Explanation
BACKGROUND:
On September 6, 2005 a Request for Proposal (RFP) for various banking services was issued by the Columbus City Treasurer's Office. Proposals were received from six (6) local banks and subsequently reviewed by the Columbus Depository Commission, which recommended, subject to the approval of City Council, the award of banking services to specific banks on December 2, 2005. All such banks are currently eligible depositories of the City of Columbus, pursuant to Chapter 321.04 of the Columbus City Code. Approval is based upon Applications for the Deposit of Public Funds, which were submitted by each bank and approved at a meeting of the Columbus Depository Commission held on December 28, 2012. The contracts were for a period of seven (7) years starting March 1, 2006 through February 28, 2013 subject to annual appropriations and approval of contracts by the Columbus City Council.
In addition, the City Treasurer issued an RFP on October 26, 2007 for water lockbox services. Ten companies were solicited via the city's vendor services website. A proposal was received from one (1) local bank, the Huntington National Bank. The contract was for a five (5) year period beginning February 29, 2008 through February 28, 2013, subject to annual appropriations and approval of the contract by the Columbus City Council.
On October 3, 2012 an RFP for various banking services was issued by the Columbus City Treasurer's Office. The Columbus City Treasurer received proposals for the provision of various banking services on October 25, 2012. It was expected that the evaluation committee would have concluded its work in order to award of the aforementioned contracts by February 28, 2013. The committee will be unable to meet this date and, as a consequence, the City Treasurer wishes to modify and extend the city's current banking contracts until May 31, 2013.
Fifth Third Bank -- Investment Safekeeping Account - $2,000 and extend time
JP Morgan Chase Bank -- Payroll Account and Main Operating Account - $6,000 and extend time
Huntington National Bank -- Credit Card Processing Account -- $403,700 and extend time
Huntington National Bank -- Operating Account - $2,500 and extend time
Huntington National Bank - Water Lockbox - $7,000 and extend time
Emergency action is requested to allow the financial transaction to be posted in the city's accounting system as soon as possible. Up to date financial posting promotes accurate accounting and financial management.
FISCAL IMPACT:
Funds for these are budgeted and available within the various funds' 2013 budget appropriations.
Contract Compliance: JP Morgan Chase Bank, 134994650, expiration 9/26/2014; Fifth Third Bank 310676865, expiration 10/22/2014; Huntington National Bank, 113328074, expiration 12/17/2014 and 310966785, expiration 10/25/2014
Title
To authorize the City Treasurer to modify and extend contracts for various banking services with JP Morgan Chase Bank, Huntington Bank, and Fifth Third Bank; to authorize the expenditure of up to $421,200 from various funds within the city; and to declare an emergency. ($421,200.00)
Body
WHEREAS, the City Treasurer awarded various contracts for the provision of banking services as provided for in a Request for Proposal issued on September 6, 2005 and for which approval for banking services was approved by the Columbus Depository Commission at a meeting held on December 2, 2005; and
WHEREAS, the City Treasurer awarded the contract for water lockbox banking services as the result of a Request for Proposal on October 26, 2007 to the Huntington National Bank; and
WHEREAS, an extension of banking services contracts is sought for three months to allow the RFP evaluation committee additional time to complete its work; and
WHEREAS, as an emergency exists in the usual daily operation of various City divisions, as it is immediately necessary to modify and extend the contracts and authorize the expenditures as cited below, providing banking services necessary for the daily operation of normal business activities of the City of Columbus 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 City Treasurer is hereby authorized to modify and extend its contract with JP Morgan Chase Bank for the provision of the main operating account (for the City Treasurer and the Department of Public Utilities) and the payroll account of the City of Columbus through May 31, 2013 and to authorize the expenditure of $6,000, or so much thereof as may be necessary, as follows:
