Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Parking Meter Payment Systems with Parkeon/Flowbird. The Division of Parking Services is the sole user for parking meters. Single space, double space and multi-space kiosk parking meter systems are used to collect parking fees in designated pay to park areas in the City of Columbus. The term of the proposed option contract would be approximately five (5) years, expiring 12/31/2026 with the option to renew for two (2) additional one (1) year extensions. The Purchasing Office opened formal proposals on August 12, 2021. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670.
A formal best value proposal (BVP) was solicited for the purchase of Parking Meter Payment systems with various types of meter systems and supporting hardware with specific operating software to make the units complete.
Proposals were evaluated by a five (5) member committee, based upon various criteria including total cost of ownership, quality and feasibility of the offered goods and services, past performance and acquisition costs resulting in an award recommendation to Parkeon/Flowbird.
BID INFORMATION: RFQ019118 was advertised and proposals were opened on August 12, 2021. Four (4) responses were received.
An evaluation committee consisting of five (5) members of Public Service provided technical expertise. Each member of the committee scored and ranked written proposals submitted by the offerors. After evaluating all product proposals, a request for a BAFO (Best and Final Offer) was requested by the top three (3) offerors. Upon review and in compliance with Columbus City Code 329, the committee submitted final rankings and was satisfied with awarding one (1) company all parking meters based on best value of the City.
Parkeon/Flowbird received the highest score with 82 total points with 100 total possible points. Based upon final scores for Parkeon/Flowbird the Committee was satisfied with awarding the offeror all parking meter items and the operating software.
The Purchasing Office is recommending award to the overall most responsive, responsible and best offeror as follows:
Parkeon/Flowbird, CC# 040030, expires 10/29/23, All Items, $1.00
Total Estimated 2022 Expenditure: $1,200,000.00, Division of Parking Services, the sole user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the need to upgrade and install new parking meters throughout the City is imperative for revenue.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Parking Meter Payment Systems with Parkeon/Flowbird; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001670; and to declare an emergency. ($1.00).
Body
WHEREAS, the Parking Meter Payment System UTC will provide for the purchase of single space, double space and multi-space kiosk parking meter systems used to manage and collect parking fees throughout the designated parking areas in the City of Columbus; and,
WHEREAS, a formal request for proposal (RFP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a single department committee via Request for Quote RFQ019118 resulting in the recommendation to award Parkeon/Flowbird; and,
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Parking Meter Payment Systems, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Parking Meter Payment Systems, 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 Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Parking Meter Payment Systems in accordance with Request for Quotation RFQ019118 for a term of approximately five (5) years, expiring 12/31/2026, with the option to renew for two (2) additional one (1) year extension, as follows:
Parkeon/Flowbird, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670 of this ordinance to pay the cost thereof.
SECTION 3. 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 4. That for the reason 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.