Explanation
BACKGROUND
The Division of Mobility Options has a contract with Xerox 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 Xerox State and Local Solutions, Inc. and the Department of Public Service, Division of Mobility Options, from April 1, 2013 through March 31, 2014.
The first of six years of the agreement between Xerox State and Local Solutions, Inc. and the Department of Public Service, Division of Mobility Options was authorized by Ordinance 0217-2008. The first of five renewal options for this contract was authorized by ordinance 0392-2009. The second of five renewal options for this contract was authorized by Ordinance 0546-2010. The third of five renewal options for this contract was authorized by Ordinance 0373-2011. The fourth of five renewal options for this contract was authorized by Ordinance 0324-2012. This ordinance authorizes the fifth and final 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.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Xerox State and Local Solutions, Inc.
CONTRACT COMPLIANCE
Xerox State and Local Solutions, Inc. contract compliance number is 131996647 and expires 3/10/15.
FISCAL IMPACT
These expenses are budgeted and available in the Collection Fees Fund, Delinquent Parking Tickets Subfund and the Parking Meter Program Fund
EMERGENCY DESIGNATION
Emergency action is requested to avoid any service interruptions.
Title
To authorize the Director of Public Service to renew the contract for the Division of Mobility Options with Xerox State and Local Solutions, Inc. to provide parking violation processing services; to authorize the expenditure of $425,000.00 from the Parking Meter Program Fund; and to authorize the appropriation and expenditure of $170,000.00 within the Collection Fee Fund; and declare an emergency. ($595,000.00)
Body
WHEREAS, the Parking Violations Bureau has contracted out for parking violation processing services since its inception in 1983; and
WHEREAS, the parking violation processing services contract was authorized by ordinance 0217-2008 and expired on March 31, 2009; and
WHEREAS, the contract was modified and extended for the second year of a six year contract by ordinance 0392-2009; and
WHEREAS, the contract was modified and extended for the for the third year of a six year contract 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 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 from April 1, 2012 to March 31, 2013; and
WHEREAS, it is necessary to modify and extend this contract for the sixth and final year from April 1, 2013 to March 31, 2014; 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 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 Mobility Options, 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. The renewal period for this contract shall be from April 1, 2013 thru March 31, 2014. No more extensions are available.
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, 2013, the sum of $170,000.00 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 $595,000.00 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 SubFund Dept.-Div OCA O.L. 01 O.L. 03 Amount
Parking Meter Program - 268 001 59-10 268101 03 3336 $425,000.00
Collection Fee - 295 003 59-10 591049 03 3336 $170,000.00
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.