Parking Citations and Permit Management Solution

Posted At:Tue, Jun 30, 2026 4:06 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

The City of Pasadena extends an invitation to qualified Proposers to submit a proposal for a comprehensive Parking Citation, Parking Enforcement, and Permit Management Software including processing services for parking citations and management of the Residential Permit Program in accordance with this Request for Proposal (RFP). It is the intent of the City to enter into a five -year management solution agreement with a company that can demonstrate the ability and willingness to partner with the City to provide system solution of services stated in the RFP. The contract may be extended for two optional one-year extension periods subject to the approval of the City Manager.

Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

1. Existing Parking Citation and Permit Program

The City has 1,250 metered spaces controlled by 380 multi-space pay-by-plate pay stations, and 13,000 non-metered parking spaces on the street. The City operates four surface parking lots and eight parking garages. The city currently has ten (10) Preferential Parking Districts that restrict residential and/or commercial parking. Overnight parking is prohibited in most of the City. Over the past 5 years, the city has averaged over 101,334 parking citations annually, with most of the violations being for expired meters.

Parking control is important to parking turnover, traffic flow, safety, and quality of life in Pasadena for residents and visitors. Pasadena’s parking enforcement program is operational 24 hours daily throughout the year. The City of Pasadena develops and approves parking enforcement service schedules and policies. Implementation of the programs and patrol of the City’s streets and parking facilities and private properties, (upon request), are conducted by City and contracted personnel.

1.1 Current Services and functionality

The City currently utilizes DataTicket systems to manage parking citations.

City staff utilize the DataTicket web-based back-office system’s digital delivery mailbox to upload citation documents, appeal documents and other documents for processing.

City staff utilize the DataTicket web-based back-office system’s citation search tool to view:

• DMV vehicle mismatch list
• Payment plans list
• Pending 1 ^st level citation appeals list
• Overpayment/payment exceptions list
• Incomplete citations list
• Pending permit approvals list
• Pending permit refunds list

City staff utilize the DataTicket web-based back-office system’s citation search tool to:

• Do a quick search by citation number, license plate number, notice number, or case number.
• Do an advanced search by citation number, license plate number, citizen name, case number, VIN number or location and a wild card search with partial name.
• Do a hot sheet search by license plate and state.
• Do a scofflaw search by plate and state to maintain and update Scofflaws.
• Do an adjudication hold search for citations on initial review hold, administrative hearing hold, or court hold; filter for appeals received online and select underlined citations to access them from search results.

City staff utilize the DataTicket web-based back-office system’s citations tool to:

• Add citation
• Edit citation
• Edit violation if notices have not been sent
• Edit responsible party
• Change original bail amount
• Change violation amount
• Dismiss citation
• Void citation
• Hold citation
• Add system notes
• Upload attachments
• Reverse penalty

City staff utilize the DataTicket web-based back-office system’s payments & refunds tool to:

• Enter payment with cash, check, money order, and non-real-time credit card payment.
• Remove misapplied payment.
• Transfer payment from one citation to another.
• Enter payment plan.
• Enter NSF (Non-Sufficient Funds).
• Request and process refund.
• Print on-demand receipt with or without the responsible party information.

City staff utilize the DataTicket web-based back-office system’s adjudications tool to:

• Enter judgement; uphold, dismiss, or reduce citation with comments.
• Deny hearing appeal due to bail not paid.
• Deny appeal due to appeal time expiration.
• Update responsibility party and generate letter of non-responsibility.
• Edit appellant information.
• Hold for appeal and manually override a closed citation for appeal hold.
• Remove appeal hold with comments.
• Schedule hearings by locations.
• Schedule hearing dates.
• Cancel scheduled hearing.

