Explanation
1. BACKGROUND
This ordinance authorizes the Director of the Department of Public Service to modify an existing service contract with Data Ticket, Inc. (Data Ticket) to facilitate the continued operation and maintenance of certain systems currently utilized to support parking enforcement efforts by the Department of Public Service, Division of Mobility & Parking Services.
Pursuant to Ordinance 3148-2022, the Department of Public Service, acting through its Director, executed a professional services contract with Data Ticket to oversee the implementation and operation of citation processing and permit management systems intended to streamline and improve on-street parking enforcement. The initial cost to implement and operate those systems for the first year was estimated to be $1,200,000.00. However, due to unexpected cost overruns related to the acquisition and installation of license plate recognition equipment, it is now necessary to encumber additional funding to support the provision of services through the initial contract term.
Amount of additional funds to be expended: $750,000.00
Original contract amount: $1,200,000.00 (Ord. 3182-2022, PO367125)
Modification 1: $ 750,000.00 (This legislation)
Total contract amount including all modifications: $1,950,000.00
Reason additional goods/services could not be foreseen:
Due to issues impacting the functionality and usability of the license plate recognition equipment initially installed in parking enforcement vehicles, it ultimately was necessary to remove those devices and source different units from an alternate supplier. The final cost to procure and install the new license plate recognition equipment was nearly double the original cost estimate.
Reason other procurement processes are not used:
It ultimately would have been more cost prohibitive and untimely to initiate a separate competitive procurement process to source the necessary license plate recognition equipment directly from a qualified manufacturer or retailer and to have that vendor make any modifications to those devices that might have been needed to render them compatible with the citation processing and permit management systems developed and operated by Data Ticket.
How cost of modification was determined:
The funding needed to support the proposed contract modification reflects the estimated cost to sustain the continuation of monthly services through at least March 2024 based on the average cost of services in the past 60 days.
2. CONTRACT COMPLIANCE
The contract compliance number for Data Ticket, Inc. is CC-042414, which expires July 12, 2024.
3. FISCAL IMPACT
Funding in the amount of $750,000.00 is available within the Mobility Enterprise Operating Fund for this expenditure; however, the necessary funds must be appropriated because this is an unplanned expense.
4. EMERGENCY DESIGNATION
Emergency action is requested to facilitate the execution of the requisite contract modification as soon as reasonably practicable so as to prevent an interruption in services.
Title
To authorize the City Auditor to appropriate funds within the Mobility Enterprise Fund; to authorize the Director of the Department of Public Service to modify an existing service contract with Data Ticket, Inc. for the provision of off-street parking management services; to authorize the expenditure of up to $750,000.00 from the Mobility Enterprise Operating Fund; and to declare an emergency. ($750,000.00)
Body
WHEREAS, Ordinance 3148-2022 authorized the execution of a service contract between the Department of Public Service and Data Ticket, Inc. (Data Ticket), to facilitate the implementation and operation of citation processing and permit management systems intended to streamline and improve on-street parking enforcement; and
WHEREAS, the operational funding previously appropriated pursuant to Ordinance 3148-2022 will be exhausted prior to the conclusion of the initial contract term due to unexpected cost overruns related to the acquisition and installation of license plate recognition equipment; and
WHEREAS, this legislation seeks to authorize the Director of Public Service, or a designee, to execute a contract modification with Data Ticket for the purposes of amending the initial contract term and authorizing the encumbrance and expenditure of additional funding to support the provision of services through that time; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, in that it is immediately necessary to authorize the Director to modify an existing contract as soon as reasonably practicable so as to prevent an interruption in services, 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 from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2023, the sum of $602,000.00 is appropriated in Fund 6500 (Mobility Enterprise Operating Fund), Dept-Div 59-06 (Division of Mobility & Parking Services), Object Class 3 (Services) per the account codes in the attachment to this ordinance.
SECTION 2. That the Director of Public Service be and is hereby authorized to execute a contract modification with Data Ticket, Inc., to facilitate the continued operation and maintenance of the Citation Processing Management System and the Permit Management System utilized to support parking enforcement efforts by the Department of Public Service, Division of Mobility & Parking Services.
SECTION 3. That the expenditure of $750,000.00, or so much thereof as may be needed, is authorized in Fund 6500 (Mobility Enterprise Operating Fund), Subfund 650001 (Mobility Enterprise), Dept-Div 59-06 (Division of Mobility & Parking Services), in Object Class 03 (Services) per the accounting codes in the attachment to this ordinance.
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.
SECTION 5. That for the reasons stated in the preamble hereto, which is made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approvals by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.