CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 26-258, UPsafety Parking Management Software Solution, to T2 Systems for an amount not to exceed $106,804 and for a three-year term
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DEPARTMENT: Police Department
SUBMITTED BY: Jason Arres, Chief
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In 2016, the City Council awarded RFP 16-133 to T2 Systems for a new parking citation system for a three-year term. This system is used by the City to issue citations and process payments.
In April 2020, the City Manager awarded Sole Source Contract 20-073 to T2 Systems for a three-year term from February 17, 2020 to February 16, 2023.
In June 2021, the City Manager approved Change Order #1 to Contract 20-073 adding $3,420.19 for T2’s Retrieval of Vehicle Registration (RoVR) application. RoVR is an automated application that allows the Police Department to retrieve registered owners' names and addresses for outstanding parking citations. Previously provided on a month-to-month basis at $95 per month, this subscription was not included in the original contract.
In January 2023, the City Manager awarded Sole Source procurement 23-040 to T2 Systems for a three-year term from February 17, 2023 to February 16, 2026.
In January 2026, the Procurement Manager awarded a one-year Single Source renewal to T2 Systems from February 17, 2026 to February 16, 2027.
DISCUSSION:
This Cooperative Award is requested to transition from the T2 Flex platform to the T2 UPsafety platform, which is specifically designed for parking enforcement operations. The UPsafety platform will provide improved mobile citation issuance, real-time synchronization of citation and payment data, enhanced permit management, and streamlined administrative processes. These improvements are expected to increase efficiency for parking enforcement staff and provide better experience for the public.
Under the new platform the automated notification will no longer be billed as a monthly subscription. Based on the department’s current usage the annual amount is expected to be approximately $1,140 per year.
Approving the contract early will allow T2 Systems to begin the transition to the new platform before the current contract ends. Payment under the new contract will not be due until February 2027.
Staff has identified an approved cooperative contract, Sourcewell, parking management systems with related equipment, supplies and services 042126-TSI through T2 Systems, for the procurement of the parking management software solution.
The contract term is for three years from February 16, 2027 to February 25, 2030.
FISCAL IMPACT:
CIP#: N/A
T2 Systems is budgeted in the Software and Hardware Maintenance account listed below. A total of $44,782 is budgeted for T2 maintenance in 2027 which will cover the cost of this award through the year. The total award is for $106,804 over a three-year period. Future years will be budgeted appropriately.
|
Account Number |
Fund Description |
Total Budget Amount |
|
21211200-531312 |
Commuter Fund |
$44,782 |