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HomeMy WebLinkAbout21- Amendment 1 - PSA Passport Labs Inc. - Permit and Enforcement Software FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 1 of 25 FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT dated July 9, 2020 (the “Agreement”) is made and entered into this 14th day of September, 2021, by and between the CITY OF BOZEMAN, MONTANA, a self governing municipal corporation organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as “City,” and Passport Labs, Inc., hereinafter referred to as “Passport” or “Contractor.” In consideration of the mutual covenants and agreements herein contained, the receipt and sufficiency whereof being hereby acknowledged, the parties hereto agree to amend the Agreement as follows: 1. Additional Services. The following services and associated fees for Citation Management Platform and Digital Permits for Parking Platform are incorporated into the Agreement as follows: CMP Service and License Fee Per Ticket Paid $3.50 per ticket paid Additional CMP Service and License Fee Per Ticket Paid After Citation Amount Escalation 20% of delinquent citations paid Cost Per Notification Letter Sent by Passport $1.49 per letter sent DPP Service and License Fee $1.25 Per Daily Permit Issued $2.75 Per Monthly Permit Issued DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 2 of 25 $1.75 Per Annual Permit Issued Billing Credit for Data Migration *Billing credit up to $5,000.00 for associated data migration cost from City’s vendor to Passport system *Up to $5,000.00 Billing Credit Equipment Credit for Four (4) Enforcement Kits *Android Handheld & Zebra Bluetooth Printer *$4,000.00 Total Merchant Processing Costs: Provider will be responsible for paying all merchant processing costs, including, without limitation, settlement fees, payment gateway fees, chargeback fees, and interchange reimbursement fees. Merchant of Record for Transactions: X Passport Provider Passport Merchant Processing Rate Per Transaction: 2.9% + $0.25 Payment Gateway Provider: X Passport Other Payment Gateway Fee Per Transaction $0.05 Implementation Fee $20,000.00 (waived so long as Customer complies with Customer Obligations in Agreement) 2. Amended Scope of Work The Scope of Work attach as Exhibit D is added to the current scope of work in Exhibit C as services Passport will provide to the City and agreements between Passport and the City. 3. Extension of Term. Section 30 of the Agreement is extended for a five (5) year period with automatic renewal unless either party notifies the other in writing of it intent not to renew no less ninety days before the expiration of Initial Term or Renewal Term as applicable. DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 3 of 25 4. Nondiscrimination and Equal Pay: Section 14 of the Agreement is replaced in its entirety with the following: The Contractor agrees that all hiring by Contractor of persons performing this Agreement shall be on the basis of merit and qualifications. The Contractor will have a policy to provide equal employment opportunity in accordance with all applicable state and federal anti-discrimination laws, regulations, and contracts. The Contractor will not refuse employment to a person, bar a person from employment, or discriminate against a person in compensation or in a term, condition, or privilege of employment because of race, color, religion, creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation, gender identity, physical or mental disability, except when the reasonable demands of the position require an age, physical or mental disability, marital status or sex distinction. The Contractor shall be subject to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all regulations promulgated thereunder. Contractor represents it is, and for the term of this Agreement will be, in compliance with the requirements of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). Contractor must report to the City any violations of the Montana Equal Pay Act that Contractor has been found guilty of within 60 days of such finding for violations occurring during the term of this Agreement. Contractor shall require these nondiscrimination terms of its subcontractors providing services under this Agreement. 5. Agreement still valid. All remaining terms and provisions of the Agreement remain valid. **** END OF AGREEMENT EXCEPT FOR SIGNATURES **** DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 4 of 25 IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written. CITY OF BOZEMAN, MONTANA PASSPORT LABS, INC. By________________________________ By_____________________________ Jeff Mihelich, City Manager Khristian Gutierrez, Chief Revenue Officer APPROVED AS TO FORM By_______________________________ Greg Sullivan, Bozeman City Attorney DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 EXHIBIT D: Statement of Work City of Bozeman, MT September 7th, 2021 Disclaimer Project Overview Statement of Work Configurations Gateway and Merchant Processing Citation Management Product Operator Management Back-Office Portal Legacy Citation Import OpsMan Mobile Monitoring and Issuance Application Citation Lifecycle Citation Payment and Appeals Portal