total ticket volume for the State. ' t COMPUTIL provides a wide range of ticket processing services to New Jersey municipalities, including the following: data entry of all issued tickets for both parking and moving violations; oa-line payments processing with intelligent terminal cash registers; comprehensive noticing; support of the DMV's Suspension -.-� Program for non-compliance and its Points Program for moving violations; court processing (docketing, warrants, etc.); and on-line ticket maintenance. The collection rates for the State of New Jersey Municipal Courts that utilize TRAVICS range from 76% to 92%. This translates to over $30 million in ticket revenue that COMPUTIL's TRAVICS system has generated for our New Jersey clients, l which include Atlantic City, North Bergen, Clifton, Fort Lee, South Orange, �. Summit, Union City and Edison, among others. -3- Greenwich, Connecticut Contact: Ms. Frances Carbino (203) 622-8013 Parking Violations Clark Town of Greenwich Town Hall, 101 Field Point Road Greenwich, Connecticut 06880 COMPUTIL began providing service to the Town of Greenwich in April, 1986. Prior to that time, the Town had a large in-house system. However, there was $750,000 in backlog, some of which dated back to 1981. The Town had tried to use a j I collection agency to recover some of the backlog, but the results were poor. The collection rate on daily tickets was approximately 51%. Currently, with COMPUTII.'s TRAVICS system, the collection rate on the 125,000 tickets issued annually approaches 80%. Part of this success is due to the arrangements COMPUTM has with many of the states' Divisions of Motor Vehicles to obtain name and address information, enabling collection from out-of-state violators. I Today, more than three-quarters of Greenwich's backlog has been cleaned up, and notices are current. Also, 87% of violators ticketed in commuter parking lots pay within 15 days of ticket issue. The Town also benefits from the use of real time payments posting and our on-line inquiry system, including the on-line booting program. -4- CD 1997 Computil ^ ;= Salem, Massachusetts Contact Ms. Georgette Ingemi Parking Clerk (508) 745-1565 Office of the Parking Clerk One New Liberty Salem, Massachusetts 01970 In January, 1987, COMPUTIL began the on-line processing of Salem's 40,000 tickets i per year, along with a substantial backlog dating back to 1982. Noticing began at the rate of 2,500 notices per week, representing approximately 5,000 violations in each mailing. in one year's time, Computil noticed the entire backlog, realizing over $200,000 for the City of Salem that was previously considered uncollectible. This dedicated noticing program, in conjunction with the on-line, real time daily -..F processing, has more than doubled the City's revenue. COMPUTII. expects these figures to further increase as the City begins to implement our Registry License q our On-line Tow/Boot Program. and Registration Hold Program and i The City of Salem is extremely pleased with the increase in revenue they have realized with COMPUTIL, and also with the responsiveness of our Customer Service + Department. '1 -5- !/ CD 1987 Computil r;i Summit, New Jersey Contact: Ms. Jean Ruland v .t Municipal Court Clerk •,., . (201) 273-6166 City of Summit 512 Springfield Avenue Summit, New Jersey 07901 The City of Summit, New Jersey has used COMPUTIL's TRAVICS system since 1972. Over the last 16 years their collection rate has been impressive. Prior to using COMPUTIL, the City had tried several methods of ticket processing, including a manual system and an unsuccessful attempt at automation by another vendor. According to the Administrative Office of Courts 1985 annual report, Summit had the highest collection rate is New Jersey. With the help of TRAVICS, they have maintained a 92% collection rate, with no backlog. In addition, Summit's annual F ticket volume is processed by 3 staff members just as it was 16 years ago, showing ._ no need to increase staff despite an increase in volume to 50,000 issued tickets per year. 1 { Summit was the first city to use COMPUTIL's on-line intelligent terminal cash register, and they have since upgraded to our lastest cashiering device, the TRAVICS Register, which has been of great benefit to the City in payments processing. We at COMPUTIL are particularly proud of the service we have been able to provide for the City of Summit, New Jersey. _6- ry 1997 Computil _ ," i J Darien, Connecticut Contact: Mr. Norman Lucas (203) 656-7338 Town Administrator Town Hall 2 Renshaw Road Darien, Connecticut 06820 Prior to starting with COMPUTIL in 1985, the Town of Darien had delinquent tickets dating back to 1980. More than $150,000 