Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to modify to increase an existing Indefinite Quantity Contract for Printing Services with The Herald, Inc. in the amount of $99,500.00. This will enable the Department of Public Utilities the resources for prepress, printing, variable data imaging, finishing, fulfillment, CD production and delivery services.
The Department of Public Utilities publicly solicited competitive bids for Printing Services in accordance with the relevant provisions of Chapter 329 (RFQ019869). Forty-five (45) vendors (5 EBE/WBE, 37 MAJ, 3 MBE,) were solicited and three (3) (MAJ) bids were received on December 6, 2021.
This legislation seeks to add funding for 2024 expenditures to the contract without extending the term of the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
SUPPLIER: The Herald, Inc., Vendor# 003174, cc expires 6/30/25, pending
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1. Amount of additional funds: Total amount of additional funds needed for the modification is to ADD $99,500.00. Total contract amount including this modification is $227,902.85.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This modification to increase funding is necessary for the payment of services to
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $99,500.00 is budgeted and needed for 2024 expenses.
$69,995.82 was spent in 2023
$58,407.03 was spent in 2022
Title
To authorize the Director of the Department of Public Utilities to modify to increase funding to an Indefinite Quantity Contract with The Herald, Inc. for Printing Services for the Department of Public Utilities; and to authorize the expenditure of $60,000.00 from the Water Operating Fund, $22,500.00 from the Sewerage Operating Fund, $14,000.00 from the Power Operating Fund, and $3,000.00 from the Stormwater Operating Fund. ($99,500.00)
Body
WHEREAS, the Department of Public Utilities solicited and opened bids for an Indefinite Quantity Contract for Printing Services (RFQ019869) in accordance with Chapter 329 of the Columbus City Code; and
WHEREAS, the Department of Public Utilities wishes to modify to increase funding for the contract with The Herald, Inc., for Printing Services to provided additional funding without extending the term of the contract; and
WHEREAS, the vendor has agreed to modify to increase funding for PA005609 at current prices and conditions; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize funding for 2024 expenses for an Indefinite Quantity Contract with The Herald, Inc. for Printing Services; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to modify to increase an Indefinite Quantity Agreement PA005609 with The Herald, Inc., for Printing Services in accordance with the terms and conditions as shown in the agreement on file in the Department of Public Utilities. Total amount of this modification is to ADD $99,500.00. Total contract amount including this modification is $227,902.85.
SECTION 2. That the expenditure of $99,500.00 or so much thereof as may be needed, $99,500.00 is hereby authorized in Fund 6000 (Water Operating), 6100 (Sewer Operating), 6300 (Electricity Operating), and 6015 (Stormwater Operating), in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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 5. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.