SUBJECT/RECOMMENDATION:
Title
Approve a purchase order extension and increase with T2 Systems of Indianapolis, IN, for parking violation, permit processing, and collection agency services in the not-to-exceed amount of $440,000.00 for the term December 1, 2024 through November 30, 2026, with a one, two-year renewal option at $440,000.00 pursuant to Request for Proposal (RFP) 20-19 and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
In 2019, the City issued a solicitation for a Parking Management Solution under RFP 20-19 to obtain services for parking violation enforcement, permit processing, and collection agency services for the Parking Division. Twelve firms responded to the solicitation, aiming to provide the new parking management services. A selection committee, consisting of representatives from Internal Audit, Finance, Information Technology (IT), and the Parking System Division of Engineering, reviewed each proposal and shortlisted five firms for presentations. The committee ultimately ranked United Public Safety (now T2 Systems) as the top firm.
According to the RFP Milestones, the award was initially structured for a three-year term with three two-year renewal options (totaling nine years). However, when the item was presented to Council on November 7, 2019, approval was sought and granted for a three-year term with two one-year renewal options (totaling five years). Authorization is now requested to use the additional renewal options specified in the original RFP solicitation. The requested amount of $880,000.00 is allocated as follows:
• $440,000.00 for the term from 12/01/24 to 11/30/26
• $440,000.00 for the term from 12/01/26 to 11/30/28
T2 Systems (formerly United Public Safety) has continued to deliver excellent service, and the current parking software and ticketing technology have proven highly effective over the past five years. T2 Systems has successfully integrated with our other related technologies, including License Plate Readers, the Mobile Payment app, and Flowbird parking kiosks. Although transitioning to a new platform is feasible, it would result in downtime and reduced productivity due to implementation, training, and familiarization with new equipment. Additionally, technology costs have risen over the past five years, making it financially prudent to continue our contract with a reliable and proven vendor at the agreed upon 2019 prices with no increases.
APPROPRIATION CODE AND AMOUNT:
Funds for FY2024/25 are available in Public Works - Parking cost codes 4351333-530300 and 4351334-530300. Future funding will be included in the Parking System and Parking Enforcement Operating Budget requests for Fiscal Years 2025/26 through FY2027/28. The Parking Division of Public Works is funded by Parking Fund, an enterprise fund of the City.
STRATEGIC PRIORITY:
1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts. 1.5: Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers
