Explanation
1. BACKGROUND:
This ordinance authorizes the Director of Public Service to modify a purchase contract with IPS Group, Inc. by extending the existing contract and increasing the amount authorized for expenditure for single space parking meter mechanisms, upgrade of meter mechanisms, annual meter management, service and components provided by IPS Group, Inc. for this contract with the Department of Public Service. This contract modification will be done through the sole source procurement provision of Columbus City Code Chapter 329.
Ordinance 1041-2010 authorized the original contract and provided 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 included 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 contract modification will provide a 5-year extension of the existing contract from the date of execution to September 2020. The management, support, parts, supplies and repair of the City's entire parking meter inventory is proprietary to IPS Group, Inc, meeting the sole source procurement provision of City Code Chaper 329. Future contracts and modifications shall be subject to approved appropriations and City Council approval.
In addition, this contract modification will provide funding for the annual meter management system ($650,000.00) and the maintenance and components ($70,000.00) 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 the 7th modification was $1,178,200.00, authorized by ordinance 0829-2014 (EA012012/ EL016066).
The amount of the 8th modification was $40,000.00, authorized by ordinance 1270-2014 (EL016067).
The amount of the 9th modification was $50,000.00, authorized by ordinance 2406-2014 (EL016366).
The amount of the 10th modification will be $720,000.00.
The total amount of the contract, including this modification, is $5,681,665.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against IPS Group, Inc.
2. CONTRACT COMPLIANCE
IPS Group, Inc. contract compliance number is 233028164 and it expires 3/04/2016.
3. FISCAL IMPACT:
Funding for the annual meter management system charges for 2015 in the amount of $650,000.00 and for the maintenance of meters of $70,000.00 are available in the Parking Meter Program Fund.
Title
To authorize the Director of Public Service to modify an existing contract with IPS Group, Inc. to provide single space parking meter mechanisms, annual meter management, components, and services for the City's Parking Meter Program; to authorize the expenditure of $720,000.00 from the Parking Meter Program Fund. ($720,000.00)
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 1,000 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 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, ordinance 0829-2014 authorized the Director of Public Service to execute a planned 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 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 modification in the amount of $50,000.00 for meter mechanisms, components and services; and
WHEREAS, it is necessary to extend the existing contract an additional five (5) years where future contracts shall be subject to approved appropriations and City Council approval; and
WHEREAS, the materials and services needed to maintain the parking meters are proprietary and only available from IPS Group, Inc., meeting the sole source procurement provisions of Columbus City Code Chapter 329; 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 $720,000.00 for single space parking meter annual management systems, mechanisms and components; 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 contract modification to extend the existing contract and to pay for single space parking meter annual management systems, mechanisms, components, and services with IPS Group, Inc., 5601 Oberlin Drive, Suite 100, San Diego, California, 92121 in an amount up to $720,000.00.
SECTION 2. That for the purpose of paying the cost of this contract the sum of up to $720,000.00 or so much thereof as may be needed, is hereby authorized to be expended from the Parking Meter Program Fund as follows:
Dept/Division/Fund / Fund Name / O.L. 01-03 Codes / OCA / Amount
59-13 / 268 / Parking Meter Program / 03-3336 / 268108 / $650,000.00
Dept/Division/Fund / Fund Name / O.L. 01-03 Codes / OCA / Amount
59-13 / 268 / Parking Meter Program / 03-3372 / 268108 / $70,000.00
SECTION 3. This modification is pursuant to the sole source procurement provision of Chapter 329 of the Columbus City Code since the materials and services needed to maintain the parking meters are proprietary and only available from IPS Group, Inc.
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.