Payments Appeals Administrative Review Board Hearings Citation Escalation Procedure Automatic Physical Notice Letter Sending Scofflaw List Management and Notifications and Boot/Tow Procedures Booting Registered Owner Information Lookup Enforcement Hardware Monitoring and Issuance Devices Issuance Printers Custom Citation Issuance Paper Digital Permits Product Legacy Provider Permit Data Import Operator Management Back-Office Portal Manage Permits Issue Permits Approval Queue Reporting DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 6 of 25 End-User Customer Portal Customization with City Branding Portal Functionality Application Workflow Manage Permit System Training Custom Configurations and Integrations T2 / Digital IRIS Integration for Luke II Multi-Space Parking Meters Mailed Citations from Fixed LPR Genetec Vehicle License Plate Recognition System Integration Rolling Rule 72 Hour Violations Central Square / Naviline Financial Integration Assumptions & Notes Project Change Control Disclaimer This Statement of Work contains information that is proprietary and confidential to Passport Labs, Inc. (“Passport”) and shall not be disclosed or used for any purpose other than the purposes described herein. Any other disclosure or use of this document, in whole or in part, without the permission of Passport is prohibited. Project Overview Passport, the current white-label ParkBZN parking application provider to the City of Bozeman, MT (“City”), will transition the City from their legacy enforcement and permitting solutions to Passport’s Citation Management and Digital Permit Products. Passport understands that the City has Genetec Fixed License Plate Recognition technology in its Bridger Parking Garage and deploys Automated License Plate Recognition on select vehicles for parking rights and time-limited enforcement. Passport further understands that one of the main goals of this project is to create a more efficient way to issue the citations through the mail from its Bridger Parking Garage that utilizes Fixed License Plate Recognition Technology to determine violations. The City understands that Passport does not currently offer mailed citation functionality, but will work with the City to DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 7 of 25 develop a process within Passport’s system to mimic the City’s existing process, while Passport continues to plan and build out its full mailed citation functionality. Passport does not have a targeted release date for this functionality, but will involve the City in scoping discussions on this feature. During this project, Passport will perform architecture, design, implementation, and information transfer services for the newly identified environment. Statement of Work Configurations Gateway and Merchant Processing Passport will provide Gateway and Merchant Processing services directly to the City, eliminating the need for an external provider. All citation and permit payments will be processed via Passport’s Gateway and Merchant Processing services. Passport will enable the following card types to be used by all integrated applications. ● Visa ● Mastercard ● Discover ● American Express The City will be responsible for paying all gateway and merchant processing fees associated with processing the citation and permit payments. Mirroring the existing remittance and invoicing structure of the mobile payment parking revenue, gross funds for citation and permit payments will be remitted to the City on a daily basis with a daily settlement cutoff time of 9:10 pm EST. All transactions authorized and captured by 9:10p EST will be included in that day’s Settlement File. All transactions 9:11PM EST and later will fall into the following day’s Settlement. Please see below for an overview of the settlement timing based on the activity day: Activity Day Settlement File Funds remitted to City’s Bank Account DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 8 of 25 Monday Tuesday Wednesday Tuesday Wednesday Thursday Wednesday Thursday Friday Thursday Friday Saturday Friday Saturday Tuesday Saturday Sunday Wednesday Sunday Monday Wednesday Citation Management Product Operator Management Back-Office Portal Passport will provide the City with direct access to the Passport Operator Management (“OpsMan”) back-office system portal, which will enable daily operations management of reporting, citation management, payment tracking, and auditing data. This is the same back- office system that the City currently uses for its mobile parking application. OpsMan includes the following Citation Management Product functionality: ● Fully hosted by Passport cloud services. ● Secured Access with user specific login credentials and custom privileges per user. ○ There is not a cap on the number of users that can be setup. ● Real-time aggregator of citation data from Passport’s Android issuance application, OpsMan Mobile ● Voids ● Refunds / Reversals ● Escalation Schedule Resets ● On-Demand Letter Generation for staff use ● Officer activity logging ● Supports and provides maintenance/edits for the following data upon proper user permissions being set: ○ Violation Date ○ Violation Time ○ Violation Type ○ Zone / Location ○ Space