Explanation
BACKGROUND:
In 2018, the Franklin County Municipal Court Clerk (“Municipal Court Clerk”) issued a request for proposals for various banking services. Huntington National Bank was awarded the contract. PO466189 authorized the Municipal Court Clerk to enter into a one-year contract with Huntington National Bank for the provisions of bank and credit card services. This ordinance authorizes the Municipal Court Clerk to modify and extend the contract for one year plus an additional option year with Huntington National Bank for the provisions of bank, credit card, and electronic payment services.
Ordinance 1876-2025 authorized the Municipal Court Clerk to modify the contract to include Snap Pay Solution for electronic payment services. This service streamlined the Municipal Court Clerk’s electronic payment services by providing a more modern transaction to the public and eliminates the need for a third-party vendor between the Municipal Court Clerk and their banking services provider.
The Municipal Court Clerk is requesting to extend the current contract for one year plus an additional option year in order to have enough time to prepare the RFP with the addition of electronic payment services. The Municipal Court Clerk needed additional time to evaluate and test the streamlined service instead of bidding the service separately via a third-party vendor. Therefore, the Municipal Court Clerk is requesting this City Council to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code.
Contract Modification:
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
1. Amount of additional funds: Amount of additional funds to be expended under this modification is $22,000.00.
2. Reason additional funds were not foreseen: Additional funds were unforeseen due to the change in the contract from a third party vendor.
3. Reason other procurement processes were not used: Modifying the current contract with Huntington National Bank is the most cost-effective method because it streamlined the electronic payment services and eliminated the need for a third-party vendor. More time is needed to prepare the RFP.
4. How was cost determined: Cost determination: The cost was determined by written quotes from the vendor.
FISCAL IMPACT:
Funds totaling $22,000.00 are available within the Municipal Court Clerk's General Fund.
Contract Compliance: CC-004526
Expiration Date: 8/7/2028
DAX Vendor Number: 004526
Emergency Designation:
Emergency designation is requested so that the provision of credit card processing and bank services are uninterrupted. The Municipal Court Clerk depends on banking services to process monies deposited and disbursed to and by the Municipal Court Clerk's Office. If banking services of the Municipal Court Clerk are interrupted, there would be no monies to be able to be disbursed or deposited as directed by our legal mandates. The contract expires on October 31, 2026.
Title
To authorize Municipal Court Clerk to modify and extend the contract one year plus an additional option year with Huntington National Bank for bank, credit card, and electronic payment services for the Municipal Court Clerk's Office; to waive the competitive provisions of Columbus City Code; to authorize the expenditure of $22,000.00 from the general fund; and to declare an emergency. ($22,000.00)
Body
WHEREAS, it is necessary for the Municipal Court Clerk to modify and extend the existing contract one year plus an additional option year with Huntington National Bank for bank, credit card and electronic payment services for the Municipal Court Clerk's Office; and
WHEREAS, it is in the City's best interest to waive the competitive bidding provisions of Chapter 329 the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Municipal Court Clerk's Office in that it is immediately necessary to authorize the Clerk to modify a contract with Huntington National Bank for bank and credit card services to ensure that the provision of credit card processing and bank services are uninterrupted, 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 Municipal Court Clerk is authorized to modify and extend the existing contract one year plus an additional option year with Huntington National Bank for the provision of bank, credit card, and electronic payment services.
SECTION 2. That the expenditure sum of $22,000.00 or so much as may needed, is hereby authorized in the General Fund 1000, in Object Class 03 - Contractual Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That this Council finds that it is in the City's best interest to waive the competitive bidding provisions of the City Code to enter into this contract.
SECTION 4. That the funds are hereby deemed appropriated, and expenditures authorized to carry out the purposes of this legislation 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 reasons stated in the preamble hereto, which is hereby made a part of 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.