Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to renew an agreement with Contrado BBH Holdings LLC (dba Bell and Howell, LLC) for annual maintenance and support for the Enduro Mail Inserter and JetVision envelope transport equipment and software. The original agreement (FL003943) was authorized by ordinance 0079-2008, passed February 25, 2008. The agreement was most recently renewed by authority of ordinance 0855-2011, passed July 11, 2011, through purchase order EL011942. This renewal will provide service for the period August 1, 2012 to July 31, 2013, at a cost of $29,907.00.
The original agreement was with Bowe Bell and Howell Company, which has been acquired by Contrado BBH Holdings LLC. So this ordinance will authorize the assignment of all past, present and future business done by the City of Columbus with Bowe Bell and Howell Company (FID 363580100) to Bell and Howell, LLC (FID 450643660).
The equipment and software are located at the Jerry Hammond Center, 1111 East Broad Street, and is used to process mailings for DoT's city department customers, including the Department of Public Utilities and Income Tax Division. Bell and Howell is the only factory trained and authorized service provider for the Enduro and JetVision systems. There are no third party companies approved by Bell & Howell for equipment sales, installation, software or maintenance services, or upgrades on the Enduro Mail Inserter or JetVision systems, as it is proprietary equipment. Accordingly, Bell & Howell is the sole source of supply for upgrades, maintenance and support services for this equipment and software. For this reason, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Section 329.07.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the negotiated prices.
FISCAL IMPACT:
In 2008, DOT legislated $249,390.10 for the purchase of the Bowe Bell & Howell Enduro Mail Inserter with maintenance and support. During 2010, the cost for the annual maintenance and support, totaled $19,900.00 (Ord. # 1488-2010). Also the department legislated $67,426.00 for the JetVision hardware, software, and maintenance and support. In 2011 the cost for the annual renewal maintenance and support for both (the Euduro Mail Inserter and JetVision system) was $25,661.00, this year's (2012) cost is $29,907.00. Funds were budgeted and are available within the Department of Technology, Information Services Division, internal service fund. The total cost of this renewal is $29,907.00, bringing the consolidated aggregate maintenance and support contract amount to $101,493.38, and the aggregate total contract amount to $392,284.10.
CONTRACT COMPLIANCE:
Vendor: Contrado BBH Holdings LLC (dba Bell and Howell, LLC) FID#/CC#: 45-0643660 Expiration Date: 8/10/2013
Title
To authorize the Director of the Department of Technology, to renew an agreement with Bell & Howell, LLC 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 assignment of all past, present and future business done by the City of Columbus with Bowe Bell and Howell Company (FID 363580100) to Bell and Howell, LLC (FID 450643660); to authorize the expenditure of $29,907.00 from the Department of Technology, Information Services Division, internal services fund; and to declare an emergency. ($29,907.00)
Body
WHEREAS, the Department of Technology has a need to renew an agreement with Bell & Howell, LLC for annual maintenance and support services for the Enduro Mail Inserter and JetVision system, located at the Jerry Hammond Center, with a coverage period of August 1, 2012 through July 31, 2013, in the amount of $29,907.00; and
WHEREAS, the original agreement was with Bowe Bell and Howell Company, which has been acquired by Contrado BBH Holdings LLC. So this ordinance will authorize the assignment of all past, present and future business done by the City of Columbus with Bowe Bell and Howell Company (FID 363580100) to Bell and Howell, LLC (FID 450643660).
WHEREAS, this legislation authorizes the Director of the Department of Technology (DoT) to renew an agreement with Bell & Howell, LLC for annual maintenance and support for the Enduro Mail Inserter and JetVision envelope transport equipment and software.
WHEREAS, Bell & Howell, LLC is the manufacturer of both the Enduro Mail Inserter and JetVision system and is the only factory trained and authorized service upgrade provider; and
WHEREAS, this contract is in accordance with the provisions of the sole source procurement of the Columbus City Code, Section 329.07; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to authorize the Director of the Department of Technology (DoT), to renew an agreement with Bell & Howell, LLC for annual maintenance and support services for the Enduro Mail Inserter and JetVision system, to continue with services that support daily operation activities, thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology, now and is hereby authorized to renew an agreement with Bell & Howell, LLC for annual maintenance and support services for the Enduro Mail Inserter and JetVision system, in the amount of $29,907.00, with a coverage period of August 1, 2012 through July 31, 2013. The original agreement was with Bowe Bell and Howell Company, which has been acquired by Contrado BBH Holdings LLC., this ordinance will also authorize the assignment of all past, present and future business done by the City of Columbus with Bowe Bell and Howell Company (FID 363580100) to Bell and Howell, LLC (FID 450643660).
SECTION 2: That the expenditure of $29,907.00 or so much thereof as may be necessary be expended from:
Div.: 47-02|Fund: 514|Subfund: 001| OCA: 470202| Obj. Level 1: 03|Obj. Level 3: 3372|Amount: $27,907.00
Div.: 47-02|Fund: 514|Subfund: 001| OCA: 470202| Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $2,000.00
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: That this contract is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 5: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.