Explanation
1. BACKGROUND:
This ordinance authorizes the Director of Public Service to modify two contracts with Conduent State & Local Solutions, Inc.:
(a). For contract PO059228/PO104160, by modifying the contract terms to be more favorable to the City, and increasing the amount authorized for expenditure for parking ticket management services and components provided by Conduent State & Local Solutions, Inc. for the Parking Violation Processing Services contract with the Parking Services Division. Ordinance 0481-2017 authorized the original contract and provided the city with the ability to upgrade management services, begin third-party collection services, and upgrade parking enforcement components and efficiency services. The contract terms included fixed costs based on collections and related services over the five-year contract period and are subject to the availability of funding and the approval of City Council.
The modifications to this contract involve additional language to protect the City in case of a PCI event, increasing the liquidated damage penalty payable to the City, creating efficiencies in the third-party ticket collection process, Conduent State & Local Solutions, Inc. will add additional support resources available to the City, and strengthening the termination clauses in the contract.
Although the original ordinance 0481-2017 referenced Xerox State & Local Solutions, Inc., Conduent State & Local Solutions, Inc. was spun off from its parent (Xerox) and the assignment ordinance was approved as 1830-2017.
In addition, this contract modification will provide current year funding for the parking ticket management services and components ($600,000.00) as established under the contract.
The original amount of this contract authorized in ordinance 0481-2017 was $513,963.00 (PO059228).
The amount of the 1st modification authorized in ordinance 0108-2018 was $845,000.00 (PO104160).
The amount of the 2nd modification authorized in this ordinance will be $600,000.00.
The total amount of the contract, including this modification, is $1,958,963.00
(b). For contract PO129224/PO129230, by increasing the amount authorized for expenditure for the Mobile Payment & License Plate Recognition Solution project. Ordinance 1218-2018 authorized the initial contract term of three years with two one-year renewal options. This contract furthers the operation and support of a mobile payment, virtual permitting, and license plate recognition system on behalf of the Department of Public Service, Parking Services Division. The contract terms included fixed costs based on negotiated monthly rates and reimbursement for mobile payment charges incurred over the three-year contract period and are subject to the availability of funding and the approval of City Council.
In addition, this contract modification will provide current year funding for the mobile payment and license plate recognition solution project management services and components ($100,000.00) as established under the contract.
The original amount of this contract authorized in ordinance 1218-2018 was $479,600.00 (PO129224 & PO129230).
The amount of the 1st modification authorized in this ordinance will be $100,000.00.
The total amount of the contract, including this modification, is $579,600.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Conduent State & Local Solutions, Inc.
2. PLANNED CONTRACT MODIFICATION
This is a planned modification of the contracts with Conduent State & Local Solutions, Inc. to modify and fund parking ticket management services and components by this vendor for the City's parking meter and permit enforcement program, and to fund the mobile payment and license plate recognition project by this vendor for continued streamlining for the City's Strategic Parking Plan.
3. CONTRACT COMPLIANCE
Conduent State & Local Solutions Inc. contract compliance number is CC000606 and expires 5/8/2021.
4. FISCAL IMPACT:
Funding for the parking ticket management services/components and mobile payment/license plate recognition charge for 2019 in the amount of $560,000.00 is available in the Parking Meter Fund Main Subfund, and $140,000.00 in the Parking Meter Fund Short North Parking Benefit District Operating Subfund.
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 two contracts for the Parking Services Division with Conduent State & Local Solutions, Inc. to provide parking violation processing and mobile payment/license plate recognition services; to authorize the expenditure of $560,000.00 from the Parking Meter Fund Main Subfund, and $140,000.00 from the Parking Meter Fund Short North Parking Benefit District Operating Subfund, for these contracts; and to declare an emergency. ($700,000.00)
Body
WHEREAS, ordinance 0481-2017 authorized the Director of Public Service to enter into contract (a) with Xerox State & Local Solutions, Inc., and authorized the expenditure of $513,963.00 for the purchase of parking ticket management services, ancillary equipment, and training services; and
WHEREAS, ordinance 1830-2017 assigned the subsequent contracts to Conduent State & Local Solutions, Inc.; and
WHEREAS, ordinance 0108-2018 modified the original contract to add $845,000.00; and
WHEREAS, it is now necessary to modify said contract (a) (PO059228/PO104160) for more favorable terms to the City, and in the amount of $600,000.00, for annual ticket management systems, third-party collections, and components; and
WHEREAS, ordinance 1218-2018 authorized the Director of Public Service to enter into contract (b) with Conduent State & Local Solutions, Inc. and authorized the expenditure of $479,600.00 for the mobile payment/license plate recognition project, management services, ancillary equipment and training services; and
WHEREAS, it is now necessary to modify said contract (b) (PO129224/PO129230) in the amount of $100,000.00, for annual mobile payment and license plate recognition services 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 authorize the Director to modify the contracts with Conduent State & Local Solutions Inc. in order to continue the services for the City's parking and permit enforcement 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 (a) to modify the existing contract for more favorable terms to the City, and to pay for annual ticket management systems, components, and services with Conduent State & Local Solutions, Inc. of 12410 Milestone Center Dr., Germantown, MD 20876 in an amount up to $600,000.00.
SECTION 2. That the Director of Public Service be and is hereby authorized to execute a contract modification (b) to modify the existing contract to pay for mobile payment and license plate recognition components and services with Conduent State & Local Solutions, Inc. of 12410 Milestone Center Dr., Germantown, MD 20876 in an amount up to $100,000.00.
SECTION 3. That the expenditure of $560,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2268 (Parking Meter Fund), Subfund 226801 (Main Subfund), Dept-Div 5906 (Public Service-Parking Services), in Object Class 03 (Services) per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $140,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2268 (Parking Meter Fund), Subfund 226803 (Short North Parking Benefit District Operating Subfund), Dept-Div 5906 (Public Service-Parking Services), in Object Class 03 (Services) per the accounting codes in the attachment to this ordinance.
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.