City of Columbus - File #: 0855-2011

• File #: 0855-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/26/2011
• In control: Administration Committee
• On agenda: 7/11/2011
• Final action: 7/13/2011
• Title: To authorize the Director of the Department of Technology, to modify, renew and consolidate two contracts with Bowe Bell & Howell for annual maintenance and support services for the Enduro Mail Inserter and JetVision system in accordance with sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $25,661.00 from the Department of Technology, Information Services Division, internal services fund; and to declare an emergency. ($25,661.00)

Date	Ver.	Action By	Action	Result
7/13/2011	1	CITY CLERK	Attest
7/12/2011	1	MAYOR	Signed
7/11/2011	1	Columbus City Council	Approved	Pass
7/11/2011	1	COUNCIL PRESIDENT	Signed
6/30/2011	1	Auditor Reviewer	Reviewed and Approved
6/30/2011	1	CITY AUDITOR	Reviewed and Approved
6/30/2011	1	Technology Drafter	Sent for Approval
6/30/2011	1	CITY ATTORNEY	Reviewed and Approved
6/30/2011	1	Technology Drafter	Sent to Clerk's Office for Council
6/29/2011	1	FINANCE DIRECTOR	Reviewed and Approved
6/29/2011	1	Technology Drafter	Sent for Approval
6/28/2011	1	Finance Reviewer	Reviewed and Approved
6/17/2011	1	ODI DIRECTOR	Reviewed and Approved
6/17/2011	1	Technology Drafter	Sent for Approval
6/17/2011	1	Finance Reviewer	Reviewed and Approved
6/16/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
6/16/2011	1	Technology Drafter	Sent for Approval
6/16/2011	1	EBOCO Reviewer	Sent for Approval
6/15/2011	1	Technology Drafter	Sent for Approval
6/14/2011	1	Technology Drafter	Sent for Approval
6/14/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Disapproved

Explanation

BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to modify, renew and consolidate two contracts with Bowe Bell & Howell Company for annual maintenance and support for the Enduro Mail Inserter and JetVision envelope transport equipment and software. The first year of maintenance and support (purchase order FL003943) was authorized by ordinance 0079-2008 with the second year agreement (EL011317) authorized by ordinance 1488-2010, passed December 6, 2010, providing mail inserter maintenance and support for the period August 1, 2010 through July 31, 2011. This renewal will provide the same service for the period August 1, 2011 through July 31, 2012, at a cost of $19,900.00. The modification requested in this ordinance will also incorporate JetVision equipment, software and maintenance and support for the period August 1, 2011 to July 31, 2012, at a cost of $5,761.00. The combined total cost of the maintenance and support renewal and modification is $25,661.00.

The purchase of JetVision equipment, software, and first year of maintenance and support from Bowe Bell & Howell was authorized by ordinance 0789-2010, passed June 28, 2010 (purchase order FL004676). This modification is needed to renew and incorporate the annual maintenance and support for the JetVision envelope transport system with the Enduro Mail Inserter . The need for annual maintenance was foreseen at the time of the original JetVision purchase, and it is in the City's best interests to incorporate this annual maintenance into a single contract with Bowe Bell & Howell to cover all equipment and software maintenance and support. Bowe Bell & Howell is the only provider of Enduro and JetVision maintenance and support, so it is manifestly impractical for the City to award a contract through other procurement processes. The price of the modification was negotiated between Bowe Bell & Howell and DoT, and reflects the same price from the ...