Number ○ License Plate Number ○ Vehicle Identification Number DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 9 of 25 ○ License Plate State ○ License Plate Type ○ Vehicle Type ○ Vehicle Color ○ Vehicle Make ○ Vehicle Model ○ Violator First Name ○ Violator Last Name ○ Violator Birthday ○ Violator Email Address ○ Violator Address ○ Custom Fields that are set up specifically for the City ○ Violation Amount Due ○ Violation Escalation Schedule Start Date ● Access to on-demand Reporting tools, including: ○ Violation Summary Report (by Officer, Area, Location) ○ Violation Detail Print-Out (with photo images) ○ Voided Reason Report ○ Officer Activity Log ○ Officer Productivity ○ Violation Print-Out Report ○ Hot List (boot and tow eligible) of Vehicles ○ Disposition Code Report ○ Citation Audit Trail ○ Open Appeals Report ○ Appeal Disposition Summary Report ○ Closed Appeal report ● Online user knowledge base ● Manual citation entry for handwritten violations by City staff ● Manual appeal recording by City staff ● Audit Trail for citation processing and specific activities ● Scofflaw listing generation for delivery to the OpsMan Mobile issuance application and the Genetec License Plate Recognition system. ○ The scofflaw list of eligible license plate numbers will be delivered to Genetec’s system via Secure File Transfer Protocol (“SFTP”) on a daily basis ● In-office Payment Acceptance ○ Passport’s back-office system is not appeal to process in-person card payments ■ All in-person card payments need to be done online through the portal or manually logged in OpsMan Web after being processed through an external system ○ Passport will not integrate with a cash draw or check reader DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 10 of 25 ■ Any cash payments will need to be manually logged in OpsMan Web after being processed through an external system ■ Any check payments will need to be manually logged in OpsMan Web after being processed through an external system Legacy Citation Import Passport understands that the City requires an import of all citation data over the past three (3) years, inclusive of unpaid, paid, and voided citations. Passport will provide the City with its template import files that can be used to verify the availability of specific data. A sample set of data will be provided to Passport by the City so that Passport can begin mapping the data points that will be provided to Passport for the full import. The City will aim to resolve any open adjudicated citations prior to the full import so that open adjudications are satisfied by the system transition. OpsMan Mobile Monitoring and Issuance Application Passport will deliver its monitoring and issuance application, OpsMan Mobile, to the City to be used in conjunction with the monitoring and issuance devices the City secures. Passport’s OpsMan Mobile is an Android application that provides the following functionality: ● Secured permission-based access for application functionality ● Seamless workflow for entering the required key data for each citation ● Real-time citation issuance and back-office system upload for all violations ● Real-time warning issuance and back-office system upload for all warnings ● Real-time scofflaw indication notifications ● Real-time permit indication notifications ● Historical LPN violation issuance history notifications ● Offline citation and warning issuance with automatic data upload upon reconnection ● Time limit marking (electronic chalking) ○ Passport is able to offer one of the following as evidence for time limit marking. Only one can be used. ■ Photo capture ■ Tire stem marking with a digital tire broken up into sections ● Parking enforcement officer notes with the ability to print or not print the notes on the citations. Regardless of printing, all notes are available in the backend system, Operator Management ● Citation reprints ● Void queue ○ Officer initiated voids from the handheld must be approved by a back-office administrator before going into effect. ● Last second citation data input verification DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 11 of 25 ● Last second payment verification before issuance ● Barcode printing ● Violation cost increases for late penalties based on a set schedule ● Color photographs that are electronically attached to each violation ● Officer report submission Citation Lifecycle After a citation has been issued, the citation can be either paid or appealed before the citation begins to escalate in price after a certain number of business days of no action from the violator. Please see below for a dedicated overview of each of these scenarios. Citation Payment and Appeals Portal Passport will provide a mobile friendly, City-branded portal that allows violators to search for and pay their citations online and/or appeal their citation(s). The web portal will be visually configured to match the colors and logo preference of the City. Branding The City may customize the following for their payment portal: ● Logo: The City must provide a JPEG (or similar format) of their logo ● One primary color should be defined by the City ○ Primary color is used for buttons and links and it is also applied to illustrations