Explanation
Background:
This legislation authorizes the Director of the Department of Finance and Management on behalf of the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to modify the current lease agreement with Quadient Leasing USA Inc (“Quadient”) to increase funding in an amount of up to $2,292.15.
Ordinance 3090-2025 authorized the Director of the Department of Finance and Management on behalf of Municipal Court Clerk to enter into a lease agreement with Quadient to purchase a DS77IQ-INTE3 Folder Inserter and the software, maintenance, and support in the amount of $27,453.48.
Quadient is the mailing and shipping servicer for the daily operations of the Municipal Court Clerk. The purchase was from the State of Ohio, State Term Contract: Quadient; State Term Contract # RSI008639. Quadient is the current vendor for the Municipal Court mailing equipment, software, and support services. The current contract expires 1/31/2027.
The increase of civil cases, specifically contract cases, has caused an overage of usage that was originally agreed to in the contract.
Current Contracts:
2024 - PO425307; $27,453.48
2025 - PO487885; $27,453.48
2026: 3090-2025; PO 545217; $27,453.48
2026: 1752-2026; $2,292.15
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 $2,292.15.
2. Reason additional funds were not foreseen: Additional funds are needed due to the unforeseen increase in usage of the service.
3. Reason other procurement processes were not used: The purchase was from the State of Ohio, State Term Contract: Quadient; State Term Contract # RSI008639; Quadient is the current vendor for the Municipal Court mailing equipment, software, and support services.
4. How was cost determined: Cost determination: The cost was determined by using the rates stated in the current contract.
EMERGENCY DESIGNATION:
Emergency legislation is requested for the purchase of mailing equipment, software, maintenance and support services for the daily mailing operations of the Municipal Court Clerk.
Fiscal Impact:
Funds totaling $2,292.15 are available within the Municipal Court Clerk’s computer fund budget.
Contract Compliance Number: 94-2984524
Quadient Leasing USA Inc
Expiration Date: 10/21/2027
Vendor Number: 010846
Title
To authorize the Director of the Department of Finance and Management on behalf of the Municipal Court Clerk to modify the current lease agreement with Quadient for the purchase of mailing equipment, software, maintenance, and support; to authorize the expenditure of $2,292.15 from the Municipal Court Clerk computer fund; and to declare an emergency. ($2,292.15)
Body
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk modify the current lease agreement with Quadient for the purchase of mailing equipment, software, maintenance, and support; and
WHEREAS, Quadient is the mailing and shipping servicer for the daily operations of the Municipal Court Clerk; and
WHEREAS, an emergency exists in the usual and daily operation of the Municipal Court Clerk, in that it is immediately necessary to authorize the Director of the Department of Finance and Management on behalf of the Municipal Court Clerk to modify the current lease agreement with Quadient for the purchase of mailing equipment, software, maintenance, and support to avoid a disruption in the daily operations of the Municipal Court Clerk, all for the 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 Director of the Department of Finance and Management on behalf of the Municipal Court Clerk is authorized to modify the current lease agreement with Quadient for the purchase of mailing equipment, software, maintenance, and support in the amount of up to $2,292.15.
SECTION 2. That the expenditure of $2,292.15or so much thereof as may be necessary is hereby authorized to be expended from Fund 2227 (computer fund), Department/ Division 2601 (Municipal Court Clerk), Object Class - 03 (contractual services) 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.