Explanation
BACKGROUND:
On March 2, 2015, a request for proposal SA005789 for city-wide e-payments services was issued by the Columbus City Treasurer's Office. One hundred thirty-nine vendors were contacted electronically. Proposals were received from three (3) bidders and subsequently reviewed by the Columbus Depository Commission, which recommended, subject to the approval of City Council, the award of e-payment services on January 25, 2016, to First Data Government Solutions, LP. The contract is for a period of ten (10) years, beginning March 2, 2016, through March 1, 2026, subject to annual appropriations and approval of contracts by the Columbus City Council.
The contract for e-payment services has successfully brought online payments to many city divisions. At the present time, the following city divisions are using the services provided by this contract: City Auditor (Income Tax), Public Safety (License, Fire and Weights and Measures), Building and Zoning, Human Resources (Training), Health, Recreation and Parks, Public Service, and Public Utilities.
Pricing for the ten-year contract was established at the time the bid was awarded. Increases in funding are determined by each agency based on their usage of services (volumes).
The contract for the first year of e-payment services was authorized by Columbus City Council with passage of ordinance 0301-2016 on February 22, 2016.
Columbus City Council authorized the renewal of the City Treasurer’s Office contract with First Data for the eighth year of e-payment services for the period March 2, 2023, through March 1, 2024, with passage of ordinance 0387-2023 on February 13, 2023.
At this time, the City Treasurer’s Office wishes to renew its contract with First Data for the ninth year of e-payment services for the period March 2, 2024, through March 1, 2025. The City Treasurer’s Office will begin the process of transitioning gateway services to another banking partner this year, the result of a banking RFP. Despite the forthcoming transition, time is needed to make the change. The renewal of the e-payment contract with First Data will assure that services to the public will continue.
Emergency action is requested so that there is no interruption in credit card payment services available to the customers of the city.
FISCAL IMPACT:
Funds for these expenditures are contingent on passage of the 2024 budget, Ordinance 3011-2023.
Contract Compliance: First Data Government Solutions 582582959 expiration 11/16/2025.
Title
To authorize the City Treasurer to renew its contract for city-wide e-payment services with First Data Government Solutions, LP; to authorize the expenditure of up to $78,000.00 from various funds within the city; and to declare an emergency. ($78,000.00)
Body
WHEREAS, the City Treasurer proposed the award of a contract for city-wide e-payment services as provided for in a Request for Proposal issued on March 2, 2015, for which the Columbus Depository Commission, at a meeting held on January 25, 2016, recommended the award of e-payment services to First Data Government Solutions, subject to approval by Columbus City Council; and
WHEREAS, Columbus City Council authorized a contract for the first year of a ten-year contract for e-payment services for the period of March 2, 2016, through March 1, 2017, and related expenditures on February 22, 2016, with passage of ordinance 0301-2016; and
WHEREAS, Columbus City Council authorized the City Treasurer to renew its contract for the eighth year with First Data for e-payment services and related expenditures for the period of March 2, 2023, through March 1, 2024, with passage of ordinance 0387-2023 on February 13, 2023; and
WHEREAS, the City Treasurer now wishes to renew its contract with First Data for e-payment services for the ninth year for the period March 2, 2024, through March 1, 2025; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize the City Treasurer to renew its contract with First Data Government Solutions, LP and to authorize the expenditure as cited below, so there is no interruption in online credit card payment services available to the customers of the city and providing city-wide e-payment services is necessary for the daily operation of normal business activities of the city, all for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Treasurer is hereby authorized to renew its contract with First Data Government Solutions, LP for city-wide e-payment services for the period March 2, 2024, through March 1, 2025.
SECTION 2. That the expenditure of up to $78,000.00 or so much thereof that may be necessary in regard to the action authorized in Sections 1, be and is hereby authorized and approved as 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 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.