so it must be AA WCAG compliant. ● The secondary color is derived from the primary color automatically to meet compliance with the Americans with Disabilities Act. ● Subdomain: The URL for payment portal will be <subdomain>.rmcpay.com Payments The web portal provides the following search and payment functionality:. ● Search by Citation Number, License Plate Number or VIN ○ Citation status indication is provided as well as full details on the specific citation ○ External Note(s) and Photographic Evidence is provided to the violator for each citation viewed ○ Payment capabilities ● Online Payment Capabilities ○ Shopping cart style feature to allow single or multiple citations to be paid in one transaction ○ Credit or Debit Card payment acceptance ○ Email notification to the customer DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 12 of 25 The City will be responsible for processing mailed-in, walk in, and after hours drop box payments and marking the citations as paid within the OpsMan Web back-office system. Appeals The web portal provides the following search and appeal functionality: ● Search by Citation Number, License Plate Number or VIN ● Review the corresponding violation information such as date/time, description, amount, and supporting photo evidence ● Online appeal submission ● Evidence upload capabilities ○ Photographic ○ Text ● Email notification to appellant of appeal submission All submitted appeals will be accessed and reviewed via OpsMan. Permitted OpsMan users will be provided with the ability to approve or deny an appeal via the web based interface. The appeals process provides one level of review and approval. After a citation has been submitted for an appeal, that citation’s escalation schedule will pause until a decision has been made on the appeal. If the appeal is denied, then the citation’s escalation schedule will reset as if the ticket were issued on the day of the appeal denial decision. Passport will ensure that a citation cannot be appealed if it has been either paid or if the citation has aged past twenty-one (21) business days. In addition, Passport will ensure that a citation can not be appealed more than once through the online portal. Administrative Review Board Hearings Passport further understands that the City offers administrative review board hearings to violators if the violator is found liable from the initial appeal. This hearing request must be submitted no later than twenty-one (21) business days from the date of the initial appeal decline. As such, Passport will configure the ability for violators to request a hearing online as well as for front-office staff to manually set a hearing date for walk-in or over the phone customers. The front office staff will use Passport’s back-office system to locate the violation and manually record the hearing by setting the hearing date and time and gathering the correct contact details. The hearing decision will be manually recorded in the back-office system by the City once the hearing has concluded. DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 13 of 25 Passport understands that physical notices must be sent out informing the requester of their administrative hearing date and time as well as for informing the requester of the administrative hearing decision. These physical notices will be sent automatically from Passport’s system. Passport further understands that all adjudication decisions, whether it’s from an initial online appeal or an administrative review board hearing, must have a physical notice delivered to the customer informing them of the City’s decision. Passport understands that the City may change the number of business days that violators have to appeal their citation. Passport will accommodate these changes in the future, but must be provided advanced notice to ensure that the City’s changes can be accommodated. Citation Escalation Procedure Passport will configure citations to automatically escalate according to the following schedule: Violation Name Initial Fine Amount Amount Due After Escalation (after 30 business days) Restricted Zone $50 $70 Wrong Side $50 $70 72 Hour Parking Violation $30 $50 MSU Residential District $60 $80 Blocking Driveway $50 $70 Blocking Sidewalk $50 $70 Blocking Mailbox $50 $70 Private Property $20 $40 Fire Hydrant $50 $70 No Parking $50 $70 Overtime Parking $30 $50 Overtime Parking w/ Rolling Rule $30 $50 2AM-7AM Restricted Zone $50 $70 2AM-7AM Restricted Zone-BPD $50 $70 72 hour parking BPD $30 $50 8AM-5PM Restricted Zone $50 $70 DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 14 of 25 Alley Parking $50 $70 Alley Parking-BPD $50 $70 Blocking Driveway-BPD $50 $70 Blocking Mailbox-BPD $50 $70 Bus Stop:No Parking $20 $40 Commercial Vehicle Over 1 Hour $20 $40 Crosswalk Blocked $50 $70 Crosswalk Blocked-BPD $50 $70 Crosswalk Within 20 Feet $50 $70 Crosswalk Within 20 Feet-BPD $50 $70 Curb Prohibited Parking $50 $70 Curb Prohibited Parking-BPD $50 $70 Distance From Curb $50 $70 Distance From Curb-BPD $50 $70 Fire Hydrant-BPD $50 $70 Fire Lane $50 $70 Fire Lane-BPD $50 $70 Garage Overtime $20 $40 Handicap Zone $100 $120 Handicap Zone-BPD $100 $120 High School Residential District $20 $40 Improper Display