Explanation
1. BACKGROUND:
This ordinance authorizes the Director of Public Service to modify a purchase contract by increasing the amount authorized for expenditure for Single Space Parking Meters, associated extended warranty costs and related components and services., and to enter into an escrow agreement pursuant to this modification for the Division of Mobility Options.
This contract was authorized by ordinance 1041-2010 and provides the City with the ability to replace its entire inventory of over 4,000 parking meters, which has exceeded its designed service life, and to allow for expansion of the meter program. The contract terms include fixed costs for the parking meters over the five-year contract period, and are subject to the availability of funding and the approval of City Council. The Division of Mobility Options is currently proposing to purchase approximately 5,000 parking meters over the contract period.
The Department of Public Service personnel researched the parking meter market and technology performance. Essentially, there are four single-spaced parking meters providers servicing North America. Research included benchmarking those communities that both encounter extreme weather conditions similar to those in central Ohio, and which have been utilizing advanced-technology meters. In 2008, the City undertook a 9-month field test of single-spaced meters with credit card capability on Gay Street, over a period including both winter and summer weather conditions.
As a result of this successful trial, and as further recommended in the 2010 Parking Meter Advisory Team final report, it was determined, that the city should initiate a parking meter program using advanced technology meters that would provide both additional, customer-friendly, payment options and increased operational cost efficiencies. Primary among the desired features that were incorporated into this recent procurement activity include: multiple forms of payment; solar-recharging batteries; mechanisms that do not require replacing the entire parking meter unit; internet-based meter management; and a larger display on the meters for more robust messaging to customers.
The original amount of this contract authorized in ordinance 1041-2010 was $749,965.00 (EL010977)
The amount of this 1st modification is $521,000.00
The Total amount of the contract, including this modification is $1,270,965.00
This ordinance seeks authority to expend $521,000.00 in available capital funds for the Division of Mobility Options, in the Department of Public Service. This expenditure will allow for the purchase of approximately 1,000 meter mechanisms, with associated extended warranty costs, and related components and services.
The majority of these new meters will be placed in the Short North, Italian Village, Arena District, North Market area, OSU area, and Downtown.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against IPS Group, Inc.
2. PROCUREMENT EFFORT
Division of Mobility Options personnel, in consultation with the Purchasing Office staff, performed a thorough review of the performance specifications for this Parking Meter procurement. The Purchasing Office undertook a competitive solicitation through a formal Invitation to Bid (ITB), in accordance with the competitive procurement provisions of Chapter 329 of the Columbus City Code. Of those solicited, one bid was received by IPS Group, Inc., on May 27, 2010. Following a review of the IPS bid by the Purchasing Office and the Department of Public Service, the IPS Group's bid was ultimately recommended to City Council for approval, waiving the provisions of Chapter 329 due to the bidder failing to completely respond to the specific requirements of the ITB. While the bidder demonstrated full compliance with the City's performance specifications, the bidder's documents failed to meet the rigid standards of the ITB process. City Council concured with the Department's recommendation and authorized the contract in ordinance 1041-2010.
3. CONTRACT COMPLIANCE
IPS Group, Inc. contract compliance number is 233028164 and it expires 5/27/2012.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow the order of these commodities so they may be installed at the earliest possible time.
5. FISCAL IMPACT:
Funding for this expense is available within the Streets and Highways G.O. Bonds Fund and the Build America Bonds Fund.
