Explanation
1. BACKGROUND
The Department of Public Service, Division of Traffic Management, has a contract with Xerox State and Local Solutions, Inc., to provide parking ticket processing services for the City of Columbus. This ordinance authorized the Director of Public Service to modify and extend the contract between Xerox State and Local Solutions, Inc., and the Department of Public Service, Division of Traffic Management, from April 1, 2015 through March 31, 2016.
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 system deposits the net funds collected in the General Fund and deposits a collection percentage fee in the Collection Fees Fund, established by the City Auditor and Department of Finance and Management through Ordinance 0474-2003.
Ordinance 0217-2008 authorized the first six years of the agreement between Xerox State and Local Solutions, Inc. and the Department of Public Service and ordinance 0217-2008 authorized a three-year extension.
This contract modification will provide funding for the seventh of a nine year contract in the amount of $593,000.00 as established under the contract.
The original amount of this contract authorized in ordinance 0217-2008 was $545,906.00 (EL007784/DL014361).
The amount of the 1st modification was $75,000.00, authorized by ordinance 1824-2008 (DL015030).
The amount of the 2nd modification and second year extension was $459,500.00, authorized by ordinance 0392-2009 (EL009212).
The amount of the 3rd modification and third year extension was $517,250.00, authorized by ordinance 0546-2010 (EL010267).
The amount of the 4th modification and fourth year extension was $440,000.00, authorized by ordinance 0373-2011 (EL011538).
The amount of the 5th modification and fifth year extension was $450,000.00, authorized by ordinance 0324-2012 (EL012433).
The amount of the 6th modification was $80,000.00, authorized by ordinance 2667-2012 (EL013736).
The 7th modification authorized an acquisition and name change by ordinance 1876-2012.
The amount of the 8th modification and sixth year extension was $595,000.00, authorized by ordinance 0681-2013 (EL014031).
The amount of the 9th modification and seventh year extension was $610,000.00, authorized by ordinance 0494-2014 (EL015426/EL016094).
The amount of the 10th modification will be $593,000.00.
The total amount of the contract, including this modification, is $4,365,656.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Xerox State and Local Solutions, Inc.
2. CONTRACT COMPLIANCE
Xerox State and Local Solutions, Inc. contract compliance number is 131996647 and expires 3/10/15.
3. FISCAL IMPACT
These expenses are budgeted and available in the Collection Fees Fund, Delinquent Parking Tickets SubFund and the Parking Meter Program Fund.
4. EMERGENCY DESIGNATION
The department requests emergency action so as to avoid any service interruptions.
Title
To authorize the Director of Public Service to modify and extend the contract for the Division of Traffic Management with Xerox State and Local Solutions, Inc. to provide parking violation processing services; to authorize the expenditure of $408,000.00 from the Parking Meter Program Fund; and to authorize the appropriation and expenditure of $185,000.00 within the Collection Fee Fund; and declare an emergency. ($593,000.00)
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 expired on March 31, 2009; and
WHEREAS, the contract was modified by ordinance 1824-2008; and
WHEREAS, the contract was modified and extended for the second year of a six year contract by ordinance 0392-2009; and expired March 31, 2010; and
WHEREAS, the contract was modified and extended for the for the third year of a six year contract by ordinance 0546-2010, from April 1, 2010 to March 31, 2011; and
WHEREAS, the contract was modified and extended for the for the fourth year of a six year contract by ordinance 0373-2011, from April 1, 2011 to March 31, 2012; and
WHEREAS, the contract was modified and extended for the for the fifth year of a six year contract by ordinance 0324-2012, from April 1, 2012 to March 31, 2013; and
WHEREAS, the contract was modified for additional funds by ordinance 2667-2012; and
WHEREAS, the contract was modified and extended for the for the sixth year of a six year contract by ordinance 0681-2013 from April 1, 2013 to March 31, 2014; and
WHEREAS, the contract was modified and extended for the seventh year of a nine year contract by ordinance 0494-2014 from April 1, 2014 to March 31, 2015; and
Whereas, it is necessary to modify and extend this contract for the eighth of a nine year contract from April 1, 2015 to March 31, 2016; 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 deposited in the Collection Fee Fund, in a special sub-fund entitled Delinquent Parking Tickets; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Traffic Management, in that it is immediately necessary to modify and extend this contract to avoid any interruptions of service, 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 Xerox State and Local Solutions, Inc., 1835 Market Street, Suite 900, Philadelphia, PA, 19103, for parking ticket processing services from April 1, 2015 thru March 31, 2016.
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, 2016, the sum of $185,000.00 is appropriated to the Department of Public Service, Division of Traffic Management, Department-Division 59-13, Collection Fee Fund 295, Subfund 003, O.L. l Code 03, O.L. 3 Code 3336, OCA number 295341.
SECTION 3. That the expenditure of up to $593,000.00 or so much thereof that may be necessary in regard to the action authorized in Sections 1 and 2 above, be and is hereby authorized and approved as follows:
Fund / Fund Name/ SubFund / Dept.-Div / OCA / O.L. 01-03 / Amount
268 / Parking Meter Program / 001 / 59-13 / 268108 / 03-3336 / $408,000.00
295 / Collection Fee / 003 / 59-13 / 295341 / 03-3336 / $185,000.00
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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.
SECTION 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, 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.