City staff utilize the DataTicket web-based back-office system’s reporting tools to run:

• Standard report for real-time citation data:

• Aging report
• Aging report by citation
• Aging report by department
• Bad addresses
• Bail schedules
• Beat/district summary report
• Citation status
• Closed/dismissed/voided
• Collections
• Credit/debit card payments
• Daily deposited by vendor
• Daily posted by client
• Daily written citations detail
• DMV checks received
• DMV payments
• DMV registration holds
• DMV registration releases
• FTB payments
• FTB status (BETA)
• Make mismatches
• Noticing report
• Officer summary
• Outstanding collections
• Payment exceptions
• Payment plans
• Payments by violation
• Payments grouped by department
• Payments grouped by received date
• Payments group by sub location
• Refund requests

• • Refunds processed
  • Scofflaws
  • Violation statistics by beat/district
  • Void report by transaction date
  • Violation statistics by month

• • Violation statistics by officer
  • Violation statistics by violation

• Pre-processed reports:

• • Citation activity
  • Citation tax revenue
  • Client billing: summary
  • Client billing: detail
  • Client billing and payment: summary
  • Client billing and payment: detail
  • Credit card payment summary
  • DMV activity
  • Officer summary
  • Payment exceptions
  • Payments
  • Scofflaws
  • Violation statistics
  • Written deposited by client
  • Written deposited by vendor
  • Customer service calls by calls date, calls by citation date, calls by reason, calls by rating, calls agency.

• Adjudication Reports:

• • Adjudication review dispositions
  • Adjudication hearing dispositions
  • Adjudication court dispositions
  • Hearing schedule
  • Location schedule

• My Reports tool – generates a customized report via report generator, save and share with other staff members.
• Report Generator tool – runs custom reports with filters and criteria or create a report from scratch with a set of data collections.
• Reporting Help option – for reports help/questions.

• Reporting Home tool displays citations issued total and payments by location chart.

1.2 Customer Portal - Citations

Customers can search for citations on the portal with:

• Citation and time
• Citation and date
• Notice number and zip code
• License plate and state
• Payment plan.

Customers can:

• Pay citation by credit/debit card
• View citation images
• Appeal citation
• View the frequently asked questions
• Conduct new search
• Apply for Indigent payment plan
• Complete vehicle non-responsibility form
• Upload attachments
• Submit vehicle release of liability

1.3 Parking Permit

The City utilizes a virtual permit program where the citizen’s license plate serves as their permit. Permits are verified by enforcement staff via the Vigilant system and/or the DataTicket handhelds.

City staff use the DataTicket web-based back-office system’s permit home tool to view all permit types awaiting approval.

City staff use the DataTicket web-based back-office system’s permit search tool to:

• Search permits such with:
  • Permit ID number
  • Business name
  • License plate, plate state and VIN number
  • Username
  • Account number
  • Email address
  • Receipt number
  • Booklet ID
  • Customer first and last name
  • Customer address
  • Permit type
  • Permit status
  • Package ID
  • Date range
  • Paid status
  • Check #

City staff use the DataTicket web-based back-office system’s permit add tool to add:

• Address
• Attachments
• Notes
• Payment
• Permit
• Vehicle

City staff use the DataTicket web-based back-office system’s permit deactivate tool to deactivate permits and accounts.

City staff use the DataTicket web-based back-office system’s permit edit tool to edit:

• Address
• Account holder
• Denial reasons
• Permit
• Permit balance
• Permit holder
• Vehicle

City staff use the DataTicket web-based back-office system’s permit email management tool to manage customer’s email addresses.

City staff use the DataTicket web-based back-office system’s permit refund tool to request and process refunds.

City staff use the DataTicket web-based back-office system’s permit reset password tool to reset customer passwords.

City staff with maintenance right utilize the DataTicket web-based back-office system’s maintenance tool to:

• Edit the name and email of active users.
• Deactivate users or edit user access within the system.
• Alter access level of employees at any time.

City staff use the DataTicket web-based back-office system purchasing tool to search for and process miscellaneous transactions.

1.4 Customer Portal - Permit

Customers can create an online account, request, upload attachments, purchase permits and manage their online account.

In summary, the current PCPMS program includes:

• Website to manage purchases, payments and appeals;

• Citation real time imports for tickets issued;

• Entering manually written citations;

• Mailing delinquent citation notices;

• Payment processing, includes credit transactions and apple and google pay transactions;

• Managing and tracking administrative reviews and hearings, (includes contracted hearing officer services, and administrative disposition correspondence),
• (IVR for citation phone payments (provided by DataTicket Inc.);

• Permit issuance;

• Permit fulfilment and walk-in customer service;
• Delinquent citations collection services;

City provides customer service support Monday through Friday 7:30 AM - 5:15 PM.

