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8 Dallas Municipal Court 3 rd Party Collections Contract Public Safety Committee October 13, 2014

9 Purpose Reviewing the recommended proposal for the 3 rd party collections contract that council will consider on Oct. 22 nd, 2014 Court Collections Background Procurement Process Recommendation and Next Steps Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 2

10 Court Collections Background In December of 2006 Council authorized a five-year service contract with two, twelve-month renewal options with Linebarger, Goggan, Blair & Sampson for the collection of delinquent fines and fees for traffic, City ordinance and state law violations excluding parking violations. Supplemental Agreements to authorize one year renewal options August 2012 and August 2013 Current contract ends December 31, 2014 Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 3

11 Court Collections Background Profile of the Dallas Municipal Court Handle Primarily Traffic citations Resolved over 150,000 cases in FY14 Offer resolution in person, through mail or internet Pursue unresolved cases through multiple means Internal Collections Driver License Holds (Omnibase) Vehicle Registration Renewal Holds (Scofflaw) Third Party Collection Agency Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 4

12 Court Collections Background Details of Collection Agency Terms - Article of Texas Code of Criminal Procedure - Sent 60 days past delinquency, compensated by 30% add-on fee Details of the City s Portfolio - In FY14 the vendor worked nearly 1.6m outstanding cases Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 5

13 Procurement Process Business Development and Procurement Services (BDPS) advertised the Request For Competitive Sealed Proposal (RFCSP) for Court & Detention Collections on December 19 th and 26th, 2013 As part of our vendor notification process, 308 electronic notices were sent by the City s web-based procurement system Additionally, notifications were sent by BDPS ResourceLINK Team (RLT) to 25 chambers of commerce, and 2 advocacy groups (i.e. DFW Minority Business Council and Women s Business Council-Southwest) Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 6

14 Procurement Process Pre-proposal conference was held on January 6, 2014 Five companies were represented: GC Services Limited Partnership Gila LLC dba Municipal Services Bureau (M.S.B) Linebarger Goggan Blair & Sampson, LLP Penn Credit Corporation Pioneer Credit Recovery, Inc. Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 7

15 Procurement Process Due to the complexity of the project, significant energy was expended to provide vendors with detailed information, such as: Detailed report of the entire default portfolio Numerous teleconferences with vendors Multiple Q&A addendums All questions asked during the pre-proposal meeting were posted on the City s bid web site per standard procedure Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 8

16 Procurement Process Evaluation process: Seven proposals were received on February 5, 2014, which were distributed to the evaluation committee for review of the minimum requirements. All proposers were provided historical data and information relating to court collection history and access to the data base portfolio The evaluation committee consisted of members from various departments within the City: Court & Detention Services (2) Dallas Water Utilities (1) Business Development & Procurement Services (1)* *Business Development and Procurement Services only evaluated the revenue value. Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 9

17 Procurement Process Evaluation Criteria: Revenue Value 40% Plan to Resolve Challenging Cases in Portfolio 25% Relevant Experience 25% Client References 10% Total Value 100% Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 10

18 Procurement Process Results of Committee Evaluation: All seven proposals were reviewed by the evaluation committee to determine responsiveness to the minimum requirements in accordance with the Scope of Work All seven were invited to present to the evaluation committee on written material submitted in their proposals Vendors were then scored based on the written proposals and information delivered during presentations These scores were used to determine a recommended vendor for award Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 11

19 Procurement Process Scoring Tabulation: Weight: (%) 40% 25% 25% 10% 100% Vendor Revenue Value Plan to Resolve Challenging Cases in Portfolio Relevant Experience Client References M.S.B GC Services Limited Partnership Linebarger Goggan Blair & Sampson Total Penn Credit Pioneer Credit Alliance One Receivables *Ability Recovery Services LLC was deemed non-responsive for not meeting bid specification Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 12

20 Millions Revenue Value Detail 40 Total Points Guaranteed Revenue (35 Points) Projected Collections (5 Points) $30 $25 $20 $15 $10 $5 $0 MSB GC Services Linebarger Pioneer Penn Credit Alliance One Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 13

21 Summary Most Advantageous Proposal: Municipal Services Bureau (M.S.B) proposed the following: Performance thresholds that compensate the City if the following are not met: 1) New Placements: fixed collection rate on all new placements 2) Existing Portfolio: Guaranteed $15 million in total collections (over 3yrs) Incentivized transition plan worth approximately $50k Compensates the City with a 3% bonus on all collections during the first 100 days Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 14

22 Summary Highlights of Contract & Vendor: Shorter term contract with options Percentage based collections Performance bond secures contract guarantees 3 rd party collections of civil cases Continued partnership during Warrant Round Up Experience working with large cities Houston, Austin, San Antonio Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 15

23 Next Steps Seek recommendation from the Public Safety Committee Recommendation to the City Council to authorize a 36 month contract with three one year renewal options with M.S.B. for the collection of delinquent fines and fees on class C misdemeanor and civil violations Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 16

24 Questions? Dallas Municipal Court 3rd Party Collection Contract - Court & Detention Services - An ISO 9001 Certified Department 17

