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 thereunder for single and multiple space parking meter mechanisms, upgrade of meter mechanisms to include sensors, 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 execution of the original contract, providing the City with the ability to replace its entire inventory of over 4,000 parking meters, which have exceeded their designed service life, and allowing 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 were subject to the availability of funding and the approval of City Council.
This contract modification will extend the existing contract for six months from September 2020 to March 2021, allowing more time for IPS Group to add and/or replace meters on a regularly scheduled replacement plan and aligning the contract renewal with other service contracts and projects within the Department of Public Service. 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 ($788,000.00) with maintenance and components as established under the contract.
Original contract: $749,965.00 (Ordinance 1041-2010, EL010977)
Modification 1: $521,000.00 (Ordinance 0360-2011, EL011657)
Modification 2: $385,000.00 (Ordinance 0710-2012, EL012678)
Modification 3: $500,000.00 (Ordinance 0775-2012, EL012734)
Modification 4: $73,500.00 (Ordinance 2022-2012, EL013622)
Modification 5: $529,000.00 (Ordinance 0934-2013, EL014228)
Modification 6: $935,000.00 (Ordinance 1738-2013, EL014727)
Modification 7: $1,178,200.00 (Ordinance 0829-2014, EA012012 and EL016066)
Modification 8: $40,000.00 (Ordinance 1270-2014, EL016067)
Modification 9: $50,000.00 (Ordinance 2406-2014, EL016366)
Modification 10: $720,000.00 (Ordinance 0582-2015, EL017395)
Modification 11: $785,000.00 (Ordinance 2587-2016, PO046459)
Modification 12: $695,700.00 (Ordinance 2141-2017, PO082631)
This Modification: $788,000.00
The total amount of the contract, including this modification, is $7,950,365.00
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 and multiple space parking meter mechanisms, components, and services for the Parking Meter Program.
3. CONTRACT COMPLIANCE
IPS Group’s contract compliance number is CC002710 and expires 5/21/2020.
4. FISCAL IMPACT
Funding in the amount of $788,000.00 is available within the Department of Public Service as follows: $310,000.00 in the General Fund for the annual meter management system charges and $478,000.00 in the Streets & Highways Bond Fund for upgrades to and replacements of meters. An amendment to the 2018 Capital Improvement Budget is necessary to establish budget authority in the proper project, along with a transfer of funds to provide cash in the proper project.
5. EMERGENCY DESIGNATION
Emergency legislation is requested to continue to receive parts and replacement parking meters without interruption.
Title
To amend the 2018 Capital Improvement Budget; to authorize the transfer of funds within the Streets and Highways Bond Fund; to authorize a sole source procurement with IPS Group to provide single and multiple space parking meter mechanisms, annual meter management, upgrades, components, and services for the City's Parking Meter Program; to authorize the Director of Public Service to modify an existing contract with IPS Group for these items; to authorize the expenditure of $310,000.00 from the General Fund and $478,000.00 from the Streets & Highways Bond Fund within the Department of Public Service; and to declare an emergency. ($788,000.00)
Body
WHEREAS, Ordinance 1041-2010 authorized the Director of Public Service to enter into contract, EL010977, 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 contract 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 contract modification in the amount of $385,000.00 for management services necessary for the operation of the Parking Meter Program in 2012; and
WHEREAS, Ordinance 0775-2012 authorized the Director of Public Service to execute a planned contract 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 contract 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 contract modification in the amount of $529,000.00 for management services necessary for the operation of the Parking Meter Program in 2013 ; and
WHEREAS, Ordinance 1738-2013 authorized the Director of Public Service to execute a planned contract 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 contract 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 contract 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 contract 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 contract modification in the amount of $720,000.00 for meter mechanisms, components and services and extended the existing contract through September 30, 2020; and
WHEREAS, Ordinance 2587-2016 authorized the Director of Public Service to execute a planned contract modification in the amount $785,000.00 for meter mechanisms, components and services; and
WHEREAS, Ordinance 2141-2017 authorized the Director of Public Service to execute a planned contract modification in the amount of $695,700.00 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, it is necessary to extend the existing contract an additional six (6) months through March 31, 2021; and
WHEREAS, this ordinance authorizes the Director of Public Service to modify the aforesaid contract with IPS Group, Inc., for that purpose; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvement Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director to enter into a contract modification before the expiration of the existing contract to continue to receive parts and replacement parking meters without interruption, 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 2018 Capital Improvement Budget authorized by Ordinance 1010-2018 be and is hereby amended to provide sufficient budget authority for the appropriate projects authorized within this ordinance as follows:
Fund / Project / Project Name / Current / Change / Amended
7704 / P530103-100000 / 59-03 Arterial Street Rehabilitation (Voted Carryover) / $404,925.00 / ($404,925.00) / $0.00
7704 / P530103-100042 / Arterial Street Rehabilitation - Alum Creek Drive - Frebis to Refugee (Voted Carryover) / $494,662.00 / ($73,075.00) / $421,587.00
7704 / P540001-100003 / Parking Meters - Mechanisms Components and Services (Voted Carryover) / $0.00 / $478,000.00 / $478,000.00
SECTION 2. That the transfer of $478,000.00, or so much thereof as may be needed, is hereby authorized between projects within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Division of Design and Construction), Project P530103-100000 (Arterial Street Rehabilitation), Object Class 06 (Capital Outlay), to Dept-Div 5912 (Division of Design and Construction), Project P540001-100003 (Parking Meters - Mechanisms Components and Services), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Public Service be and is hereby authorized to execute a contract modification in an amount up to $788,000.00 with IPS Group, Inc., 7737 Kenamar Court, San Diego, California, 92121, for the purposes of extending the existing contract between the parties and paying for single space parking meter annual management systems, mechanisms, components, and services.
SECTION 4. That the expenditure of $310,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), Dept-Div 5913 (Traffic Management), in Object Level 03 (Purchased Services), per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $478,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets & Highways Bond Fund), Dept-Div 5912 (Division of Design and Construction), Project P540001-100003 (Parking Meters - Mechanisms Components and Services), in Object Level 06 (Capital Outlay), per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. 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 9. That for the reasons stated in this ordinance's preamble, which are made a part of this ordinance, this ordinance is declared to be an emergency measure and is effective and in force from and after its passage and approval by the Mayor or ten (10) days after its passage if the Mayor neither approves nor vetoes this ordinance.