Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a services contract with IPS Group, Inc., to extend the current Parking Meter Systems contract for one year. It also authorizes adding additional funding to the contract.
Ordinance No. 1041-2010 authorized the execution of the original contract with IPS Group, Inc., and provided the City with the ability to replace its entire inventory of more than 4,000 parking meters, which had exceeded their designed service life, and allowed for expansion of the meter program. The contract terms included fixed costs for the parking meters and related services over the five-year contract period and were subject to the availability of funding and the approval of City Council. Ordinance No. 0582-2015 renewed the contract and extended the expiration to September 30, 2020. Ordinance No. 1217-2018 extended the contract term until March 31, 2021. Ordinance No. 0850-2020 added to the scope of services to include additional data collection requirements and provided funding for the annual meter management system as established under the contract, which expired March 31, 2021. Ordinance No. 2120-2020 added additional funding for the annual meter management system as established under the contract, which expired March 31, 2022. Ordinance No. 0482-2022 added additional funding for the annual meter management system as established under the contract, which currently expires March 31, 2023. This ordinance adds additional funds to the annual meter management system contract.
The management, equipment, and support for the City's single meter parking meter system is proprietary to IPS Group, Inc, meeting the sole source procurement provision of City Code Chapter 329. Future contracts and modifications shall be subject to approved appropriations and City Council approval.
Original contract: $749,965.00 (Ord. 1041-2010, EL010977)
Modification 1: $521,000.00 (Ord. 0360-2011, EL011657)
Modification 2: $385,000.00 (Ord. 0710-2012, EL012678)
Modification 3: $500,000.00 (Ord. 0775-2012, EL012734)
Modification 4: $73,500.00 (Ord. 2022-2012, EL013622)
Modification 5: $529,000.00 (Ord. 0934-2013, EL014228)
Modification 6: $935,000.00 (Ord. 1738-2013, EL014727)
Modification 7: $1,178,200.00 (Ord. 0829-2014, EA012012, EL016066)
Modification 8: $40,000.00 (Ord. 1270-2014, EL016067)
Modification 9: $50,000.00 (Ord. 2406-2014, EL016366)
Modification 10: $720,000.00 (Ord. 0582-2015, EL017395)
Modification 11: $785,000.00 (Ord. 2587-2016, PO046459)
Modification 12: $695,700.00 (Ord. 2141-2017, PO082631)
Modification 13: $788,000.00 (Ord. 1217-2018, PO138890, PO140768)
Modification 14: $600,000.00 (Ord. 0174-2019, PO158910)
Modification 15: $300,000.00 (Ord. 3037-2019, PO205406)
Modification 16: $400,000.00 (Ord. 0850-2020, PO227286)
Modification 17: $600,000.00 (Ord. 2120-2020, PO252086)
Modification 18: $400,000.00 (Ord. 0485-2022, PO320050)
Modification 19: $300,000.00 (This Ordinance)
The total contract amount: $10,550,365.00 including all modifications:
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against IPS Group, Inc.
2. REQUEST FOR SOLE SOURCE PROCUREMENT
The management, equipment, and support for the City's parking meter system is proprietary to IPS Group, Inc. The Department of Public Service requests that this contract be awarded through the sole source provision of Columbus City Code Section 329.19(e).
3. CONTRACT COMPLIANCE
IPS Group’s contract compliance number is CC001842 and expires 09/16/2022. IPS Group’s contract compliance information will be up to date before a purchase order will be issued.
4. FISCAL IMPACT
Funding for the Parking Meter Systems contract for 2023 in the amount of $300,000.00 is available within Fund 6500, the Mobility Enterprise Operating Fund.
5. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This expenditure is for the parking meter system program, which was developed and implemented prior to the start of the MBE/WBE program and thus is exempt from this program.
6. EMERGENCY DESIGNATION
The current contract with IPS ends on March 31, 2023. Emergency action is requested so that the City can continue to receive parts and necessary management services with IPS Group, Inc., without interruption, thereby preserving the public health, peace, property, safety, and welfare of the traveling public.
