Explanation
This ordinance authorizes the Finance and Management Director to enter into contract and establish a purchase order with Pitney Bowes, Inc. and expend funds to purchase two postage meter machines, per the terms and conditions of the State of Ohio Cooperative Contracts.
The two postage meter machines currently in use were purchased in 2005. After 2015, Pitney Bowes, Inc. will no longer support these meters. This purchase allows the city mail room to replace the current postage meters which have passed their useful life. A thorough cost analysis was completed and indicates that purchasing these machines outright is a more cost effective option than leasing new machines.
Ordinance #582-87 authorizes city agencies to participate in State of Ohio Cooperative Contracts. Contract STS 111 800051 will be used to the purchase the postage meters, parts and MMA 7418 for maintenance with Pitney Bowes Inc.
Fiscal Impact: Funding for the postage meter machines is available and budgeted in the 2014 Construction Management Capital Improvement Fund. This purchase qualifies for capital funding dollars as outlined by the Auditor's Office.
Emergency action is requested to ensure uninterrupted service of processing mail to the U.S. Postal Service from all city departments.
Title
To authorize the Finance and Management Director to establish a purchase order for two postage meter machines with Pitney Bowes, Inc. per the terms and conditions of a State of Ohio Cooperative Contract; to authorize the expenditure of $47,450.00 from the Construction Management Capital Improvement Fund; and to declare an emergency. ($47,450.00)
Body
WHEREAS, the mail center in the Finance and Management Department has a need to purchase two (2) Connect + 3000 postage meter machines to replace two machines that have passed their useful life and will not be supported after 2015; and
WHEREAS, the cost of the both postage meter machines totals $47,450.00 and contracts are available through the State of Ohio Cooperative Contract for postage meter machines; and
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in State of Ohio Cooperative Contract STS 111 800051 and is available for the purchase of office equipment postage meter machines and MMA7418 for maintenance; and
WHEREAS, it is necessary to purchase new postage meter machines for the city mail room, as the current models, purchased in 2005, have passed their useful lives and will no longer be supported after 2015; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department in that it is immediately necessary to establish a purchase order with Pitney Bowes, Inc. per the terms of a State of Ohio Cooperative Contract to ensure uninterrupted service of all U.S. Post Office mail for various city departments, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to establish a purchase order with Pitney Bowes, Inc., on behalf of the city mail room, for the purchase of two postage meter machines per the terms and conditions of the State of Ohio Cooperative Contract as follows:
STS 111 800051/ MMA 7418
Pitney Bowes Inc.
Contract # 060495050 expires 05/07/2016
Postage meters/maintenance
Object Level 3: 6640
SECTION 2. That the expenditure of $47,450.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Dept/Div: 45-50
Fund: 733
Project: 570030-100120
OCA Code: 733120
Object Level 1: 06
Object Level 3: 6640
Amount: $47,450.00
SECTION 3. That the monies in the foregoing Section 2 shall be paid upon order of the Director of the Finance and Management Department, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications.
SECTION 5. 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 said project that the project has been completed and the munities are no longer required for said project.
SECTION 6. 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 7. That the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be in force from and after its passage and approvals by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.