1.5 Existing Handheld Ticket Devices

• All citations are issued by 11 city staff members and contracted enforcement officers.
• Software is provided by DataTicket
• City owns and provides all the hardware. City currently owns:
• (6) Galaxy A 36 phones
• (22) Galaxy S20 phones
• (6) TSC Alpha-30RB printers
• (22) TSC Alpha-3RB printers
• Vendors should provide the equipment and include costs in the price proposal.
• The City currently contracts with AT & T for cellular service.
• City purchases citation stock. We do not require envelopes.
• Mobile Devices communicate with the parking system using HTTPS
• Mobile updates are provided in real-time.
• Mobile software settings and preferences are configured from the parking management system.
• Mobile software supports citation issuance, tire chalking, permit verifications, and check for meter payments (from pay stations and mobile payment options).
• The PCPMS provides for officer alerts via the handhelds for special VIP vehicles, permit address locations, previously issued citations, and scofflaw plate.

1.6 Integrations

Integrations that are currently in operation as part of the PCPMS are:

• Passport, Integration implemented as a ‘pay-by-cell’ parking system that integrates with DataTicket Inc. systems.

• Vigilant LPR provides an integration with CALE Meters and DataTicket to relay overnight parking permissions, Passport and Flowbird permissions to enforcement officers via LPR and handhelds.

• Tyler Munis Cashiering – the City transitioned to Tyler Munis Cashiering on August 1, 2018. The City desires a full integration with Tyler Munis Cashiering and the PCPMS.

• California Department of Motor Vehicles, Integration provides vehicles’ registered owner information for permit vehicle address verification, citation letters and allows holds to be placed on vehicle registrations for unpaid citations.

The successful contractor is expected to be able to send and receive data via an open API structure for potential future integrations.

1.7 Parking Citation Statistics (Per Fiscal Year – July 1 – June 30)

Fiscal Year As of 6/5/19	Citations issued by year	Issued to Out-Of-State	Number of mailed Delinquent notices	Number of Adjudication Letters
FY2025	98,646	5,110	67,845	9,645
FY2024	118,619	6,375	69,230	11,473
FY2023	119,037	6,396	65,577	9,345
FY2022	97,872	4,959	88,111	7,222
FY2021	68,620	3,127	159,450	8,439

1.8 Method of Citation Payment

	FY2021	FY2022	FY2023	FY2024	FY2025
Mail	7,816	7,048	6,619	6,297	4,742
IVR	1,193	790	907	1,079	1,042
Online	40,543	51,739	66,492	67,763	58,505
Walk-In (Parking Office)	1,533	5,825	6,910	5,037	3,907

1.9 Parking Permit Statistics

Year	Permits
2025	Total Permits	All Inclusive	41,389
2024	Total Permits	All Inclusive	42,610
2023	Total Permits	All inclusive	42,330
2022	Total Permits	All inclusive	37,322
2021	Total Permits	All Inclusive	22,697

1.10 Permit Types and Cost

Permit Types	Cost of Permit	Per Day Unless Specified
One Day-Parking Permit Playhouse Lot	8.00
One Day- Parking Permit Playhouse Village	8.00
Daily One Day-Parking Permit Shopper's Lane	6.00
Daily TODPEK-Parking Exemption I-Day	6.00	Each Day, Multiple Days
TODPEK-Parking Exemption 1- Night	3.00
TODPEK-Parking Exemption Range (Night)	3.00	Each Night, Multiple Nights
Temporary Daytime Parking Permit (Monthly)	24.00	Monthly
Temporary Overnight Parking Permit (Monthly)	27.00	Monthly
Passport Mobile App	3.00	Each Night
Annual Permit Daytime - 12 Months	95.00	Anniversary Date
Annual Permit Overnight - 12 Months	95.00	Anniversary Date
Trailered Storage Container -Overnight	236.00	3 Days
Recreational Vehicle Parking Permit	7.00	Night
Construction Permit I-Day	25.00	Daily
Construction Permit Monthly	52.00	Monthly
Oversized Vehicle Permit	7.00	Nightly
Monthly Parking Lot- Playhouse	75.00	Monthly
Monthly Parking Lot-Shopper's Lane	75.00	Monthly