Explanation
BACKGROUND: This ordinance authorizes the Department of Finance to enter into a contract with Mail Processing Systems, to purchase a machine that will fold, glue, seal and perforate paper. This machine will replace the current aging machine, which has been in use since 1991.
The Department of Technology processes in excess of 300,000 mailing documents per year by utilizing a folder gluer machine. This machine is used to convert printed documents such as letters and notices, tax forms, water notifications and court notices into a self-mailer. Many of these documents are dated, time sensitive materials and need to be mailed promptly. By using this machine, cost savings are realized by the City of Columbus in avoiding the purchase of additional envelopes and special forms.
At the present time, the machine is malfunctioning resulting in operational delays, down time and numerous service calls. The current machine is aging and out-dated. Replacement parts needed to correct these malfunctions are scarce or no longer available.
The purchase of this machine is critical to the City of Columbus as it supports the Water, Sewer and Tax Divisions revenue generating capabilities through the utilization of this mailing process.
FISCAL IMPACT: Funds have been identified for this unbudgeted expense. A transfer within the 2004 Department of Technology appropriation authority will be necessary.
EMERGENCY: There is an immediate need to establish a contract with Mail Processing Systems to purchase a folder gluer machine to avoid delays or service interruptions within daily operational business processes.
CONTRACT COMPLIANCE: 311479321 Expiration: 06-27-2004
Title
To authorize the transfer of $35,000.00 within the Department Technology information service fund 2004 appropriations, to authorize the Director of the Department of Finance to enter into contract with Mail Processing Systems for the purchase of a folder gluer machine for the Information Services Division, to waive competitive bidding provisions of the Columbus City Code, to authorize the expenditure of $35,000.00 from the Department of Technology's information services fund, and to declare an emergency. ($35,000.00)
Body
WHEREAS, it is necessary for the Department of Technology to transfer funds within its 2004 appropriation in order to fund the purchase of a folder gluer machine, and
WHEREAS, this ordinance authorizes the Department of Finance to enter into a contract with Mail Processing Systems to purchase a machine that will fold, glue, seal and perforate paper. This machine will replace the current aging, which has been in use since 1991,and
WHEREAS, the Department of Technology processes in excess of 300,000 mailing documents per year utilizing a folder gluer machine by converting printed documents, such as letters and notices that generate revenue, tax forms, water notifications, court notices, into a self-mailer, and
WHEREAS, many of these documents are dated, time sensitive materials and need to be mailed promptly. Utilizing this type of machinery saves the City of Columbus money by avoiding the purchase of additional envelopes and special forms, and
WHEREAS, the aging and out-dated machine is malfunctioning resulting in operational delays, down time and numerous service calls. Needed replacement parts are scarce or no longer available, and
WHEREAS, the purchase of this machine is critical to the City of Columbus as it supports the Water, Sewer and Tax Divisions revenue generating capabilities, through the utilization of this mailing process, and
WHEREAS, an emergency exists in the usual and daily operations of the Department of Technology, in that it is immediately necessary to enter into contract with Mail Processing Systems to purchase replacement equipment to avoid potential service interruption, and to authorize this expenditure or so much thereof as required, 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 sum of $35,000.00 of appropriation authority is hereby transferred within the Department of Technology, information services fund 2004 appropriation as follows:
Transfer from:
Div.: 47-02| Fund: 514|Subfund: 001|OCA Code: 280768| Obj. Level 1: 03|Object Level 3: 3372| Amount: $35,000.00
Transfer to:
Div.: 47-02| Fund: 514|Subfund: 001| OCA Code: 280768| Obj. Level 1: 06| Object Level 3: 6641| Amount: $35,000.00
SECTION 2. That the Director of the Department of Finance be and is herby authorized to enter into contract with Mail Processing Systems to purchase replacement equipment utilized for folding, gluing and sealing documents, in the amount of $35,000.00.
SECTION 3. That the expenditure of $35,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-|Fund: 514 |Subfund: 001|OCA Code: 260768 |OBJ. Level 1: 06 |OBJ. Level 3: 6641|Amount: $ 35,000.00|
SECTION 4. That this agreement is made in accordance with the bid waiver provisions of Section 329.27 of the Columbus City Code.
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.