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 apppropriation and expenditure thereunder to include 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.
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 ($300,000.00) 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)
Modification 13: $788,000.00 (Ordinance 1217-2018, PO138890 and PO140768)
Modification 14: $600,000.00 (Ordinance 0174-2019, PO158910)
This Modification: $300,000.00
The total amount of the contract, including this modification, is $8,850,365.00
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 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
This legislation appropriates and expends $175,000.00 from the unappropriated balance of the Parking Meter Main Subfund (Subfund 226801) and $125,000.00 from the unappropriated balance of the Parking Meter Short North Parking Benefit District Operating Subfund (Subfund 226803) for the 2019 budget year. The unappropriated balances of these subfunds are approximately $240,000.00 and $200,000.00 respectively.
5. EMERGENCY DESIGNATION
Emergency legislation is requested to continue to receive parts and necessary management services without interruption.
Title
To authorize a sole source procurement with IPS Group to provide annual meter management, 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 appropriation and expenditure of $175,000.00 from the Parking Meter Fund Main Subfund and $125,000.00 from the Short North Parking Benefit District Operating subfund; and to declare an emergency. ($300,000.00)
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, Ordinance 1217-2018 authorized the Director of Public Service to execute a planned contract modification in the amount of $788,000.00 for meter mechanisms, components and services; and extended the existing contract through March 31, 2021; and
WHEREAS, Ordinance 0174-2019 authorized the Director of Public Service to execute a planned contract modification in the amount of $600,000.00 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 Public Service to modify the aforesaid contract with IPS Group, Inc., for that purpose; 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 necessary management services 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 Director of Public Service be and is hereby authorized to execute a contract modification in an amount up to $300,000.00 with IPS Group, Inc., 7737 Kenamar Court, San Diego, California, 92121, for the purposes of paying for single and multi-space parking meter annual management systems, mechanisms, components, and services.
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2019, the sum of $175,000.00, is hereby appropriated in Fund 2268 (Parking Meter Fund), Subfund 226801 (Main Subfund), Dept-Div 5906 (Parking Services), in Object Level 03 (Purchased Services), per the accounting codes in the attachment to this ordinance.
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2019, the sum of $125,000.00, is hereby appropriated in Fund 2268 (Parking Meter Fund), Subfund 226803 (Short North Parking Benefit District Operating Subfund), Dept-Div 5906 (Parking Services), in Object Level 03 (Purchased Services), per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $175,000.00, or so much thereof as may be needed, as appropriated in this legislation, is hereby authorized in Fund 2268 (Parking Meter Fund), Subfund 226801 (Main Subfund), Dept-Div 5906 (Parking Services), in Object Level 03 (Purchased Services), per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $125,000.00, or so much thereof as may be needed, as appropriated in this legislation, is hereby authorized in Fund 2268 (Parking Meter Fund), Subfund 226803 (Short North Parking Benefit District Operating Subfund), Dept-Div 5906 (Parking Services), in Object Level 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 6. That the funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 7. This contract 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 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.