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A Resolution Approving a One (1) Year Professional Services Agreement and Software License and Support Agreement Between Passport Labs, Inc. and the Village of Oak Park in an amount not to exceed $250,000, and Authorizing Its Execution
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Introduction
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Staff seek approval of a Professional Services Agreement with Passport Labs, Inc. for continued operation of the Village’s unified citation, permitting, licensing, enforcement, mobile payment, and adjudication system for a one-year term.
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Recommended Action
Approve the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• December 2021 - Resolution 21-305, approving an Amendment to the Professional Services Agreement and Software License and Support Agreement with Passport Labs, Inc., incorporating a Delivery Timeline Schedule and extending the term of the Agreement through December 31, 2025.
• August 2, 2021 - Resolution 21-170 approving an extension of the Professional Services Agreement and Software License and Support Agreement between Passport Labs, Inc. and the Village of Oak Park.
Background
Passport Labs, Inc. provides the Village’s parking technology ecosystem, including citation issuance, citation processing, adjudication management, pay by plate functionality, mobile parking payments, parking permit management, parking passes, vehicle sticker licensing, and enforcement tools.
Sections 2.6.10 and 2.6.11 of the Village Code require formal competitive bidding for purchases exceeding fifty thousand dollars unless the Village Board waives the requirement by a two-third vote. Section 2 6 10 also permits negotiated purchases without formal advertising when it is impractical to secure competition, when adequate specifications cannot be drafted, or when the required services are specialized and not conducive to competitive comparison.
Passport Labs offers an integrated and proprietary platform that connects enforcement, adjudication, permitting, licensing, and mobile payments into a unified system. Because the specifications required to replicate this system across multiple independent vendors cannot be adequately drafted, and because competing platforms are not interoperable with the Village’s current infrastructure, staff recommends proceeding under the negotiated purchase allowances of Section 2 6 10.
This recommendation ensures continuity of service and avoids any disruption to the Village’s parking and mobility operations.
Timing Considerations
Approval is required before the current agreement expires to maintain uninterrupted service for citation processing, mobile payments, pay-by-plate transactions, permit issuance, license renewals, and adjudication.
Budget Impact
There are no fee increases in Year 1 under the agreement for either the Village or end users.
The annual contract cost is $250,000 which will be paid from the Parking Enterprise Fund in External Support, 5060 43770 408 530667
Staffing Impact
There are no staffing changes, this aligns with current staffing service levels.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Renew the Agreement with Passport Labs, Inc.
Advantages:
• Avoids costly and disruptive system migrations.
• Ensures operational continuity for enforcement, adjudication, and permit management.
Disadvantages:
• Only responding vendor offering full unified services, limiting competitive cost alternatives.
• Future diversification options may remain limited.
Alternatives
Alternative 1:
The Board can elect to reject the Resolution.
Advantages:
• This action can create an opportunity for future market review.
Disadvantages:
• This action can result in major disruption to all parking and mobility operations.
• This action can result in the loss of unified system functionality.
Alternative 2:
The Board can elect to approve a short-term extension only
Advantages:
• Provides time to reevaluate long-term technology strategy.
Disadvantages:
• Creates operational uncertainty.
• Delays multi-year planning and system configuration improvements.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Marlin Jackson, Parking & Mobility Services Manager
Reviewed By: Craig Failor, Director of Development Services
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Passport Professional Services Agreement
3. Passport Renewal Agreement
4. Passport Resolution 21-305
5. Passport Original Agreement