had been written off by the Town as tmcollectible. Furthermore, the collection rate on daily tickets was only 34%. One of the first things COMPUTIL accomplished for Darien was the creation of an organized ticket filing system and batching procedures. We also conducted a comprehensive training program for all enforcement personnel, with impressive results. There was a dramatic improvement in both ticket legibility and accuracy, leading to increased efficiency of the whole parking system. COMPUTIL successfully cleaned up Darien's backlog. Also, with COMPUTIL processing its tickets, the Town of Darien now enjoys the success of a 95% collection rate. _7_ ; 1997 Computil . ; West Palm Beach, Florida Contact: Ms. Katherine Hankins (305) 659-8000 Finance Manager City of West Palm Beach 200 Second Street West Palm Beach, Florida 33402 In July 1987, the City of West Palm Beach contracted with COMPUTIL to process more than 22,000 citations dating from 1985 and 1986. The citations were in the County Court about to be dismissed due to lack of administrative pursuit of the violators. After the award of the contract to COMPUTIL, the tickets were returned by the Court to the City, where they were batched and forwarded to COMPUTIL. At COMPUTIL, data entry operators keyed the citations to the Master Database. Once in the system, a tape was generated and sent to the Florida Division of Motor Vehicles for acquisition of current name and address data. Delinquency noticing began in August, 1987. The City of West Palm Beach is extremely pleased with the revenue that has been generated by the backlog processing performed by COMYUTIL, and has renewed their contract. Also, as a result of local media accounts of the revenue West Palm Beach has retrieved using our system, several other Florida cities have contracted with COMPUTIL to process their delinquent parking tickets, including Lake Worth, Palm Beach and Daytona Beach. -8- ,:c) 1997 Computil Worcester, Massachusetts i Contact: Mr. Richard Widak Parking Administrator (508) 799-8668 City of Worcester 9-11 Lincoln Square Worcester, Massachusetts 01608 In February 1987, COMPUTIL began processing backlog tickets for Worcester, collecting over $130,000 in the first six months. By October 1987, we were collecting over 530,000 per month. In February 1988, in competitive bidding, we were awarded the contract to perform daily processing for Worcester, which issues approximately 150,000 tickets per year. We converted the data over from another national vendor's format to COMPUTIL's format, and began processing immediately. Worcester sends its newly issued tickets to COMPUTEL for data entry, but payments Processing is performed on-line by City staff using COMPUTII.'s state-of-the-art intelligent cashiering device (TRAVICS Register). The City also uses inquiry terminals provided by COMPUTIL, so that they can view and edit their ticket file on-line. At Worcester's request, COMPUTIL developed several additional management reports, which are helping City officials to more effectively manage their Parking System. -9- (J 1987 Computil M rT 70 San Jose, California Contact: Mr. David Ybarra (408) 277-4695 i City of San Jose 801 N. First Street San Jose, California Since 1986, we have been processing daily and out-of-state parking citations for pp the City of San Jose, which issues approximately 190,000 citations per year. All 1q Processing is done locally at our San Jose office by WM-COMPUTII, staff. We provide the City with two inquiry terminals, one for access to tow/boot information and the other for daily auditing. Our San Jose office performs the following parking citation processing and management functions for the City of San Jose: data entry of new tickets, payments processing (walk-in and mail-in); court scheduling and dispositions processing; and bank depositing. We also handle all public correspondence and telephone inquiries. The City of San Jose has found TRAVICS to be an effective tool for generating municipal revenue. -10- i (cD 1997 Computil r., 11 -7 r COMPUTIL Municipal Accounts COMPUTEL has over 300 municipal customers across the country using our TRAVICS " system for parking ticket processing, including the following: Chicago, IL Norwalk, CT San Jose, CA New Britain, CT Aurora, IL Worcester, MA Kansas City, KS San Diego, CA St. Louis, MO Salem, MA Covington, KY Kingston, NY �? Ann Arbor, MI Bridgeport, CT North Bergen, NJ Darien, CT Atlantic City, NJ Lake Worth, FL Anaheim, CA Summit, NJ Union City, NJ West Palm Beach, FL Greenwich, CT Ft. Lee, NJ Brownsville, TX Danbury City, CT This is a small representative list of COMPUTIL's TRAVICS customers. Contacts can be provided upon request. 7 19V computil