Staff Report.Turbo Data Systems
PREPARED BY: Heather St. John
Senior Administrative Analyst
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/20/2022 ITEM NO: 8
DATE: December 13, 2022
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve a First Amendment to the Agreement with Turbo Data Systems, Inc.
in the Amount of $110,774 for a Total Amended Agreement Amount Not to
Exceed $206,041.54 for a Three-Year Extension of Parking Citation and Permit
Parking Processing Services.
RECOMMENDATION:
Approve a First Amendment to the Agreement with Turbo Data Systems, Inc. in the amount of
$110,774 for a total Amended Agreement amount not to exceed $206,041.54 for a three-year
extension of parking citation and permit parking processing services.
BACKGROUND:
On December 1, 2017, the Town entered into an agreement with Turbo Data Systems Inc. for
the management of parking citation and parking permit payment and processing services.
Turbo Data Systems' annual fees are based on the number of citations and permits issued, the
procedures associated to processing citations and permits, and the citation equipment leased
monthly. The term of the original agreement was for five years, from December 2017 to
December 2022, renewing annually thereafter upon mutual consent. It is anticipated that
approximately $95,267.54 will be expensed during the original agreement term period.
Therefore, staff is seeking to extend the agreement of services for an additional three years
through December 1, 2025, for an additional $110,774 expensed over this three-year amended
term.
DISCUSSION:
Turbo Data Systems Inc. citation processing program utilizes a cloud-based approach allowing
for multiple user accounts, an online web-portal for users to access real-time information
(including photographs) related to their citations, online payment processing, an online appeal
PAGE 2 OF 2 SUBJECT: Approve a First Amendment to an Agreement for Services with Turbo Data Systems, Inc. DATE: December 13, 2022
DISCUSSION (continued):
filing process, and enhanced data reporting capabilities. In addition, Turbo Data Systems Inc.
provides customizable permit parking management for the Town's Permit Parking Programs to
include vehicle license plate recognition, online permit issuance (including residence
verification and placard issuance), and applicable permit fee collections for Business Employee
Permits, Residential Permits, and Town staff permit tracking. The utilization of Turbo Data
Systems has provided a more efficient and effective parking citation and permit issuance
system, which is publicly accessible for permit and citation payment processing and has
increased staff efficiencies within the parking program.
Staff is requesting a continuance to utilize this vendor to manage the citation and permit
issuance and correlated payment processing. In conjunction with elements of the Downtown
Parking Plan, this vendor has also proven to be a valuable partner for parking citation and
parking permit coordination for implementation of the Downtown Employee Permit Program.
CONCLUSION:
Staff recommends the Town Council authorize the Town Manager to execute a first
amendment to the Agreement for Processing of Parking Citations, Permits, and Citation Mobile
Devices with Turbo Data Systems in the total increased amount of $110,774, for a three-year
additional term. The total amount of the agreement with this three-year extension is not to
exceed $206,041.54 (from December 2017 to December 2025) with Turbo Data Systems, Inc.
FISCAL IMPACT:
There are sufficient funds available in the Fiscal Year 2022/23 Operating Budget to cover this
subscription expense incurred for Turbo Data System for FY 2022/23. Ongoing annual
payments will be requested through future fiscal year budget processes, requesting the
continuance of these services.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Original Agreement
2. Amendment to Turbo Data Systems Inc. Agreement