of Permit $20 $40 Loading Zone $20 $40 Loading Zone-BPD $20 $40 MSU Residential District-BPD $60 $80 Obstructing Traffic $20 $40 Overtime with Rolling Rule $20 $40 Parking Lot Overtime $20 $40 Parking Lot Overtime-BPD $20 $40 DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 15 of 25 Parking Lot with Rolling Rule $20 $40 Private Property-BPD $20 $40 Prohibited Park/Display for Sale $20 $40 Restricted Zone-BPD $50 $70 Sidewalk $50 $70 Sidewalk-BPD $50 $70 Street Maintenance $20 $40 Street Maintenance-BPD $20 $40 Tow Away Zone $20 $40 Tow Away Zone-BPD $20 $40 Within Intersection $50 $70 Wrong Side-BPD $50 $70 Passport understands that the City may further change the initial citation fees as well as the fee schedule in the future or add and remove violation types. Passport will accommodate these changes in the future, but must be provided advanced notice to ensure that the City’s changes can be accommodated. Automatic Physical Notice Letter Sending Passport has out-of-the box capability to template, produce and send physical letters via USPS based on configured criteria. Passport will configure the automated letter production and sending system for the City to automatically send physical letters to those violators who have not paid their citations at a predetermined number of days post citation issuance. Passport understands the City requires these late notice letters are sent once the escalation amount is in effect on the thirty-first (31) business day post citation issuance. Passport will work with the City to determine any other physical letter sending needs. Passport will leverage email communications for other customer communications, such as citation receipts. DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 16 of 25 Scofflaw List Management and Notifications and Boot/Tow Procedures Passport understands that the City has set the following scofflaw / seizure criteria for booting and towing purposes: If an individual has 6 or more unpaid citations within a rolling 12-month period, then that individual will receive a boot notice ten (“10”) days after the 6th citation is issued. After the boot notice has been delivered, then an additional ten (“10”) days is provided to the registered owner to allow payment of all open citations. If payment has not been made on all outstanding citations to the registered owner, then that individual and the related vehicles, as defined by the license plate number, will be added to the scofflaw list. As such, Passport will maintain a Scofflaw list based on this criteria and will provide the list to the handheld application so that officers are notified when a vehicle meets the boot criteria. Passport will also provide the scofflaw list to the Genetec License Plate Recognition system for scofflaw monitoring. Booting If a scofflaw vehicle is located, whether legally or illegally parked, then the officer will call the office to verify that the individual / vehicle is still in fact on the scofflaw list and eligible for booting. Once verified, the City will issue a Boot Fee Violation to document the boot information as well as the amount due, number to call for boot removal, and to document evidence with pictures. The boot will then be applied to the vehicle. The violator must first pay all outstanding parking citations and then pay the additional boot fee to release the boot. If the boot is not removed within 24 hours then the vehicle will be towed to the City’s impound lot. Passport will work with the City to configure the boot module to keep track of all booted and bootable vehicles. Registered Owner Information Lookup Passport will provide registered owner lookup services to the City via TLO and certain state DMV’s. TLO and the state DMV’s provide registered owner lookups based on Passport providing TLO with license plate information. The following state DMV’s will be configured for the City in addition to TLO, which will be used for the other states: ● California DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 17 of 25 ● Washington ● Oregon Registered owner information provided by TLO and the DMV’s will be pulled for each individual citation one day after the citation is issued. The registered owner information will be used to populate a late payment notice to the violator if they have not paid or appealed their violation within a certain amount of days post issuance. The registered owner information will be able to be viewed within OpsMan for each issued citation if TLO or the state DMV’s provide the registered owner information back to Passport. Please note that lookup success rates vary based on the variance of data available in the unique DMV systems. This means that some lookups will fail based on missing correlating DMV data. This is not something that Passport can remedy or be held accountable for. Enforcement Hardware Monitoring and Issuance Devices ● The City will be purchasing four (4) Android-based devices for the purpose of monitoring enforcement activities and issuing citations through OpsMan Mobile. ○ The City understands that the Android device needs to support the latest Android operating system. Passport recommends choosing a device that is the latest model or a model that is no older