Explanation
This Ordinance authorizes the Director of the Finance and Management to enter into contract with Copier Resources Inc. (CRI) for the purchase of one Relay 5000 Inserting System for the Division of Support Services. The Division of Support Services recently changed the Alarm code within the License Section. The change in the code has significantly increased the amount of mail that is received and sent by the Section. This machine will both sort and fold mail. It gives you the flexibility to handle multiple fold types, paper sizes and outer envelope sizes. Autamating mundane tasks, like folding and inserting mail will free up staff to focus on high value tasks and allow them to work on processing revenue. You can also easily add marketing messages with a bill or an important announcement without spending more time preparing the mailing. This Relay system has the ability to add more features, such as a software application that will run the addresses through the NCOA (National Change of Address) to ensure the addresses are correct in post office structure. This will save both time and money by decreasing the amount of return mail the office receives.
The Purchasing Office opened bids and four (4) bids were received. A tabulation of those bids is as follows:
Copier Resources Inc.: $16,945.20 (each)
Pitney Bowes: $19,886.53 (each)
Allen San Diego: $27,130.00 (each)
Intelligent Mailing Solutions, Inc.: $14,995.00 (each) ***Alternate Bid**
The bid submitted by Copier Resources Inc. met all bid specifications and requirements, therefore the Division Support Services awards the contract to the lowest, responsive and responsible bidder, Copier Resources Inc.
SUPPLIER: Copier Resources Inc. (CRI) CC#: 31-1328002; Expires 12/31/2018
Emergency Action is requested because recent changes in alarm codes has created an abundance of mail that needs streamlined and processed urgently and efficiently.
FISCAL IMPACT: This Ordinance authorizes the expenditure of $16,945.20 within Public Safety's Bond Funds for the purchase of a Relay 5000 mail folding and Inserting System. This ordinance also authorizes an amendment to the 2017 Capital Improvement Budget. The Department of Public Safety has funds in their Capital Improvement Budget to pay for this contract.
Title
To authorize the Director of Finance and Management to enter into a contract with Copier Resources Inc. for the purchase of a Relay 5000 mail folding and Inserting System; to authorize an amendment to the 2017 Capital Improvement Budget; to authorize an expenditure of $16,945.20 within Safety's Capital Improvement Funds; and to declare an emergency ($16,945.20)
Body
WHEREAS, it is necessary to authorize the Director of Finance and Management to amend the 2017 Capital Improvement Budget; and
WHEREAS, it is necessary to purchase a Relay 5000 Inserting System in order to keep the mail going out and coming in a timely manner and to help keep the revenue up to date; and
WHEREAS, the Purchasing Office advertised and solicited bids and opened responses on 11-15-2017 and selected the lowest responsive, and responsible and best bidder, Copier Resources Inc.; and
WHEREAS, Copier Resources Inc. will deliver the equipment outlined in RFQ007322; and
WHEREAS, an emergency exists in the usual daily operation of the the Department of Public Safety, Division of Support Services, in that it is immediately necessary to enter into a contract with Copier Resources Inc. to purchase the Relay 5000 Inserting System to be used in the License Section to keep up with the incoming and outgoing mail while processing the revenue, 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 Finance Director is hereby authorized to enter into contract with Copier Resources Inc. for the purchase of one Relay 5000 Inserting System.
SECTION 2. That the 2017 Capital Improvement Budget is hereby amended in Fund 7701 as follows:
Project/Project No - Police and Fire Radio Equipment 320001-100001 Carryover|Current CIB - $269,309| Revised CIB - $252,363| Change - ($16,946)
Project/Project No - Technology Equipment Replacement Program 320001-100011 Carryover|Current CIB - $0| Revised CIB - $16,946| Change - $16,946
SECTION 3. That the expenditure of $16,945.20, or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and approved per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering such project that the project has been completed and the monies are no longer required for such project; except that no transfer shall be made from a project account funded by monies from more than one source.
SECTION 7. That for reasons stated in the preamble hereto, which is hereby made a part thereof, 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.