Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into an agreement with U. S. Bank National Association, to provide e-lockbox services for the Department of Public Utilities. This agreement will provide for the receipt of utility payments to the City of Columbus, processed through the Internet, into one system that will consolidate Automated Clearing House (ACH) payments into one daily file that will process the banking payments through the ACH system and process the customers' utility account information to the City of Columbus, Division of Power and Water.
It is requested that this Ordinance be handled in an emergency manner, as the current e-lockbox services contract will expire March 31, 2009 and the division needs to have a new contract in place by then.
The contract will provide the Department of Public Utilities with e-lockbox services for the Department of Public Utilities. The City Treasurer received Request for Proposals on January 14, 2008. Six (6) proposals were received.
After completing the evaluations and interviews the selection committee recommended an award be made to U. S. Bank National Association.
Services under this agreement will be provided over the five year contract term. For each year of the five year contract, funds for the services shall be reviewed, and expenditures shall be approved by ordinance of City Council, and appropriation and certification of funds by the City Auditor. The maximum obligation of the City for services described in this agreement for the period commencing on April 1, 2009 through March 31, 2010 is limited to the amount of thirty five thousand dollars ($35,000.00).
SUPPLIER: U. S. Bank National Association: (31-0841368) Expires: 04/16/09
FISCAL IMPACT: This project was not budgeted in the Water System Operating Fund for 2009; however, expenditures will be reprioritized to accommodate this expenditure without increasing the existing budget.
Title
To authorize the Director of Public Utilities to enter into an agreement with U. S. Bank National Association for e-lockbox services for the Department of Public Utilities, to authorize the expenditure of $35,000.00 from the Power and Water Operating Fund, and to declare an emergency. ($35,000.00)
Body
WHEREAS, the Department of Public Utilities has a need to implement an e-lockbox service to ensure that a system is established that will provide for the receipt of utility payments to the City of Columbus, processed through the Internet, into one system that will consolidate Automated Clearing House (ACH) payments into one daily file that will process the banking payments through the ACH system and process the customers' utility account information to the City of Columbus, Division of Power and Water, and
WHEREAS, the contract will provide the Department of Public Utilities with e-lockbox services, and
WHEREAS, the Treasurer Office received RFP's on January 14, 2008 and six (6) proposals were received, and
WHEREAS, after completing the evaluations and interviews the selection committee recommended an award be made to U. S. Bank National Association, and,
WHEREAS, it is anticipated that services under this agreement will be provided over a period of five years, the maximum obligation for the first year being $35,000.00, with funds being reviewed and approved for each subsequent year of the five year contract. The parties agree that the City's obligation for subsequent years is subject to and conditioned upon the approval of City Council., and appropriation and certification of funds by the City Auditor, and,
WHEREAS, the City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract, and,
WHEREAS, an emergency exists in the usual daily operation of the Division of Power and Water, Department of Public Utilities, in that it is immediately necessary to authorize the Director of Finance and Management to establish a contract, for e-lockbox services, in an emergency manner in order to expedite the departmental goal of achieving absolute environmental compliance, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities be and is hereby authorized to enter into an agreement with U. S. Bank National Association for e-lockbox services for the Department of Public Utilities in such form and including such terms and conditions as are approved by the City Auditor and City Attorney.
Section 2. That the expenditure of $35,000.00 or so much thereof as may be needed, be and the same hereby is authorized as follows:
Fund: 600
OCA: 602318
Object Level: 3348
Amount: $35,000.00
TOTAL REQUEST: $35,000.00
Section 3. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is hereby declared to be an emergency 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.