Explanation
Background: This ordinance authorizes the City Auditor to enter into year one (1) of three (3) possible one-year renewal periods for a professional service contract with Mid-West Presort Mailing Services for continuation of printing, presorting, mailing and related services. Ordinance 1837-2022 authorized the City Auditor to execute a professional services contract with Mid-West Presort Mailing Services. The initial contract was for one (1) year from the date of execution (Sept.1, 2022 to Aug 31, 2023), with the option to renew for three (3) additional years based upon mutual agreement, budgeted funds and approval by city council. Ordinance 0558-2023 modified and extended the initial term through Feb 29, 2024.
For each renewal year, funds for service shall be reviewed and expenditures shall be approved by ordinance of City Council, and the appropriation and certification of funds by the City Auditor.
This ordinance authorizes the first renewal option for the second year of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: $300,000.00
2. Reason additional funds were not unforeseen: The need for additional funds was known at the time of the initial contract and this legislation authorizes funding to cover a continuation of the services for 2024.
3. Reason other procurement processes were not used: This is the first year of two authorized renewal options.
4. How was cost determined: The renewal is based upon estimated requirements for 2024 rates established in the existing contract.
Contract Compliance: The vendor contract compliance number is 6678 and is valid through 06-23-2024.
Emergency Designation: Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier, ensure we can continue to send our required mailings, as well as meet the 2023 Income tax filing season deadlines.
FISCAL IMPACT: This ordinance authorizes an expenditure of $300,000.00 from the General Operating Budget. Funds were specifically budgeted for this contract; the availability of funds is contingent on the passage of the 2024 General Fund Budget, Ordinance 3011-2023.
Title
To authorize the City Auditor to renew a service contract with Mid-West Presort Mailing Services to provide printing and mailing services for the Division of Income Tax; to authorize the expenditure of $300,000.00 from the General Fund; and to declare an emergency ($300,000.00).
Body
WHEREAS, Ordinance No. 1837-2022, passed by the Columbus City Council on July 11, 2022, authorized the Department of the City Auditor, Division of Income Tax, to enter into a contract with Mid-West Presort Mailing Services to provide printing, presorting, mailing and related services; and
WHEREAS, the original contract was for one (1) year from the date of execution, with the option to renew for three (3) additional one-year terms based upon mutual agreement of the parties, budgeted funds, and approval by City Council; and
WHEREAS, Ordinance 0558-2023 authorized the modification of the initial contract to add funding and extend it through February 29, 2024; and
WHEREAS, this ordinance seeks authority for the first of three (3) annual renewal provisions provided for within the original contract; and
WHEREAS, an emergency exists in the usual daily operation of the City Auditor's Office, Division of Income Tax, in that it is immediately necessary to authorize the City Auditor to enter into a contract with Mid-West Presort Mailing Services to prevent any delays in printing and mailing services, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor be and hereby is authorized to renew a contract with Mid-West Presort Mailing Services for the Division of Income Tax.
SECTION 2. That the expenditure of $300,000.00 or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), Dept-Div 2202 (Division of Income Tax), object class 03 (Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the contract may be renewed for up to two (2) additional years based upon mutual agreement of the parties, available appropriation, and approval by Council.
SECTION 4. That funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 6. 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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.