Explanation
1. BACKGROUND:
This ordinance authorizes the Director of Public Service to modify a purchase contract with IPS Group, Inc. by increasing the amount authorized for expenditure for single space parking meter mechanisms, components, and related services provided by IPS Group, Inc. for this contract for the Department of Public Service.
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 have exceeded their designed service life, and to allow for expansion of the meter program. The contract terms include fixed costs for the parking meters and related services over the five-year contract period and are subject to the availability of funding and the approval of City Council.
This planned contract modification will provide funding for the purchase of additional meters and components ($450,000) and for the annual meter management system charges for 2014 ($728,200), as established under the contract.
The original amount of this contract authorized in ordinance 1041-2010 was $749,965.00 (EL010977).
The amount of the 1st modification was $521,000.00, authorized by ordinance 0360-2011 (EL011657).
The amount of the 2nd modification was $385,000.00, authorized by ordinance 0710-2012 (EL012678).
The amount of the 3rd modification was $500,000.00, authorized by ordinance 0775-2012 (EL012734).
The amount of the 4th modification was $73,500.00, authorized by ordinance 2022-2012 (EL013622).
The amount of the 5th modification was $529,000.00, authorized by ordinance 0934-2013(EL014228).
The amount of the 6th modification was $935,000.00, authorized by ordinance 1738-2013(EL014727).
The amount of this 7th modification will be $1,178,200.00.
The total amount of the contract, including this modification, is $4,871,665.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against IPS Group, Inc.
2. PLANNED CONTRACT MODIFICATION
This is a planned modification of the contract with IPS Group, Inc. to provide single space parking meter mechanisms, components, and services by this vendor for the City's parking meter program.
2. CONTRACT COMPLIANCE
IPS Group, Inc. contract compliance number is 233028164 and it expires 4/25/2014.
3. FISCAL IMPACT:
Funding for the meters and components in the amount of $450,000.00 are available for this project in the Streets and Highways Bond Fund within the Department of Public Service. Funding for the annual meter management system charges for 2014 in the amount of $728,200.00 are available in the Parking Meter Program Fund. An amendment to the 2014 Capital Improvements fund is necessary for the purpose of providing sufficient spending authority for the aforementioned project expenditure.
4. EMERGENCY DESIGNATION
Emergency action is requested to provide funding for the maintenance and installation of new meters and for recurring operating expenses.
Title
To amend the 2014 Capital Improvement Budget; to authorize the City Auditor to transfer cash and appropriation between projects within the Streets and Highways Bond Fund; to authorize the Director of Public Service to modify an existing contract with IPS Group, Inc. by increasing the authorized expenditure amount, to provide single space parking meter mechanisms, components, and services for the City's Parking Meter Program; to authorize the expenditure of $450,000.00 from the Streets and Highways Bonds Fund; to authorize the expenditure of $728,200.00 from the Parking Meter Program Fund; and to declare an emergency. ($1,178,200.00)
Body
WHEREAS, ordinance 1041-2010 authorized the Director of Public Service to enter into contract 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 modification in the amount of $521,000.00 for approximately 1,0000 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 modification in the amount of $385,000.00 for management services necessary for the operation of the City's Parking Meter Program in 2012; and
WHEREAS, ordinance 0775-2012 authorized the Director of Public Service to execute a planned 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 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 modification in the amount of $529,000.00 for management services necessary for the operation of the City's Parking Meter Program in 2013 ; and
WHEREAS, ordinance 1738-2013 authorized the Director of Public Service to execute a planned modification in the amount of $935,000.00 for meter mechanisms and components; and
WHEREAS, it is necessary to authorize an amendment to the 2014 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, this ordinance authorizes the Director of the Department of Public Service to modify a contract with IPS Group, Inc. in the amount of $1,178,200.00 for single space parking meter mechanisms, components, and services; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that this contract should be authorized immediately so that funding can be made available for necessary parking meter maintenance, new meter, and recurring operating expenses, 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 2014 Capital Improvements Budget authorized by ordinance 0683-2014 be and is hereby amended to provide sufficient budget authority for the appropriate projects authorized within this ordinance as follows:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
704 / 440104-100008 / Roadway Improvements - 18th St (Voted Carryover) / $908,338 / ($450,000) /$458,338
704 / 540001-100000 / Parking Meters - Commodities (Voted Carryover) / $0 / $450,000 /$450,000
SECTION 2. That the City Auditor be and is hereby authorized to transfer cash and appropriation within the Streets and Highways Bonds Fund, as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 440104-100008 / Roadway Improvements - 18th St / 06-6600 / 741048 / $450,000.00
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 540001-100000 / Parking Meters - Commodities / 06-6600 / 591087 / $450,000.00
SECTION 3. That the Director of Public Service be and is hereby authorized to execute a contract modification to pay for single space parking meter mechanisms, components, and services with IPS Group, Inc, 6195 Cornerstone Ct. East, Suite 114, San Diego, CA, 92121 in an amount up to $1,178,200.00.
SECTION 4. That for the purpose of paying the cost of this contract the sum of up to $1,178,200.00 or so much thereof as may be needed, is hereby authorized to be expended from the Streets and Highways Bond Fund and Parking Meter Program Fund as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 540001-100000 / Parking Meters - Commodities / 06-6651 / 591087 / $450,000.00
Dept/Division/Fund / Fund Name / O.L. 01-03 Codes / OCA / Amount
59-10 / 268 / Parking Meter Program / 03-3336 / 268101 / $728,200.00
SECTION 5. 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 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 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 8. 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.