Explanation
1. BACKGROUND
The Department of Public Service, Division of Traffic Management, 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 Traffic Management, from April 1, 2016 through March 31, 2017.
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.
The first six years of the agreement between Xerox State and Local Solutions, Inc. and the Department of Public Service, Division of Traffic Management was authorized by Ordinance 0217-2008 and a three year extension was authorized on ordinance 0494-2014.
This contract modification will provide funding for the ninth year of a nine year contract in the amount of $513,963.00 as established under the contract.
The original amount of this contract authorized in ordinance 0217-2008 was $545,906.00 (EL007784/DL014361).
The amount of the 1st modification was $75,000.00, authorized by ordinance 1824-2008 (DL015030).
The amount of the 2nd modification and second year extension was $459,500.00, authorized by ordinance 0392-2009 (EL009212).
The amount of the 3rd modification and third year extension was $517,250.00, authorized by ordinance 0546-2010 (EL010267).
The amount of the 4th modification and fourth year extension was $440,000.00, authorized by ordinance 0373-2011 (EL011538).
The amount of the 5th modification and fifth year extension was $450,000.00, authorized by ordinance 0324-2012 (EL012433).
The amount of the 6th modification was $80,000.00, authorized by ordinance 2667-2012 (EL013736).
The 7th modification authorized an acquisition and name change by ordinance 1876-2012.
The amount of the 8th modification and sixth year extension was $595,000.00, authorized by ordinance 0681-2013 (EL014031).
The amount of the 9th modification and seventh year extension was $610,000.00, authorized by ordinance 0494-2014 (EL015426/EL016094).
The amount of the 10th modification and eighth year extension was $593,000.00, authorized by 0585-2015 (EL016728).
The amount of the 11th modification will be $513,963.00.
The total amount of the contract, including this modification, is $4,879,619.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Xerox State and Local Solutions, Inc.
2. CONTRACT COMPLIANCE
Xerox State and Local Solutions, Inc. contract compliance certification number CC96647-13214 (131996647) and expires 02/16/17.
3. FISCAL IMPACT
These expenses are budgeted and available in the Collection Fees Fund, Delinquent Parking Tickets Sub Fund and the Parking Meter Program Fund.
4. EMERGENCY DESIGNATION
Emergency legislation is requested due tot he fact that this contract expried on March 31, 2016.
Title
To authorize the Director of Public Service to renew the contract for the Division of Traffic Management with Xerox State and Local Solutions, Inc. to provide parking violation processing services; to authorize the expenditure of $343,811.00 from the Parking Meter Program Fund; and to authorize the appropriation and expenditure of $170,152.00 within the Collection Fee Fund; ; and to declare an emergency.($513,963.00)
Body
WHEREAS, the Parking Violations Bureau has contracted out for parking violation processing services since its inception in 1983; and
WHEREAS, the current parking violation processing services contract was authorized by ordinance 0217-2008 and expired on March 31, 2009; and
WHEREAS, the contract was modified by ordinance 1824-2008; and
WHEREAS, the contract was modified and extended for the second year of a six year contract by ordinance 0392-2009; and expired March 31, 2010; and
WHEREAS, the contract was modified and extended for the for the third year of a six year contract by ordinance 0546-2010, 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 by ordinance 0373-2011, 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 by ordinance 0324-2012, from April 1, 2012 to March 31, 2013; and
WHEREAS, the contract was modified for additional funds by ordinance 2667-2012; and
WHEREAS, the contract was modified and extended for the for the sixth year of a six year contract by ordinance 0681-2013 from April 1, 2013 to March 31, 2014; and
WHEREAS, the contract was modified and extended for the seventh year of a nine year contract by ordinance 0494-2014 from April 1, 2014 to March 31, 2015; and
WHEREAS, the contract was modified and extended for the eighth year of a nine year contract by ordinance 0585-2015 from April 1, 2015 to March 31, 2016; and
Whereas, it is necessary to modify and extend this contract for the ninth year of a nine year contract from April 1, 2016 to March 31, 2017; 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 a special sub-fund entitled Delinquent Parking Tickets; and
WHEREAS, an emergency exists in the in the usual daily operation of the Department of Public Service, Division of Traffic Management, in that it is immediately necessary to authorize the Director to modify and extend this contract to maintain proper operation 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 from April 1, 2016 thru March 31, 2017.
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, 2017 the sum of $170,152.00 is appropriated to the Department of Public Service, Division of Traffic Management, Department-Division 59-13, Collection Fee Fund 2295, Subfund 229503, Object Class 03, Main Account 63050, Program TM002 Section 3 591305.
SECTION 3. That the expenditure of up to $513,963.00 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 in Funds 2268 Parking Meter Program Fund and Fund 2295 Collection Fees as per the accounting codes in the attachment to this ordinance:
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 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.