26 Safelight Program (A Red-Light Photo Enforcement Safety Initiative) Public Safety Committee October 13,

27 Why have a Safelight Program? Problem: High number of right angle collisions and related injuries/fatalities due to people running red lights Purpose: To improve public safety by increasing enforcement of red light laws in conjunction with public awareness to modify driving behavior Solution: Execute contract for deployment of automated photo and video cameras for citation enforcement 2

28 Safelight Program Statistics Post 7 Year Results At 33 approaches with cameras: 54% average reduction in crashes caused by red light running 73% of these approaches showed reductions or no change in redlight related crashes At 31 intersections (all approaches): 40% average reduction in crashes caused by red light running 71% of these approaches showed reductions or no change in redlight related crashes Fewer Fatalities (all approaches) 86% reduction in fatalities Fewer Injuries (all approaches) 54% reduction in Red Light Related person-injuries 3

29 Contract Update 10 year contract for camera system with Xerox Term from October 2006 to December 2016 Xerox and City of Dallas began negotiations because of concerns with: Gap in estimated service time due to early contract expiration Early exhaustion of funds (June 2015 estimated exhaustion)» New cameras» Camera relocations Program Expenses Monthly camera rental fee Each additional camera added or relocated shortens the length of the contract as burn on funds 4

30 Steps Taken 1. City sent formal offer to Xerox in March 2013 to include new terms for current contract 2. Xerox provided initial response in July Xerox submitted final proposal in December Review by City Manager and City Attorney 5. Reviewed and approved by City Auditor in July City Council Agenda on October 22,

31 Contract Supplement Terms City of Dallas Add funds to extend term thru March 2017 Payment based on minimum of 60 camera approaches At times, the system may have less than 60 active cameras due to construction, street repairs, and utility improvements, etc. Xerox Reduction in monthly rental fee Upgrade equipment at 8 existing camera sites Add cameras for 5 new sites Continue support services for 3 months after expiration of contract 6

32 Negotiated Benefits Reduction in monthly rental fee Fee reduced from $3,799 to 3,600 - per camera per month Estimated $300,000 expense savings Upgrade equipment at 8 existing camera sites Increase enforcement from 4 to 5 lanes Estimated $250,000 value (potential revenue) Add cameras for 5 new sites Estimated $450,000 value ($90k each) Continue support services for 3 months after expiration of contract Estimated $378,000 in vendor support service value Estimated $450,000 in delinquent collections 7

33 New Request For Proposal (RFP) The goal of the contract supplement was to: Allow City to fulfill the original contract term and maximize negotiated benefits Allow for additional time to prepare for future of program and release of RFP (see notes below) Estimate 1 year to procure and deploy a new camera system Write updated specifications and release RFP Determine process for current system close Re-engineer camera locations for new sites Deploy new equipment to continue historical sites 8

34 QUESTIONS? 9

36 RECRUITING AND RETENTION OVERVIEW Public Safety Committee October 13, 2014

37 RECRUITING AND RETENTION GOALS: To expand the applicant pool by increasing the total number of applications submitted Target under represented demographic groups (Females, Hispanics, Asians, and African Americans) Participate in local and out of area job/career fairs Increase the media presence of Dallas Fire-Rescue through the use of social media Expand community based recruiting efforts to include churches, community centers, local malls 2

38 Staffing: Captain Lieutenant Driver Engineer Driver Engineer Office Assistant II 8 Subrookies 3

39 Activities: COLLEGE JOB FAIRS Dallas County Community Colleges: Eastfield, Mountain View, El Centro, and Cedar Valley Colleges Texas A&M Commerce Paul Quinn College Texas Women s University University of North Texas 4

40 Recruiters also have daily interaction with applicants and interested persons through our social media site on Facebook: 5

41 Activities: Women s Day at Dolphin Rd. Dallas Independent School Career Days Recruiters respond to request for speakers to introduce students to the careers of Firefighter/Paramedics and Fire Prevention Officers 6

42 Women s Day at Dolphin Road 7

43 Candidate Physical Ability Test (CPAT) Mentoring Recruiters oversee eight-weeks of conditioning and training for applicants prior to the administration of the CPAT 8

44 Activities: Processing Applicants for Fire Rescue Officer and Fire Prevention Officer Since 2009, recruiters have processed approximately 6000 applicants 9

45 Hiring Minimum Requirements Between years old 45 college semester hours, or 4 years active duty military service, with an honorable discharge No felony convictions Able to pass the Candidate Physical Ability Test Current drivers license No more than 3 moving traffic violations within the 24 months preceding the application 10

DALLAS FIRE-RESCUE HIRING PROCESS Step 1 Written Civil Service Test Step 2 Personal History Packets given to eligible applicants (2 week deadline for submission to

46 DALLAS FIRE-RESCUE HIRING PROCESS Step 1 Written Civil Service Test Step 2 Personal History Packets given to eligible applicants (2 week deadline for submission to Personnel) Step 3 Accuplacer (paramedic eligibility exam) Step 4 Start CPAT Mentoring (8 weeks) Step 5 CPAT Testing (successful candidates given polygraph survey for completion) 11

