Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a services contract with IPS Group, Inc., to add funds up to $400,000.00 for annual meter management and add to the current scope of services to include additional data collection requirements.
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 had exceeded their designed service life, and allowed 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. Ordinance 0582-2015 renewed the contract through the sole source procurement provision of Columbus City Code Chapter 329 due to the management, support, parts, supplies and repair of the City's entire parking meter inventory being proprietary to IPS Group, Inc.; the expiration was extended to September 30, 2020. Ordinance 1217-2018 extended the contract term until March 31, 2021.
This planned contract modification includes an addition to the scope of services to include additional data collection requirements and will provide funding for the annual meter management system ($400,000.00) as established under the contract, which currently expires March 31, 2021.
Original contract: $749,965.00 (Ord. 1041-2010, EL010977)
Modification 1: $521,000.00 (Ord. 0360-2011, EL011657)
Modification 2: $385,000.00 (Ord. 0710-2012, EL012678)
Modification 3: $500,000.00 (Ord. 0775-2012, EL012734)
Modification 4: $73,500.00 (Ord. 2022-2012, EL013622)
Modification 5: $529,000.00 (Ord. 0934-2013, EL014228)
Modification 6: $935,000.00 (Ord. 1738-2013, EL014727)
Modification 7: $1,178,200.00 (Ord. 0829-2014, EA012012, EL016066)
Modification 8: $40,000.00 (Ord. 1270-2014, EL016067)
Modification 9: $50,000.00 (Ord. 2406-2014, EL016366)
Modification 10: $720,000.00 (Ord. 0582-2015, EL017395)
Modification 11: $785,000.00 (Ord. 2587-2016, PO046459)
Modification 12: $695,700.00 (Ord. 2141-2017, PO082631)
Modification 13: $788,000.00 (Ord. 1217-2018, PO138890, PO140768)
Modification 14: $600,000.00 (Ord. 0174-2019, PO158910)
Modification 15: $300,000.00 (Ord. 3037-2019, PO205406)
Modification 16: $400,000.00 (This Ordinance)
The total contract amount: $9,250,365.00 including all modifications
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 the management of the Parking Meter Program.
3. CONTRACT COMPLIANCE
IPS Group’s contract compliance number is CC001842 and expires 3/12/2020.
4. FISCAL IMPACT
This legislation expends $100,000.00 from the balance of the Parking Meter Main Subfund (Subfund 226801); $100,000.00 from the balance of the Parking Meter Short North Parking Benefit District Operating Subfund (Subfund 226803); and $200,000.00 from the balance of the Parking Meter Downtown Parking Benefit Distric Operating Subfund (Subfund 226805) for the 2020 budget year.
5. EMERGENCY DESIGNATION
Emergency action is requested so that the City can continue to receive parts and necessary management services under the current meter contract with IPS Group, Inc., without interruption, thereby preserving the public health, peace, safety, and welfare of the travelling public.
Title
To authorize the Director of Public Service to enter into a contract modification with IPS Group, Inc., in connection with a services contract; to authorize the expenditure of up to $400,000.00 from the Parking Meter Operating Fund for the contract; and to declare an emergency. ($400,000.00)
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 under the sole source procurement provisions of Columbus City Code Chapter 329, as the materials and services needed to maintain the parking meters were and are proprietary and only available from IPS Group, Inc.
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, Ordinance 3037-2019 authorized the Director of Public Service to execute a planned contract modification in the amount of $300,000.00 for meter mechanisms, components and services; and
WHEREAS, it has become necessary to modify the contract in an amount up to $400,000.00 to provide additional funds for the current contract; and
WHEREAS, it has become necessary to update the scope of services to include additional data collection requirements; 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 expend funds relative to the contract; 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 to fund 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 hereby is, authorized to enter into a contract modification with IPS Group, Inc., 7737 Kenamar Court, San Diego, California, 92121, in the amount of $400,000.00, or so much thereof as may be needed for the purposes of paying for single and multi-space parking meter annual management systems, mechanisms, components, and services. The scope of services will be updated to include additional data collection requirements.
SECTION 2. That the expenditure of $100,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2268 (Parking Meter Fund), Subfund 226801 (Main Subfund), Dept-Div 5906 (Parking Services), in Object Class 03 (Purchased Services), per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $100,000.00, 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 (Parking Services), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $200,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2268 (Parking Meter Fund), Subfund 226805 (Downtown Parking Benefit District Operating Subfund), Dept-Div 5906 (Parking Services), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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.