Explanation
1. BACKGROUND
The Division of Mobility Options has a contract with ACS State and Local Solutions Inc. to provide parking ticket processing services for the City of Columbus. This ordinance authorizes the Director of Public Service to modify and extend the contract between ACS State and Local Solutions and the Department of Public Service, Division of Mobility Options, from April 1, 2009 through March 31, 2010. The first of six years of the agreement between ACS State and Local Solutions and the Department of Public Service, Division of Mobility Options was authorized by Ordinance 0217-2008. This is the first of five renewal options for this contract.
This contract is a complete turnkey system that includes all software, hardware, licenses, and maintenance necessary to process parking citations on a transaction fee basis. It presently includes: a cash remittance system that incorporates walk-in, US Mail, pay-by-web, and pay-by-phone technologies; data entry, data processing, mailing of notices; a registration hold interface with the Ohio Bureau of Motor Vehicles; and a secondary collection effort for tickets that remain unpaid after going through the entire noticing process and still remain outstanding. The net funds collected under this effort are deposited in the General Fund, while a collection percentage fee is deposited in the Collection Fees Fund, established by the City Auditor and Department of Finance and Management through Ordinance 0474-2003.
2. CONTRACT COMPLIANCE
ACS State and Local Solutions (ACS) contract compliance number is 131996647 and expires 06/10/2010.
3. FISCAL IMPACT
As a result of the current ticket processing contract, the Parking Violations Bureau deposited in excess of $5.8 million dollars into the General Fund in calendar year 2008. The expense for this time period was $455,130.62. The processing contract is not on a calendar year cycle and the past two completed contract year expenditures were as follows: 2007 - $537,877.72 and 2006 - $511,499.20.
4. EMERGENCY ACTION
Emergency action is requested to renew this contract for a one year period and to ensure uninterrupted service from the provider for the period from April 1, 2009 to March 31, 2010.
Title
To authorize the Director of Public Service to renew the contract for the Division of Mobility Options with ACS State and Local Solutions to provide parking violation processing services; to authorize the expenditure of $319,500.00 from the General Fund; to authorize the appropriation and expenditure of $140,000 within the Collection Fee Fund; and to declare an emergency. ($459,500.00)
Body
WHEREAS, the Parking Violations Bureau has contracted out for parking violation processing services since its inception in 1983, and
WHEREAS, the current parking violation processing services contract was authorized by ordinance 0217-2008 and expires on March 31, 2009, and
WHEREAS, it is necessary to modify and extend this contract for the second year of a six year contract, and
WHEREAS, the net funds collected as part of a special collection effort are deposited into the General Fund, with the collection fee associated with this effort are deposited in the Collection Fee Fund, in special sub fund entitled Delinquent Parking Tickets, and
WHEREAS, an emergency exists in the usual daily operation of the Parking Violations Bureau that it is immediately necessary to authorize the Public Service Director to enter into contract with ACS State and Local Solutions for continued, parking violation processing services, and special collection processing thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Service be, and is hereby authorized to modify and extend the contract with ACS State and Local Solutions for parking ticket processing services. The renewal period for this contract shall be from April 1, 2009 thru March 31, 2010 with four (4) additional one-year options thereafter.
Section 2. That from the unappropriated funds in the Collection Fees Fund, Delinquent Parking Tickets Subfund, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the period ending March 31, 2010, the sum of $140,000.00 is appropriated to the Department of Public Service, Division of Mobility Options, Department-Division 59-10, Collection Fee Fund 295, Subfund 003, O.L. l Code 03, O.L. 3 Code 3336, OCA number 591049.
Section 3. That the expenditure of up to $459,500.00 or so much thereof that may be necessary in regard to the action authorized in Section's 1 and 2. above, be and is hereby authorized and approved as follows:
FUND SubFund Dept. OCA O.L. 01 O.L. 03 Amount
General -010 59-10 591013 03 3336 $319,500.00
Collection Fee - 295 003 59-10 591049 03 3336 $140,000.00
Section 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared an emergency measure and shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.