47 DALLAS FIRE-RESCUE HIRING PROCESS Step 6 Begin background checks (criminal and employment history) Step 7 Interviews Step 8 Employment Offers given Step 9 Pre-employment physicals and drug testing Step 10 Congratulation Letters sent Step 11 Recruit Class Starts and New Employee Orientation 12

48 QUESTIONS? 13

50 DALLAS FIREFIGHTERS MUSEUM A Tradition Since 1872 A Reality Since 1972 Public Safety Committee October 13, 2014

51 The Fair Park Fire Station Fire Station #5 located on Parry Avenue was known locally as the Fair Park Fire Station Built in 1907 Construction materials came from Texas Staffed with a horse drawn ladder truck and an Asst. Chief Station Firsts Housed a horse hospital First electronic station notification system was installed ( Joker system) Apparatus had one-way radio 2

the station under a letter of agreement in 1971 from City Manager W. S.

52 DALLAS FIREFIGHTERS MUSEUM - History Planning for museum began as early as 1966 Registered as a State chartered organization in 1970 Museum began using the station under a letter of agreement in 1971 from City Manager W. S. McDonald The Museum was officially founded in 1972 with a Board of Directors and By-Laws 3

DALLAS FIREFIGHTERS MUSEUM History continued Museum was designated as a Dallas Landmark in 1976 Located directly across Parry Avenue from Fair Park, the Dallas Firefighters

53 DALLAS FIREFIGHTERS MUSEUM History continued Museum was designated as a Dallas Landmark in 1976 Located directly across Parry Avenue from Fair Park, the Dallas Firefighters Museum is now considered part of the Fair Park Museum collection Joint venture of the City of Dallas, the Dallas Fire- Rescue Department and a non-profit 501(c)3 organization 4

54 CURRENT OPERATIONS. Operated by the Dallas Firefighters Museum, Inc. Museum Staff Paid Curators (former Dallas Firefighters) Volunteer staff and Board of Directors Speak to civic groups Participate in numerous community events Host retiree s annual luncheon 5

55 PRESERVING OUR HISTORY The mission of the Museum is to preserve and share the history of the Dallas Fire Department Over 2,000 Historical artifacts include: Equipment Apparatus Memorabilia 6

56 PRESERVING OUR HISTORY Thousands of documents depicting daily station operations and major events in the City s history are being preserved for future generations. 7

57 SHARING THE HISTORY.. Museum Visitors 3,500 year 60% children, 40% adults Hours Wednesday thru Saturday 9:00 am to 4:00 pm 8

58 DALLAS FIREFIGHTERS MUSEUM The Future Remodeling back to original 1907 building fasade (interior and exterior) Improving comfort of building (climate control) Improving access for all (ADA compliant) 9

59 DALLAS FIREFIGHTERS MUSEUM The Future Develop an interactive Educational Center to teach fire safety Partner with school districts and youth organizations to provide safety education 10

DALLAS FIREFIGHTERS MUSEUM Continuing the Tradition Current Lease Terms - City Council approved lease agreement by Resolution 07-1749 on June 13, 2007 Long term lease 30 years Lease rate - $1

60 DALLAS FIREFIGHTERS MUSEUM Continuing the Tradition Current Lease Terms - City Council approved lease agreement by Resolution on June 13, 2007 Long term lease 30 years Lease rate - $1 annually City may terminate the lease anytime after the 12 th anniversary of the lease City responsibilities Maintain the foundation, roof, exterior walls, main piping and central air and heating for premises Provide Utilities 11

DALLAS FIREFIGHTERS MUSEUM Progress to Date Established goal of $5M capital campaign to renovate Museum which will include a state of the art interactive education center and to establish a $5M

61 DALLAS FIREFIGHTERS MUSEUM Progress to Date Established goal of $5M capital campaign to renovate Museum which will include a state of the art interactive education center and to establish a $5M operating and endowment account Selected architectural firm of Good, Fulton & Farrell to develop renovation feasibility and programming study Suggested floor plans have been approved by Museum Board of Directors Construction Management firm selected and retained 12

62 DALLAS FIREFIGHTERS MUSEUM Progress to Date Retained Dini Counsel to conduct a feasibility study into raising $10M for the renovations to the building, the addition of an Interactive Education Center, and endowment fund Dini concluded this is a viable project with the following recommendations: Postpone fundraising activities until 2014 due to current economic conditions Seek sponsorships as well as donations Allow 18 months to raise $5M for renovations and the education center once public fund raising has begun 13

63 14 14

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66 Preserving our past For our future! 17

67 Questions? 18

Municipal Court s 3 rd Party Collections Contract. Dallas City Council November 5, 2014

Municipal Court s 3 rd Party Collections Contract Dallas City Council November 5, 2014 Purpose Reviewing the recommended proposal for the 3 rd party collections contract that council will consider on Nov.