than the third newest model ○ The City is responsible for maintaining and paying for the data plans associated with the devices. Issuance Printers ● Passport will secure, configure, and deliver four (4) Zebra Thermal ZQ320 wireless bluetooth printers ○ Each printer will come with the following accessories: ■ One (1) Printer ■ One (1) Power Supply Plug ■ One (1) Shoulder Strap ■ One (1) Roll Blank Paper ○ While Passport will provide the printers to the City, the City will be invoiced at the price listed in the contract terms DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 18 of 25 Custom Citation Issuance Paper ● Passport will customize the front of the citation to include the City’s name, the online payment portal website, the required values/fields for printing, the layout, barcodes, and other stylistic requirements ● The City may choose to customize the back of the citation, including information related to payment options, the boot/tow process and the appeals process ● Passport will work with the City to create the digital proof of the citation paper. Passport will place the initial order and all subsequent orders for paper. Passport will not order paper unless they are provided with written approval from the City ○ Paper cost and inventory tracking will be the City’s responsibility ○ Paper orders take 4-5 weeks to process for both initial orders and subsequent orders. This cannot be expedited ○ The price per roll for custom paper is dependent on the quantity ordered. Pricing is subject to change due to variable rates from the 3rd Party vendor. Digital Permits Product Legacy Provider Permit Data Import Passport understands that the City would like to import its existing permit data into Passport’s system for the system transition. As such, Passport will provide the City with its template permit data import format file so that the City is able to provide Passport with the permit data to be imported, All imported permits will be assigned a Link Code. The Link Codes allow new Passport permit customer accounts to be linked to their digital permits that have been imported or issued through the back-office system. The Link Code allows the customer to pull in their imported permit into the customer’s account. Link Codes will be provided to the permit holder via email or through a physical mailing. Operator Management Back-Office Portal Passport will provide the City with direct access to its back-office portal, Operator Management (“OpsMan”), that allows permit system administrators to manage their entire permit system, including the approval queue, waitlists, and reports. The back office portal also allows administrators to manage customer accounts and issue permits. This is the same back-office system that the City currently uses for its mobile parking application. Manage Permits Manage permits functions as a search user interface to quickly search for a specific permit and then take an action: DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 19 of 25 Core functionality includes: ○ Viewing a permit’s status and general details ○ View and add notes to a permit ○ View the historical actions taken on a permit ○ View the user associated with the permit ○ View the payment history of the permit ○ Email or print previous receipts ○ Edit unrestricted Permit details ○ Update the status of a permit: disable or cancel ○ Renew and apply payments to permits ■ Passport does not accept in-person credit card payments. ● All in-person credit card payments need to be done online through the portal or manually logged in OpsMan Web after being processed through an external system. ■ Passport will not integrate with a cash draw or check reader ● Any cash payments will need to be manually logged in OpsMan Web after being processed through an external system. ● Any check payments will need to be manually logged in OpsMan Web after being processed through an external system. Issue Permits Issue permits functions as a quick action drawer user interface to manually issue permits through the back-office system. Core functionality Includes: ● Waitlist / limit information ● Eligibility requirement and document submission override Approval Queue The approval queue functions as a single first in, first out list with searching capabilities. Individual applications can be inspected via a drawer user interface within the same page. Relevant Search and Filtering capability is also provided. The approval queue can be filtered for specific permit types. Approving or rejecting a permit application can be completed from the inspection view, progressively over the list order or in bulk from the main list view. Core functionality includes: ● Inspect, approve or reject applications DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 20 of 25 Reporting Reports are made available within the City portal. All reports are presented as a list with the ability to filter for reports. The digital permits product has three core reports available: ● Exportable permit payment and refund report ○ All cashflow shown in one report. ○ Allows filtering by date range ● Exportable permit zone report ○ Allows filtering by zone, status, and/or date range. ● Exportable permit detail report ○ Allows