Explanation
Background: This ordinance authorizes the City Auditor to enter into year two (2) of three (3) possible one-year renewal periods for a professional service contract with Mid-West Presort Mailing Services for continuation of printing, presorting, mailing, and related services. Ordinance 1837-2022 authorized the City Auditor to execute a professional services contract with Mid-West Presort Mailing Services. The initial contract was for one (1) year from the date of execution (September 1, 2022 to August 31, 2023), with the option to renew for three (3) additional years based upon mutual agreement, budgeted funds, and approval by City Council. Ordinance 0118-2024 modified and extended the initial term through February 28, 2025.
For each renewal year, funds for services shall be reviewed and expenditures shall be approved by ordinance of City Council, and the appropriation and certification of funds by the City Auditor.
This ordinance authorizes the second renewal option for the third year of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: $300,000.00
2. Reason additional funds were not unforeseen: The need for additional funds was known at the time of the initial contract and this legislation authorizes funding to cover a continuation of the services for 2025.
3. Reason other procurement processes were not used: This is the second year of three authorized renewal options.
4. How was cost determined: The renewal is based upon estimated requirements for 2025 rates established in the existing contract.
Contract Compliance: The vendor contract compliance number is 6678 and is valid through 02-10-2027.
Emergency Designation: Emergency action is requested to expedite authorization of this contract in order to maintain uninterrupted services from the supplier, therefore avoiding any delays in receiving and processing City revenue and maintaining cash flow for essential City services.
FISCAL IMPACT: This ordinance authorizes an expenditure of $300,000.00 from the Department of the City Auditor, Division of Income Tax, General Operating Budget. Funds were specifically budgeted for this contract.
Title
To authorize the City Auditor to renew a service contract with Mid-West Presort Mailing Services to provide printing and mailing services for the Division of Income Tax; to authorize the expenditure of $300,000.00 from the General Fund; and to declare an emergency ($300,000.00).
Body
WHEREAS, Ordinance No. 1837-2022, passed by the Columbus City Council on July 11, 2022, authorized the Department of the City Auditor, Division of Income Tax, to enter into a contract with Mid-West Presort Mailing Services to provide printing, presorting, mailing, and related services; and
WHEREAS, the original contract was for one (1) year from the date of execution, with the option to renew for three (3) additional one-year terms based upon mutual agreement of the parties, budgeted funds, and approval by City Council; and
WHEREAS, Ordinance 0118-2024 authorized the modification of the initial contract to add funding and extend it through February 28, 2025; and
WHEREAS, this ordinance seeks authority for the second renewal of three (3) annual renewal provisions provided for within the original contract; and
WHEREAS, an emergency exists in the usual daily operation of the City Auditor's Office, Division of Income Tax, in that it is immediately necessary to authorize the City Auditor to renew into a contract with Mid-West Presort Mailing Services to maintain uninterrupted services from the supplier, therefore avoiding any delays in receiving and processing City revenue and maintaining cash flow for essential City services, 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 City Auditor be and hereby is authorized to renew a contract with Mid-West Presort Mailing Services for the Division of Income Tax.
SECTION 2. That the expenditure of $300,000.00 or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), Dept-Div 2202 (Division of Income Tax), object class 03 (Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the contract may be renewed for up to one (1) additional year based upon mutual agreement of the parties, available appropriation, and approval by Council.
SECTION 4. That funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance 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 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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.