Title
Vehicle Licensing Software System and Fulfillment Services for the 2023-2025 Vehicle Sticker Cycle- Approval
History
Since 2017, the Finance Department has used Third Millennium Associates, Incorporated (TMI) software for the sale of biennial vehicle licenses, including online sales. TMI is an Illinois based company providing the best-in-class vehicle sticker software designed exclusively for the annual renewal of vehicle licenses. The software capabilities include:
• Register and pay vehicle licenses online
• Produces vehicle application renewal forms
• Maintain payments, penalties, and past due amounts
• Auto fill-in fields for efficient data entry
• Provide resident receipts for each sticker purchased
• Flexible inquiry and reporting tools
• Provide barcoding and bank lock box OCR scan line
Provide vehicle sticker fulfillment services eliminating the need for seasonal help.
Provide vehicle scofflaw follow up mailing services
• Improve the speed and efficiency of over the counter traffic annual licensing renewals
Before 2017, the Village used the Innoprise ComDev Licensing module to manage vehicle stickers. Since 2017, the Village has contracted with TMI and has been satisfied with their services. For online and mailed-in sticker applications, TMI will provide vehicle sticker fulfillment services during peak season. TMI is better equipped to mail stickers, and can do so faster and more efficiently than Village staff.
Staff recommends extending the contract with TMI for vehicle licenses software, V-Pay vehicle online payments software, vehicle scofflaw follow up mailing services, vehicle application renewal forms and adding vehicle sticker fulfillment services. There is no new cost associated with the purchase of either software system. The annual cost for the software maintenance is $2,508.35. The annual software fees are $3,351.94. A biennial cost for the setup of the application renewal mailing is $2,585. The vehicle sticker fulfillment service set up is $726.24 annually. The vehicle sticker fulfillment service for mail in applications $0.727 cents per sticker purchased (excluding return postage) and $0.657 cents per online sticker purchased. The vehicle application renewal form price is $.188 per vehicle record, or $8,311.10 for 44,208 records.
We intend to seek updated data from the State in order to identify those vehicles registered to an Orland Park address, but do not purchase a vehicle sticker, for additional enforcement action.
Financial Impact
The 2023 budget includes funds in the amount of $44,053.04 for the vehicle license software system and fulfillment services.
Recommended Action/Motion
I move to approve a contract extension with Third Millennium Associates, Incorporated to provide Vehicle Mailing, Software, V-Pay Online Payments and Fulfillment Services as detailed on their July 27, 2022 Price Quotation;
AND
I move to authorize the Village Manager to execute all necessary contracts and agreements subject to Village Attorney review.