Explanation
BACKGROUND: This ordinance authorizes the Director of Public Safety to modify the contract with Pro-Tow, Inc. (PO460138, legislated via Ord. 1788-2024) to add additional funds in the amount of $2,200,000.00 for towing management services as needed for the City of Columbus and the Division of Police. The Division of Police is responsible for the safety and welfare of the traveling public on all public streets, state routes, interstates, and waterways, as well as those endangered by parking violations, accidents and/or abandoned vehicles and watercrafts within the Metropolitan Columbus Area as well as on City-owned land. In an effort to improve the transportation network and access innovative technology, the City sought a smart solution to towing management services.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
1) Amount of additional funds: The amount of $2,200,000.00 to be added is to extend funding for the 2025 fiscal year.
2) Reason additional funds were not foreseen: The contract was awarded for three (3) years with three (3), one (1) year renewals, but is only funded on a yearly basis. This is a planned modification.
3) Reason other procurement processes were not used: This is a three (3) year contract and was awarded through city code 329 on RFQ026831
4) How was cost determined: The pricing for the service is maintained in the current contract without modification.
Four proposals were received by the bid closing date of April 4, 2024, and the evaluation committee determined that Pro-Tow, Inc. was the highest qualified bidder. It is now necessary to authorize the Director of the Department of Public Safety to modify the contract with Pro-Tow Inc. to add additional funds for the continuation of towing management, through March 31, 2026.
BID INFORMATION: An evaluation committee comprised of representatives from the Division of Police, Division of Support Services, with support from the Department of Technology completed a review of the proposals submitted via RFQ026831, by Pro-Tow, Inc., Capital Towing and Recovery, Autura and UR International, Inc. The committee asked for presentations and ultimately decided that Pro-Tow, Inc. was the highest qualified offeror and should be awarded the contract. This contract was for three (3) years with three (3), one (1) year renewals. This contract will run September 1, 2024 through August 31, 2027.
CONTRACT COMPLIANCE: CC000415, Compliance expires 06/14/2025.
This company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Emergency Designation: Emergency legislation is requested so that the Division of Police may continue daily operations for public safety endangered by accidents and/or abandoned vehicles on public roads without further interruption.
FISCAL IMPACT: This ordinance authorizes an expenditure of $2,200,000.00, or so much thereof as may be needed, from the 2025 Police General Fund Budget for the continuation of towing services for the City of Columbus and the Division of Police. Funds were budgeted in the 2025 General Fund Budget for this purpose. In 2024, the Division spent/encumbered $3,003,222.00. In 2023 the Division of Police spent/encumbered $1,800,000.00 for towing services.
Title
To authorize the Director of Public Safety, on behalf of the Division of Police, to modify the contract with Pro-Tow, Inc. for the continuation of towing management services; to authorize an expenditure of $2,200,000.00 from the General Fund; and to declare an emergency. ($2,200,000.00)
Body
WHEREAS, the Department of Public Safety, Division of Police, is responsible for the safety and welfare of the traveling public on all public streets, state routes, interstates and waterways, as well as those endangered by parking violations, accidents and/or abandoned vehicles and watercrafts within the Metropolitan Columbus Area, as well as on City-owned land; and
WHEREAS, the Department of Public Safety issued a Request for Proposals for a Towing Management System; and
WHEREAS, four proposals were received via RFQ026831, and the evaluation committee determined that Pro-Tow, Inc. was the highest qualified offeror; and
WHEREAS, funds were budgeted and are available in the 2025 budget for this contract; and
WHEREAS an emergency exists in the usual daily operation of the Department of Public Safety Division of Police, to authorize the Director of Public Safety to modify the current contract with Pro-Tow, Inc. and increase funds for the continuation of towing management services in the amount of $2,200,000.00 so that necessary services may continue uninterrupted, thereby preserving the public peace, property, health, safety and welfare; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Safety be and is hereby authorized to modify the contract with Pro-Tow, Inc. for the continuation of towing management services and to increase funds for the contract.
SECTION 2. That the expenditure of $2,200,000.00, or so much thereof as may be needed, be and the same is hereby authorized from the General Fund in Object Class 03 Contractual Services, per the accounting codes attached to this ordinance.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated from the 2025 General Fund Budget, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance and to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
SECTION 5. That for reasons stated in the preamble hereto, which is hereby made a part thereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.