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TO: Mayor Richard C. Irvin
FROM: Lieutenant Bryan Handell, Police Central Services
Jeff Anderson, Deputy CIO
DATE: 03/14/22
SUBJECT:
A Resolution authorizing an agreement for a five-year subscription for electronic citation and administrative hearing adjudication software from Quicket Solutions, Chicago, IL, for an amount not to exceed $368,400.
PURPOSE:
The City seeks to improve the ticketing and adjudication processes in place throughout the City by recommending bid award to Quicket, the most responsible bidder that could meet the requirements of various city departments. One electronic citation and administrative hearing adjudication system used city-wide will standardize the process among the several city departments that issue citations and ensure they are all adjudicated in to the same standard.
BACKGROUND:
Aurora police officers currently write traffic citations by hand with pen and paper. One citation must be written per violation, duplicating much of the same information on each ticket. The current citation is written on a 4-part carbon copy form: one copy for the court clerk, one copy for police records, and two copies for the violator. Officers must also enter the same data into a separate computer program that tracks traffic stop demographic data required by the state. Personnel at the police department are responsible for submitting the court copy to the correct county clerk's office and manually entering the information from the citation into the police department records management system (RMS).
The Quicket solution allows officers to electronically import driver and vehicle information into a citation or written warning through an included interface with the Secretary of State's office, quickly and easily complete multiple citations or warnings, and quickly and easily complete the state-mandated demographic information. Tickets are electronically submitted to the county clerk's office and the police department's records management system via included interfaces. Electronic citations reduce the amount of time officers spend on paperwork and thus the amount of time a citizen would be stopped by police, and they ensure that all copies of the citation are accurate and legible.
In addition to police officers, other city departments issue citations using a variety of systems. These departments, such as Animal Control and Property Standards, would also be able to utilize the new electronic citation system for ordinance violations to create uniformity across city departments as well as one centralized online payment portal.
The Law Department has also been seeking one system to handle adjudication of administrative hearings for ordinance violations throughout the City. The Quicket solution also features an adjudication system that will be utilized for all administrative hearings. With recent police reform legislation becoming law, numerous offenses that were once arrestable will now require the police to issue a citation and release the offender. These offenses will often be charged as ordinance violations, so there will be an increase in the number of ordinance violation citations written, requiring a unified adjudication system. The adjudication system for administrative hearings would also handle automatic generation of notices and the ability to pay fines online in the aforementioned centralized payment portal.
The police department laptops and in-car printers currently will work seamlessly with the electronic citation software.
DISCUSSION:
The city engaged Marketplace.city to find an electronic citation and adjudication solution for the police department and other city departments to replace the largely manual and disparate processes currently used.
Marketplace Process Summary:
- Created Market Landscape with 20+ companies
- Based on the market landscape and City Stakeholder review, Marketplace publicly posted and distributed the Opportunity and Scope Document for vendors to complete in order to be included in the reporting and selection process
- 9 companies responded by the deadline
- City stakeholders reviewed responses and met with 4 potential vendors for deep dive demos.
- City stakeholders finalized Final Proposal Request
- Final Proposal sent to Quicket and DACRA; both responded by deadline.
- City stakeholders reviewed Vendor Final Response Analysis
- Stakeholders provided scoring summary
Quicket was selected as the winner due to its ability to best meet the needs of the various department utilizing it for electronic citations or adjudication.
A Decision Package was approved for account 101-1280-419.38.11 for $250,000 in 2022 and each of the following four years, for a five-year total of $1.25 million for the implementation of an electronic citation and adjudication system. The final cost for the solution presented by Quicket was significantly lower and is detailed below:
Year 1: $72,000.00 Software Subscription plus $8,400.00 Training Fee
Year 2: $72,000.00 Software Subscription
Year 3: $72,000.00 Software Subscription
Year 4: $72,000.00 Software Subscription
Year 5: $72,000.00 Software Subscription
5-Year total cost: $368,400.00
The Software Subscription cost includes unlimited users, data storage, 24/7 support, software updates, electronic citation submission and integration with all four counties' Circuit Court and Clerk offices, integration with the police department's dispatch and records management systems, integration to import GIS maps and red light camera violations, and integration to export data for the Finance Department, collection agencies, and IDOT.
IMPACT STATEMENT:
Without a fully electronic citation and adjudication solution in place city-wide, the current varying manual processes will remain in place, resulting in decreased efficiency and increased risk of errors.
RECOMMENDATIONS:
Staff recommends that this resolution be approved.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing an agreement for a five-year subscription for electronic citation and administrative hearing adjudication software from Quicket Solutions, Chicago, IL, for an amount not to exceed $368,400
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, a new electronic citation and adjudication solution is desired city-wide; and
WHEREAS, increased efficiency and accuracy in citation issuing and adjudication of ordinance violations is desired; and
WHEREAS, the engaged Marketplace.city to find an electronic citation through Request for Qualifications process; and
WHEREAS, a Decision Package was approved for account 101-1280-419.38.11 for $250,000 in 2022 and each of the following four years, for a five-year total of $1,250,000 for the implementation of an electronic citation and adjudication system.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing shall be and hereby is authorized to execute on behalf of the City, a purchase order and a contract to Quicket Solutions for such subscription consistent with this Resolution and substantially in the form as set forth in the exhibits attached hereto.