Title
To authorize the Director of Public Service to modify an existing contract with IPS Group, Inc. by increasing the authorized expenditure amount, to purchase meter mechanisms, with associated extended warranty costs, and related components and services for the City's Parking Meter Program, to amend the 2011 C.I.B; to authorize the transfer of funds within the Streets and Highways G.O. Bonds Fund; to authorize the expenditure of $521,000.00 from said Fund for the Division of Mobility Options; and to declare an emergency. ($521,000.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 27, 2010, and received one bid proposal from the IPS Group, Inc.; and
WHEREAS, due to the fact that IPS Group, Inc. provided additional information, beyond what was required in the rigidly structured Invitation to Bid, for this procurement, the Purchasing Office, with the concurrence of the Department of Public Service, was required to reject its bid; and
WHEREAS, after a joint review of this procurement by both agencies, it was the consensus that the City did undertake a competitive bid process in good faith, and that it was extremely unlikely that an additional procurement would provide any better results for the City; and that the best course of action was for the Department of Public Service to request Columbus City Council to waive the competitive procurement provisions of the Columbus City Code, and to authorize the Director to enter into contract with the apparent low bidder, IPS Group, Inc., in order to facilitate the establishment of a multi-year contract for the purchase of a replacement inventory of parking meters for the City as soon as possible; and
WHEREAS, ordinance 1041-2010 authorized the Director of Public Service to enter into contract, City Auditor number EL010977, with IPS Group, Inc., and authorized the expenditure of $749,965.00 for the purchase of single space parking meters, and ancillary equipment and training services; and
WHEREAS, this ordinance authorizes the Director of Public Service to execute a planned modification to increase the contract amount by $521,000.00; and
WHEREAS, this expenditure will purchase approximately 1,000 meter mechanisms, with associated extended warranty costs, and related components and services; and
WHEREAS, the majority of these meters will be placed in the Short North, Italian Village, Arena District, North Market area, OSU area, and Downtown; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to pass this ordinance as an emergency measure because of the need to replace existing meters so the City can operate an effective, efficient parking meter program; 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 execute a planned contract modification to increase the authorized expenditure amount for the purchase of meter mechanisms, with associated extended warranty costs, and related components and services with IPS Group, Inc, 6195 Cornerstone Ct. East, Suite 114, San Diego, CA, 92121.
SECTION 2. This ordinance also authorizes the Director of Public Service to enter into an escrow agreement pursuant to this modification.
SECTION 3. That the 2011 CIB authorized within ordinance 0266-2011 be amended to provide sufficient authority for this modification as follows:
Fund / Project / Project / Current CIB Amount / amendment amount / CIB amount as amended
704 / 530161 - 100000 / Roadway Improvements / $52,533.00 (Carryover) / ($2,783.00) (Carryover) / $49,750.00 (Carryover)
704 / 530301-100008 / Bridge Rehabilitation - Sylvan Culvert / $5,933.00 (Carryover) / ($5,933.00) (Carryover) / $0.00 (Carryover)
704 / 540013-100000 / Permanent Pavement Markings / $52.00 (Carryover) / ($52.00)(Carryover) / $0.00 (Carryover)
704 / 590105-100000 / Pedestrian Safety Improvements / $27.00 (Carryover) / ($27.00) (Carryover) / $0.00 (Carryover)
704 / 530301-100015 / Bridge Rehabilitation - Major Bridge Rehabilitation / $967,000.00 (Carryover) / ($512,207.00) (Carryover) / $454,793.00 (Carryover)
704 / 540001-100000 / 540001-100000 / Parking Meters - Commodities / $0.00 (Carryover) / $521,000.00 (Carryover) / $521,000.00 (Carryover)
SECTION 4. That the transfer of cash and appropriation within The Streets and Highways G.O. Bonds Fund, 704, be authorized for the Division of Mobility Options, Dept-Div 59-10, as follows:
Transfer From:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530161-100000 / Roadway Improvements / 06-6600 / 590046 / $2,782.62
704 / 530301-100008 /Bridge Rehabilitation - Sylvan Culvert / 06-6600 / 743108 / $5,932.49
704 / 540013-100000 / Permanent Pavement Markings / 06-6600 / 591147 / $51.90
704 / 590105-100000 / Pedestrian Safety Improvements / 06-6600 / 590123 / $26.03
704 / 530301-100015 / Bridge Rehabilitation - Major Bridge Rehabilitation / 06-6600 / 760115 / $512,206.96
Transfer To:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 540001-100000 / Parking Meters - Commodities / 06-6600 / 591087 / $521,000.00
SECTION 5. That the expenditure of $521,000.00 is hereby authorized for the above described purchase as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 540001-100000 / Parking Meters - Commodities / 06-6651 / 591087 / $521,000.00
SECTION 6. 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 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 approvals by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.