Submitted By
Tammie Grossman, Director Development Customer Services and Alvin Nepomuceno, Director of Information Technology
Reviewed By
AMZ
Agenda Item Title
Title
A Resolution Approving an Extension of the Professional Services Agreement and Software License and Support Agreement Between Passport Labs, Inc., a Division of Passport Parking, and the Village of Oak Park through December 31, 2021, and Authorizing Its Execution
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Overview
Overview
Passport is the Village’s provider for the unified parking citation, permit management system, and processing technology for all Village parking permitting, parking passes, vehicle sticker licensing, mobile parking payment, enforcement, and adjudication services. The initial three (3) year term of the Village’s agreement with Passport Parking is set to expire on September 6, 2021. To allow adequate time for contract renewal negotiations, staff is requesting a 115-day extension of the agreement for the term of September 7, 2021, through December 31, 2021.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
There is no direct fiscal impact.
Background
In anticipation of the expiration of the initial three (3) year term of the agreement with Passport, staff from the Development Customer Services, Police, Information Technology, and Adjudication departments conducted a series of meetings with representatives of Passport beginning in the second quarter of 2021.
While the current agreement provides for two (2) optional one (1) year renewals under the same terms, conditions, and scope of work, staff finds it in the Village’s best interest to not renew the existing agreement for an additional one (1) year. Rather, staff wishes to re-negotiate the agreement to include an updated scope of services. This revised scope is based on staff’s and Passport’s observations of potential business process improvements and end-user troubleshooting over the initial three-(3) year term. Additionally, due to the Covid 19 Pandemic, the parties were unable to complete all configuration changes as part of the initial contract for services. At present over 80% of parking permit and license transactions are occurring online using the Passport system.
If the extension is approved, staff will bring forward a new agreement to be considered by the Village Board in the Fall to commence on January 1, 2022. Due to Covid 19, staff has also not had the opportunity to discuss this matter with Civic Information Systems Commission. Staff plans to present an update to the Commission at their August meeting.
Alternatives
Alternatively, the Village Board could authorize staff to execute a renewal to the existing agreement, under the same terms, conditions, and scope.
Previous Board Action
On January 19, 2021, the Village Board authorized a Resolution Approving Expenditures for Annual Unified Parking Citation and Permit Management System Services with Passport Labs, Inc., in an Amount Not to Exceed $250,000 for Fiscal Year 2021 Pursuant to the Professional Services Agreement with Passport Labs, Inc., dated September 6, 2018.
On September 4, 2018, the Village Board approved RES 18-972, A Resolution to Approve a Contractual Services Agreement and Software License and Support Agreement between Passport Labs, Inc., a Division of Passport Parking, and the Village of Oak Park to provide a New Software Solution for a Unified Parking Citation and Permit Management System and Processing Technology for all Village Parking Permitting, Parking Passes, Vehicle Sticker Licensing, Mobile Parking Payment, Enforcement, and Adjudication Services.
On July 16, 2018, staff presented an update to the Village Board regarding intentions to proceed with a vendor Passport for the technology.
On November 21, 2016, the Village Board approved RES 16-371, A Resolution Approving a Professional Services Agreement with Dixon Resources Unlimited to Review Requirements for a Unified Parking, Permits, Citations Technology System and Develop a Request for Proposals in a Total Amount Not to Exceed $59,694 and Authorizing its Execution.
Citizen Advisory Commission Action
An update will be presented to the Civic Information Services Commission at their August meeting.
On August 15, 2018, staff presented an overview of the project to the Civic Information Services Commission. The Commission approved a motion to recommend the technology and vendor. Staff has provided regular updates to the Civic Information Services.
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A