Division: 6009 | Fund: 600 | OCA: 602318 | Object level one: 03 | Object level three code: 3348 | Amount: $3,000.00 | Division of Water
Division: 2301 | Fund: 010 | OCA: 230227 | Object level one: 03 | Object level three code: 3348 | Amount: $3,000.00 | City Treasurer
SECTION 2. That the City Treasurer is hereby authorized to modify and extend its contract with Fifth Third Bank for the provision of the Investment Safekeeping Account of the City of Columbus through May 31, 2013 and to authorize the expenditure of $2,000, or so much thereof as may be necessary, as follows:
Division: 2301 | Fund: 010 | OCA: 230227 | Object level one: 03 | Object level three code: 3348 | Amount: $2,000.00 | City Treasurer
SECTION 3. The City Treasurer is hereby authorized to modify and extend the existing contract with Huntington National Bank for the provision of credit card processing services by extending the ending date of the contract to May 31, 2013 and to authorize the expenditure of $403,700, or so much thereof as may be necessary, as follows:
Division: 5910 | Fund: 268 | OCA: 268101 | Object level one: 03 | Object level three code: 3348 | Amount: $100,000.00 | Parking
Division: 2202 | Fund: 010 | OCA: 220202 | Object level one: 03 | Object level three code: 3348 | Amount: $3,000.00 | Income Tax
Division: 3002 | Fund: 010 | OCA: 320103 | Object level one: 03 | Object level three code: 3348 | Amount: $1,000.00 | Support Services
Division: 4505 | Fund: 513 | OCA: 451409 | Object level one: 03 | Object level three code: 3348 | Amount: $1,000.00 | Fleet Management
Division: 5911 | Fund: 265 | OCA: 591101 | Object level one: 03 | Object level three code: 3348 | Amount: $1,500.00 | Planning and Operations
Division: 5001 | Fund: 250| OCA: 502823 | Object level one: 03 | Object level three code: 3348 | Amount: $5,000.00 | Health
Division: 5101 | Fund: 285 | OCA: 510289 | Object level one: 03 | Object level three code: 3348 | Amount: $20,000.00 | Recreation and Parks
Division: 5103 | Fund: 284 | OCA: 516005 | Object level one: 03 | Object level three code: 3348 | Amount: $500.00 | Golf
Division: 5103 | Fund: 284 | OCA: 516021 | Object level one: 03 | Object level three code: 3348 | Amount: $1,200.00 | Golf
Division: 5103 | Fund: 284 | OCA: 516062 | Object level one: 03 | Object level three code: 3348 | Amount: $2,000.00 | Golf
Division: 5103 | Fund: 284 | OCA: 516310 | Object level one: 03 | Object level three code: 3348 | Amount: $2,000.00 | Golf
Division: 5103 | Fund: 284 | OCA: 516104 | Object level one: 03 | Object level three code: 3348 | Amount: $3,500.00 | Golf
Division: 5103 | Fund: 284 | OCA: 516187 | Object level one: 03 | Object level three code: 3348 | Amount: $2,000.00 | Golf
Division: 5103 | Fund: 284 | OCA: 516146 | Object level one: 03 | Object level three code: 3348 | Amount: $1,000.00 | Golf
Division: 6009 | Fund: 600 | OCA: 602318 | Object level one: 03 | Object level three code: 3348 | Amount: $210,000.00 | Division of Water
Division: 4301 | Fund: 240 | OCA: 430386 | Object level one: 03 | Object level three code: 3348 | Amount: $50,000.00 | Building & Zoning
SECTION 4. That the City Treasurer is hereby authorized to modify and extend its contract with the Huntington National Bank for the provision of banking services through May 31, 2013, and to authorize the expenditure of up to $2,500, or as much thereof as may be necessary, as follows:
Division: 2301 | Fund: 010 | OCA: 230227 | Object level one: 03 | Object level three code: 3348 | Amount: $2,500.00 | City Treasurer
SECTION 5. That the City Treasurer is hereby authorized to modify and extend its contract with the Huntington National Bank for the provision of water lockbox services through May 31, 2013, and to authorize the expenditure of up to $7,000, or so much thereof as may be necessary, as follows:
Division: 6009 | Fund: 600 | OCA: 602318 | Object level one: 03 | Object level three code: 3348 | Amount: $7,000.00 | Division of Water
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 passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.