Title
To authorize the Director of Public Service to modify an existing contract with IPS Group, Inc., by extending the existing contract term and by increasing the authorized expenditure amount to provide parking meter equipment, annual meter management, components, and services for the City's Parking Meter Program, in accordance with the sole source provision of Columbus City Code; to authorize the expenditure of not more than $300,000.00 from the Mobility Enterprise Operating Fund; and to declare an emergency. ($300,000.00)
Body
WHEREAS, Ordinance 1041-2010 authorized the Director of Public Service to enter into contract EL010977 with IPS Group, Inc., and authorized the expenditure of $749,965.00 for the purchase of single space parking meters, ancillary equipment, and management and training services; and
WHEREAS, Ordinance 0360-2011 authorized the Director of Public Service to execute a planned contract modification in the amount of $521,000.00 for approximately 1,000 meter mechanisms, associated extended warranty costs, and related components and services; and
WHEREAS, Ordinance 0710-2012 authorized the Director of Public Service to execute a planned contract modification in the amount of $385,000.00 for management services necessary for the operation of the Parking Meter Program in 2012; and
WHEREAS, Ordinance 0775-2012 authorized the Director of Public Service to execute a planned contract modification in the amount of $500,000.00 for approximately 1,000 meter mechanisms, associated extended warranty costs, and related components and services; and
WHEREAS, Ordinance 2022-2012 authorized the Director of Public Service to execute a planned contract modification in the amount of $73,500.00 for additional meter mechanisms and related components and services; and
WHEREAS, Ordinance 0934-2013 authorized the Director of Public Service to execute a planned contract modification in the amount of $529,000.00 for management services necessary for the operation of the Parking Meter Program in 2013 ; and
WHEREAS, Ordinance 1738-2013 authorized the Director of Public Service to execute a planned contract modification in the amount of $935,000.00 for meter mechanisms and components; and
WHEREAS, Ordinance 0829-2014 authorized the Director of Public Service to execute a planned contract modification in the amount of $1,178,200.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 1270-2014 authorized the Director of Public Service to execute a planned contract modification in the amount of $40,000.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 2406-2014 authorized the Director of Public Service to execute a planned contract modification in the amount of $50,000.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 0582-2015 authorized the Director of Public Service to execute a planned contract modification in the amount of $720,000.00 for meter mechanisms, components and services and extended the existing contract through September 30, 2020 under the sole source procurement provisions of Columbus City Code Chapter 329, as the materials and services needed to maintain the parking meters were and are proprietary and only available from IPS Group, Inc.
WHEREAS, Ordinance 2587-2016 authorized the Director of Public Service to execute a planned contract modification in the amount $785,000.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 2141-2017 authorized the Director of Public Service to execute a planned contract modification in the amount of $695,700.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 1217-2018 authorized the Director of Public Service to execute a planned contract modification in the amount of $788,000.00 for meter mechanisms, components and services; and extended the existing contract through March 31, 2021; and
WHEREAS, Ordinance 0174-2019 authorized the Director of Public Service to execute a planned contract modification in the amount of $600,000.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 3037-2019 authorized the Director of Public Service to execute a planned contract modification in the amount of $300,000.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 0850-2020 authorized the Director of Public Service to execute a planned contract modification in the amount of $400,000.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 2120-2020 authorized the Director of Public Service to execute a planned contract modification in the amount of $600,000.00 for meter mechanisms, components and services; and
WHEREAS , Ordinance 0485-2022 authorized the Director of Public Service to execute a planned contract modification in the amount of $400,000.00 for meter mechanisms, components and services;
WHEREAS, it is necessary to extend the current contract for one year to March 31, 2024, future contracts shall be subject to approved appropriations and City Council approval; and
WHEREAS, because the current contract ends on March 31, 2023, 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 enter into a contract modification to fund the existing contract to continue to receive parts and necessary management services without interruption, 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 hereby is, authorized to enter into a contract modification with IPS Group, Inc., 7737 Kenamar Court, San Diego, California, 92121, to extend the Parking Meter Services contract for one year to March 31, 2024, and to add funding in the amount not to exceed $300,000.00, or so much thereof as may be needed for the purposes of paying for single and multi-space parking meter annual management systems, mechanisms, components, and services.
SECTION 2. That City Council finds that it is in the best interest of the City of Columbus to enter into this modification based on the sole source provisions of Columbus City Code Section 329.19(e).
SECTION 3. That the expenditure not more than $300,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6500 (Mobility Enterprise Operating Fund), Subfund 650001 (Mobility Enterprise), Dept-Div 5906 (Public Service - Parking Services), in object class 03 (Services) per the accounting codes in the attachment to this ordinance.
SECTION 4. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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.