R-1184 - 06/12/2012 - AGREEMENT - Resolutions Supporting Documentsrr101 61'.5)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
June 12, 2012
SUBJECT: Award of Contract — Municipal Ordinance Violation and Municipal Offense
System Hearing Software System including Internet -Based Payment Services
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FROM: Blaine Wing, Assistant Village Manager, James Kruger, Chief of Police, and
Jim Fox, Information Technology Manager
BUDGET SOURCE/BUDGET IMPACT: Administrative Adjudication 636 -72500
RECOMMENDED MOTION: I move that the Village Board approve the agreement with
Municipal Systems, Inc., subject to final staff and attorney review, for Municipal
Ordinance Violation and Municipal Offense System Hearing Software System including
Internet -Based Payment Services pending, and approve R -1184, "a resolution approving
the waiver of competitive bidding and authorizing the execution of agreements for the
purchase of vehicle parking and local code enforcement software and fine collection
services."
Background/History:
The administrative adjudication program and towing impoundment fee topics were brought to
the Board of Trustees in November 2008. On January 26, 2010 the Board of Trustees entered in
to an agreement with Municipal Systems, Inc. (MSI) to assist in the implementation of their
administrative adjudication program/towing impoundment fee program. MSI is a software
development and consulting fine that assists government agencies in establishing local
administrative adjudication processes for, Village Ordinance arrests and towing impound fees.
At the time the Board discussed the issue and concluded that once the tow impound fee program
was established the violation authorizing impoundment should be reviewed to increase the
violations.
Municipal Systems, Inc. provides a suite of solutions designed for government focusing on
providing cost efficient solutions related to parking ticket enforcement, code enforcement,
accounting and process management, while offering the highest level of customer service and
support.
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The municipal solutions products are designed to issue, track, and adjudicate citations related to
parking tickets, compliance, local ordinance and building code violations. From initial entry of a
citation through to the final outcome, MSI software and services will allow the Village to "take
control" of the entire process. These solutions have allowed over 70 MSI municipal customers to
better manage associated costs, increase revenue, and gain greater control of compliance. MSI
also offers an option for online credit card payments and integration with collections.
There are numerous benefits to hosting an administrative adjudication process in Oak Brook,
including the following:
• There may be a potential increase in revenue as the Village of Oak Brook will
retain all fines /fees.
• The Village will no longer pay fees to the County for hosting court and processing
the above listed violations.
• Officers and community service officers will not have to appear at the
administrative adjudication.
• The community service officers will no longer be required to attend Addison
Field Court.
• When parking violations and Village ordinance arrests are removed from the
monthly Addison Field Court call, the officer's time spent at court will be
shortened.
• It will be a convenience to potential violators, as they will not be required to
appear in court in Addison or Wheaton for their case.
• The Village Adjudication Hearing Officer has experience with the administrative
adjudication MSI Software.
It should be noted that the Village currently conducts Adjudication Hearings the second
Wednesday of each month in the Dean Board Room.
Recommendation:
Staff recommends that the Village Board approve the (attached agreements) with Municipal
Systems, Inc. (MSI) for Municipal Ordinance Violation and Municipal Offense System Hearing
Software System including Internet -Based Payment Services and authorize the Village President
to execute the agreements pending final staff and attorney review.
RESOLUTION 2012- AG-ITECH-ADJU D-EX2-R-1 184
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND
AUTHORIZING THE EXECUTION OF AGREEMENTS FOR THE PURCHASE OF VEHICLE PARKING
AND LOCAL CODE ENFORCEMENT SOFTWARE AND FINE COLLECTION SERVICES
WHEREAS, the Village of Oak Brook ( "Village ") purchased software from Municipal Systems,
Inc. ( "MSI') to more efficiently administer the Village's adjudication of vehicle towing ( "Towing
Software "); and
WHEREAS, the use of the Towing Software has resulted in more efficient operations and savings
for the Village; and
WHEREAS, the Village desires to use similar software to improve the administration of
enforcement of other local ordinance violations including, but not limited to, vehicle parking violations
( "Adjudication Software "); and
WHEREAS, MSI's software has met or exceeded the Village's expectations, there are only a few
vendors that offer similar Adjudication Software products, and Village staff have reviewed the products
offered by other vendors and believe that MSI's Adjudication Software is superior to other similar
products; and
WHEREAS, the Village's Police Chief recommends that the Village waive competitive bidding for
Adjudication Software and enter into an agreement to purchase Adjudication Software from MS]
( "Software Agreement "), attached hereto as Exhibit A; and
WHEREAS, MSI has partnered with Violations Payment.Com, Inc. ( "VPCI ") to allow for people to
pay their tickets and fines online by credit card ( "Payment Collection Services "); and
WHEREAS, the Village and VPCI desire to enter into an agreement for VPCI to provide the
Village Payment Collection Services ( "Payment Agreement', attached hereto as Exhibit B; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to: (i) waive competitive bidding
for Adjudication Software; (ii) waive competitive bidding for Payment Collection Services; (iii) approve the
Software Agreement; and (iv) approve the Payment Services Agreement;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of Adjudication Software and Payment Collection Services shall be, and
they are hereby, waived in accordance with Section 1 -7-4 of the Village Municipal Code.
Section 3: Approval of Agreements. The President and Board of Trustees hereby approve
the Software Agreement and the Payment Collection Agreement as attached in substantially the same
forms as attached as Exhibit A and Exhibit B, and in final forms approved by the Village Attorney.
Resolution 2012 -AG- ITECH - ADJUD -EX -R -1184
Approving Agreements - Purchase Of Vehicle
Parking & Local Code Enforcement Software
And Fine Collection Services
Page 2 of 4
Section 4: Execution of Agreements. The Village President and the Village Clerk shall be,
and are hereby, authorized to execute the final Software Agreement and Payment Agreement on behalf
of the Village.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two- thirds of the Trustees and its approval in the manner provided by law.
APPROVED THIS 12`" day of June, 2012
PASSED THIS 12'n day of June, 2012.
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012 -AG- ITECH - ADJUD -EX -R -1184
Approving Agreements - Purchase Of Vehicle
Parking & Local Code Enforcement Software
And Fine Collection Services
Page 3 of 4
EXHIBIT A