Loading...
HomeMy WebLinkAboutContract Amendment- Passport Labs 1.1.25-12.31.27 To: Luke Stowe, City Manager From: Leslie J. Perez, Administrative Coordinator CC: Michael Rivera, Interim Administrative Services Director Alexandra Ruggie, Corporation Counsel Subject: Passport Contract Amendment Date: May 2, 2025 Staff requests that the City Manager approve the contract amendment of the Professional Services Contract with Passport Labs, Inc. The original contract was approved by City Council on September 23, 2024 and a contract was fully executed on November 20, 2024. Passport has requested that the contract be amended as stated in the “Amendment to Professional Services Agreement provided by the vendor. The original contract was vetted through the City’s Legal department. Approved: ______________________________________________ ______________ Luke Stowe, City Manager Date Attachments: City Council Memo City Council Actions Executed Agreement Amendment to Professional Services Form 05 / 05 / 2025 Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Lukasz Tatara, Interim Parking Manager CC: Michael Rivera, Interim Director of Adminstrative Services Subject: Approval of a Sole Source Professional Services Parking Contract Renewal with Passport Labs, Inc. Date: September 23, 2024 Recommended Action: Staff recommends the City Council authorize the City Manager to enter into a three-year contract renewal with Passport Labs, Inc. (128 S. Tryon St. #1000, Charlotte, NC 28202) for software license, citation management platform, and services for mobile parking payments. The contract term begins on January 1, 2025, and is for three years with two additional one- year options. Mobile pay transaction fees will remain the same per transaction, and citation services fees will continue to be billed at a monthly rate of $23,100.00; this is an unlimited citation subscription model. Letters issued for non-payment of citations will be $1.65 per letter. A sole-source contract requires a two-thirds vote of the Councilmembers. Funding Source: Citation Service - Parking Fund, General the funded be will fees Management from Agreements/Contracts (Account 100.19.1941.62509), and Mobile App fees will be from the Parking Fund - passport Mobile Parking (Account 505.19.7015.62519). The FY 2025 budgets have not been determined or approved by the City Council. CARP: Municipal Operations Council Action: For Action Summary: The COVID-19 pandemic greatly disrupted parking operations as daily, monthly, long-term, and hourly parking operations were negatively impacted by a sharp decline in the usage of parking garages, long-term parking facilities, and hourly parking (both in parking garages and on-street parking). With the decline in usage, staff negotiated with Passport to amend the Doc ID: c2958b4cc7a39ed5eca27eb290ef3e1861882fa1Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C previous agreement to accurately reflect the actual services provided in light of the reduced usage by motorists of parking assets. Since usage declined in this period, other services provided by the vendor also experienced a decline. Two particular services that were in decline were transactions and parking violation citations. Parking staff worked with Passport to identify a service agreement that would reflect the decline in demand and would be a fiscally responsible agreement that would work for both the City and the vendor. Parking transactions and citations have rebounded since the COVID-19 pandemic, but Passport continues to be sensitive to the fiscal needs of the City, which has resulted in minimal increases in the new contract proposal. Page 2 of 5 Doc ID: c2958b4cc7a39ed5eca27eb290ef3e1861882fa1Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C regulations. These systems are updated regularly and promptly based on City policy changes and requests from City Staff. The Passport platform currently handles over 100,000 parking citation issuances per year, over 1,000,000 ParkEvanston app transactions per year, and over 50,000 permit issuances per year, as well as robust back-end data management for it all. Passport has also integrated with many of the other vendors on behalf of the City’s