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, 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.
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 Chapter 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 ($647,700.00) and the maintenance and components ($48,000.00) 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 was $720,000.00, authorized by ordinance 0582-2015 (EL017395).
The amount of the 11th modification was $785,000.00, authorized by ordinance 2587-2016 (PO046459).
The amount of the 12th modification will be $695,700.00
The total amount of the contract, including this modification, is $7,162,365.00
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 fund single space parking meter mechanisms, components, and services by this vendor for the city's Parking Meter Program.
3. VENDOR INFORMATION
IPS Group, Inc. vendor number is 001842. Their address is 7737 Kenamar Ct, San Diego CA 92121, phone number is 877-630-6638.
4. FISCAL IMPACT:
Funding for the annual meter management system charges for 2017 in the amount of $647,700.00 and for the maintenance of meters of $48,000.00 are available in the Parking Meter Program Fund.
5. EMERGENCY DESGINATION
Emergency action is requested to ensure that payment for these uninterrupted services continues for this contract.
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; and to authorize the expenditure of $695,700.00 from the Parking Meter Program Fund; and to declare an emergency. ($695,700.00)
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, ordinance 0582-2015 authorized the Director of Public Service to execute a planned modification in the amount of $720.000.00 for meter mechanisms, components and services, and provided a 5-year extension of the original contract to September 2020; and
WHEREAS, ordinance 2587-2016 authorized the Director of Public Service to execute a planned modification in the amount of $785,000.00 for meter mechanisms, components and services; 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 $695,700.00 for single space parking meter annual management systems, mechanisms and components; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to continue the services provided by IPS Group, Inc. for the City's parking meter program so the City can operate an effective, efficient program, thereby preserving the public health, 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 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., 7737 Kenamar Ct, San Diego, California, 92121 in an amount up to $695,700.00.
SECTION 2. That the expenditure of $695,700.00 or so much thereof as may be needed, is hereby authorized in Fund 2268 Parking Meter Fund in object class 03 Purchased Services per the accounting codes in the attachment to this ordinance.
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 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.