filtering by type, cycle, status, and/or date range. Employee/Fleet Account Management Passport’s employer permits module allows the City to centralize the management of all permits associated to a single employer, under one single account, controlled by appointed administrators. This functionality includes better management experience for large scale employers, easier billing, and enables custom limitations, rules, or pricing that would not be available to individual permits. Accounts can have multiple administrators who have the ability to add, update, or disable permits as needed. The ability to make payments or take other billing related actions, however, is limited to one single administrator. End-User Customer Portal Passport will provide the City with a web-based portal that is publicly accessible and allows permit applicants/holders to apply, purchase, and manage their permit(s). Customization with City Branding The permit portal will be accessible online at a white-labeled domain name determined by Passport with feedback provided by the City. The permit portal provides the following branding capabilities: ● City's logo - no color adjustments can be accomodated. ○ The City must provide JPEG (or similar format) of their logo. ● One primary and secondary color should be defined by City ● URL ○ The URL for end-user customer portal will be <subdomain>permits.rmcpay.com DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 21 of 25 Portal Functionality The following functionality will be available to the end-users through the customer portal: ● View available permit types ○ MSU Residential Parking ○ MSU Visitor Parking ○ MSU Visitor Parking Hangtag ○ Service Provider Permit ○ Black Lot ○ Rouse Lot ○ N. Wilson Lot ○ Bridger Parking Garage - Regular ○ Bridger Parking Garage - Basement ○ BHS Residential Parking ○ BHS Visitor Parking ○ BHS Employee Parking ○ BHS Visitor Parking Hangtag ○ Temporary On Street Downtown Permits ● View waitlist position ● Complete an online application to apply for the permits ○ Upload supporting collateral to meet permit qualification requirements (i.e. Proof of Residency, vehicle registration, etc.) ● Shopping cart style checkout for purchasing multiple permit payments. ● Add / remove debit or credit cards ● Renewals ○ Passport understands that physical renewal letters must be sent to the permit holders to inform the permit holder of the upcoming renewal period and any necessary actions the permit holder must take. ● FAQ’s Application Workflow Permit applications function as a stepped, progressive series of data collection covering all information required of the applicant. The workflow allows open selection and application for any permit type. ○ All applications are started by selecting a permit type. Core functionality includes: ● Ad hoc custom fields for required vehicle or permit holder / applicant information ● Requirement validation on input fields ● Proof of Eligibility document upload DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 22 of 25 Manage Permit Core functionality includes: ● Permit details: view general details and call to act to manually renew if eligible ● Permit holder Information: view / edit all fields related to the permit holder ● Vehicle Holder Information: view / edit all fields related to a vehicle, add and remove vehicles, if allowed. ● Payment History: view all previous payments and refunds toward the individual permit as well as downloading payment receipts. System Training Once a majority of the project milestones have been completed and the target launch date is confirmed, Passport will work with the City to set-up the remote web-based training plan. Passport will assist the City with determining who should be involved in the training sessions and when they should occur from a scheduling perspective around the target go-live date. Passport will host a series of 1-hour training sessions with any City employees who will interact with the new enforcement and permitting system. Passport recommends that all parking clerks, anyone responsible for the adjudication of parking citations, City accountants, and enforcement managers be present for training. All training is done via a “Train the Trainer” method, equipping each person present with the tools and knowledge to train their teams now and in the future. Each training session, with City permission, will be video recorded for future use. In the event that new employees are hired by the City and/or supplemental training is required by Passport, then Passport will work with the City to define a mutually agreeable training plan for post launch training. Custom Configurations and Integrations T2 / Digital IRIS Integration for Luke II Multi-Space Parking Meters Passport will integrate with the City’s license plate-based T2 / Digital LUKE II multi-space parking meters for the purposes of monitoring and enforcing multi-space parking meter-based parking sessions through the OpsMan Mobile issuance application. Passport will require the following credentials from T2 / Digital to configure this integration across the City’s locations: ● Location Name ● Account Name DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 23 of 25 ● Signature Key ● Username ● Password ● Plate Info Token Mailed Citations from Fixed LPR Passport further understands that one of the main goals of this project is to create a more efficient way to issue the citations through the mail from its Bridger Parking Garage that utilizes Fixed License Plate Recognition Technology to determine violations. The City understands that Passport does not currently offer mailed citation functionality, but will work with the City to develop a process within Passport’s system to mimic the City’s existing process, while Passport continues to plan and build out its full mailed citation functionality. Passport does not have a targeted release date for this functionality, but will involve the City in scoping discussions on this feature. Genetec Vehicle License Plate Recognition System Integration Passport will work with the City to integrate Passport’s system with the Genetec vehicle-based license plate recognition system for the purposes of monitoring parking rights and scofflaw vehicles as well as implementing a transfer protocol of violation details from the vehicle based license plate recognition system to the OpsMan Mobile application for efficient citation issuance. Passport will ensure that the ParkBZN mobile parking sessions and scofflaw license plate numbers are being transferred to the LPR system for monitoring purposes. In addition, the transfer process will be set up and confirmed so that when the vehicle LPR system receives a hit and the officer enforces the violation, the LPR system will transfer the violation details and associated images to OpsMan Mobile for citation issuance. Rolling Rule Passport will configure its chalking module to support the City’s Rolling Rule. Parkers must move their vehicle to a different block face after 2 hours or they risk an overtime parking citation. 72 Hour Violations Passport will configure its long-term chalking module to support the City’s 72 Hour Violation process. All vehicles parking on City streets must move their vehicle every 72 hours. After the issuance of two (2) consecutive 72 Hour Violations, over a seven day period, a towing service will be called to remove the vehicle. DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 24 of 25 Central Square / Naviline Financial Integration Passport understands that the City requires a Central Square / Naviline Financial integration. As such, Passport is committed to scoping this integration with the City. Passport believes this integration will be a daily secure file transfer protocol process where a flat file is provided by Passport to Central Square / Naviline with certain financial information. Assumptions & Notes While performing these services, Passport will rely upon the concerted engagement, direction, authorization, approvals or other information provided by the City’s primary stakeholder and technical teams. The City’s Project Manager and respective team will be responsible for contributing to and reviewing Weekly Status Reports and reporting Project issues. Additional City responsibilities include: ● Providing operational information in a timely manner. ● Providing a list of stakeholders for preliminary implementation ● Making a good faith effort to facilitate the continued progress of the implementation. ● Perform user acceptance testing to confirm the accuracy of configured attributes in the system ● Provide written approval on each aspect of the system Deliverables or activities not specifically identified as in scope throughout this document are by definition out of scope, unless accompanied by an approved Scope Change Order. Project Change Control Changes may be required to manage unanticipated or new information that may arise during the course of the implementation and delivery of this solution that impacts an existing (or creates a new) deliverable, restriction, milestone, or dependency. This Project Change Control process is meant to enforce a process to ensure changes are tracked and approved appropriately throughout the project. Process DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE LICENSE, EQUIPMENT, AND SERVICE AGREEMENT FY 2022-FY 2027 Page 25 of 25 ● A Passport representative will complete a Scoping Change Order form describing the exchange to be evaluated. ● Passport will perform an impact assessment (cost, schedule, risk, etc) and provide a recommendation for how to achieve the City's objectives in the context of the latest information. ● The City will decide whether or not to proceed with Passport’s recommendation or to suggest an alternative approach. ● If the Change Request is approved by the City and returned back upon full execution, then the Change Request document will be incorporated as part of the Statement of Work. Timeline Effects ● Upon approval by all parties, the impact assessment associated with such a change request shall augment any prior commitments or estimates of timeline and pricing in this Statement of Work, which shall no longer apply. Passport will use commercially reasonable efforts to maintain the timeline and cost associated with this Statement of Work, augmented by any and all Change Request(s) approved by all parties. DocuSign Envelope ID: 7330706A-724E-4DB9-B2B2-DAE8BA8EA847