Parking Operations, including Barnacle for vehicle immobilizations, Cale/Flowbird for on- street pay station transactions, and Smarking/Parkhub for data management. Page 3 of 5 Doc ID: c2958b4cc7a39ed5eca27eb290ef3e1861882fa1Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C Passport Labs,Inc. Proposal City of Evanston,IL -08/28/2024 Passport’s pricing assumes the purchase of all listed products and a 3-year contract duration with two one-year options beginning January 1st,2025.Should the scope of the project change, Passport reserves the right to update its pricing accordingly. Passport Parking for Mobile Payments Product/Service Paid by the City Paid by the Parker Mobile Pay Transaction Fee (without guest checkout feature) $0.22 $0.00 Mobile Pay Transaction Fee (with guest checkout feature branded to ParkEvanston) $0.28 $0.00 Mobile Pay Convenience Fee (non-wallet transactions only)* *Evanston may choose to increase with or without the guest checkout feature $0.00 $0.35 White Label Fee -ParkEvanston waived N/A Passport Enforcement &Citation Management Product/Service Paid by the City Paid by the Violator Enforcement &Citation Management Software Monthly Licensing Fee $23,100 $0.00 Convenience Fee per Citation Paid Online Included $0.00 Registered Owner Lookups via DMV and/or NLETS Included N/A Delinquent Notices Sent $1.65 N/A Custom Citation Paper Included N/A CONFIDENTIAL AND PROPRIETARY. ©2023 Passport.All rights reserved. Page 4 of 5 Doc ID: c2958b4cc7a39ed5eca27eb290ef3e1861882fa1Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C Passport Digital Permits Product/Service Paid by the City Paid by the Permit Holder Digital Permits Software Licensing Fee Included N/A Residential/Non-Residential Parking Permit (Annual)-per permit issued $1.49 $0.00 Wheel Tax (Annual)-per permit issued $1.65 $0.00 Combo Wheel Tax/Residential Permit (Annual)- per permit issued $3.14 $0.00 Surface Lot Parking Permit (Monthly)- per permit issued $1.00 $0.00 Temporary Vacation Permit -per permit issued $1.00 $0.00 Permit Notification Letter Fee -per letter sent $1.65 N/A Passport Payments Product/Service Paid by the City Paid by the Parker Merchant Services Fee N/A -Client uses another provider N/A Payment Gateway Fee N/A -Client uses another provider N/A CONFIDENTIAL AND PROPRIETARY. ©2023 Passport.All rights reserved.2 Page 5 of 5 Doc ID: c2958b4cc7a39ed5eca27eb290ef3e1861882fa1Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT This Amendment to the Software License and Service Agreement (“Amendment”) is made as of the date of last signature herein (“Amendment Effective Date”) by and between Passport Labs, Inc. (“Passport”) and the City of Evanston, IL (“City”), and amends that Professional Services Agreement between the parties dated February 9, 2022 (the “Agreement”). All capitalized terms not otherwise defined in this Amendment will have the meanings assigned to them in the Agreement. NOW THEREFORE, in consideration of the mutual promises and conditions set forth herein, receipt of which is hereby acknowledged, and intending to be legally bound, the parties hereto agree to modify the Agreement as follows: 1. Section II (TERM OF SERVICES) shall be amended by adding the following to the end of this section: The parties agree to renew the Agreement for an additional term of three (3) years, from January 1, 2025 to December 31, 2027, with two (2) one-year options to renew in writing sixty (60) days prior to the date of expiration. 2. Exhibit A shall be amended by deleting the following section Citation Management Platform (CMP) USD Per Letter Sent Fee (paid by City) • Includes all costs (e.g. postage, paper, envelope) $1.50 and replacing it with the following: Citation Management Platform (CMP) USD Per Letter Sent Fee (paid by City) • Includes all costs (e.g. postage, paper, envelope) $1.65 3. Exhibit A shall be further amended by adding the following to the section titled “Passport Mobile Payments for Parking (MPP)”: Per Mobile Pay Transaction Fee (with guest checkout feature branded to ParkEvanston) $0.28 4. Exhibit A shall be further amended by deleting the following section Digital Permits Platform (DPP) USD Per Notification Letter Fee – per letter sent $1.50 and replacing it with the following: Docusign Envelope ID: 08E296CA-AF58-4353-B9E1-C71EC134993E Doc ID: c2958b4cc7a39ed5eca27eb290ef3e1861882fa1Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C Digital Permits Platform (DPP) USD Per Notification Letter Fee – per letter sent $1.65 5. Except as expressly amended herein, the remainder of the Agreement remains in full force and effect. Passport Labs, Inc. By:[mo8dtff_____________________] Printed Name: [rx8tq8y_____________________] Title: [zpvr2fi_____________________] Date: [lce1hcm_________] City of Evanston, IL By:[bafloj9_____________________] Printed Name: [mczrrq1_____________________] Title: [fjka79z_____________________] Date: [6ui2pll_________] Docusign Envelope ID: 08E296CA-AF58-4353-B9E1-C71EC134993E Khristian Gutierrez CEO 10/19/2024 City Manager Luke Stowe Approved as to form: Alexandra B. Ruggie Corporation Counsel 11 / 20 / 2024 Doc ID: c2958b4cc7a39ed5eca27eb290ef3e1861882fa1Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C Contract Renewal - Passports Labs citation management for... Approval_of...bs__Inc.pdf and 1 other c2958b4cc7a39ed5eca27eb290ef3e1861882fa1 MM / DD / YYYY Signed 11 / 20 / 2024 12:22:04 UTC-6 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.77 11 / 20 / 2024 14:19:00 UTC-6 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 11 / 20 / 2024 14:19:09 UTC-6 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 11 / 20 / 2024 14:21:49 UTC-6 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.77 11 / 20 / 2024 15:59:37 UTC-6 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.77 The document has been completed.11 / 20 / 2024 15:59:37 UTC-6 Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT This Amendment to the Professional Services Agreement (“Amendment”) is made as of the date of last signature herein (“Amendment Effective Date”) by and between Passport Labs, Inc. (“Passport”) and the City of Evanston (“City”), and amends that Professional Services Agreement between the parties dated February 9, 2022 (the “Agreement”). All capitalized terms not otherwise defined in this Amendment will have the meanings assigned to them in the Agreement. NOW THEREFORE, in consideration of the mutual promises and conditions set forth herein, receipt of which is hereby acknowledged, and intending to be legally bound, the parties hereto agree to modify the Agreement as follows 1. Section V(C) (Termination) of the Agreement is amended by deleting the first sentence of this section in its entirety and replacing it with the following: City may, at any time, with or without cause, terminate this Agreement upon one hundred eighty (180) days’ written notice to Consultant. 2. Except as expressly amended herein, the remainder of the Agreement remains in full force and effect. By: [passportLabsIncSignerSignature_Tgx40JQ]By: [counterpartySignerSignature_jAVHPpJ] Printed Name: ssptLabsIncSignerName_uiWX7QI]Printed Name: [cunterpartySignerName_FMVenFq Title: [passportLabsIncSignerTitle_RED0r0A]Title: [counterpartySignerTitle_9B4qfFj] Date: [passportLabsIncSignerDateField_iEkY3Ip]Date: [counterpartySignerDateField_xXtdXCq] Luke Stowe City Manager Approved as to form: Alexandra B. Ruggie Corporation Counsel 05 / 05 / 2025 Doc ID: 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C CEO 5/6/2025 Khristian Gutierrez Passport Labs Amendment Memo_to_CMO...-5-2025.pdf and 2 others 4edebdc0dc6b375efc3ea14483c0b54c23b52e90 MM / DD / YYYY Pending signature 05 / 02 / 2025 15:40:23 UTC-5 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org), Luke Stowe (lstowe@cityofevanston.org) and Passport Labs (khristian@passportinc.com) from lthomas@cityofevanston.org IP: 66.158.65.76 05 / 02 / 2025 16:31:02 UTC-5 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 05 / 02 / 2025 16:31:20 UTC-5 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 05 / 05 / 2025 12:59:25 UTC-5 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 50.171.242.186 05 / 05 / 2025 12:59:52 UTC-5 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 50.171.242.186 This document has not been fully executed by all signers.05 / 05 / 2025 12:59:52 UTC-5 Docusign Envelope ID: 1F51DF95-BB68-4408-9958-0F274240D87C