Explanation
BACKGROUND:
The Division of Income Tax supplies city income tax forms and tax packets to the public. These forms are used for yearly individual and corporate tax filings and are vital to daily operation. In accordance with the Columbus City Code, the Income Tax Division used the competitive bidding process to obtain a contract for the production of the 2014 income tax forms.
A formal request for bids was processed online via Vendor Services for the printing of the income tax forms by the Division of Income Tax and one bid was received.
The bid from The Shamrock Companies, Inc. was determined to be the lowest and most responsive bid. The Shamrock Companies produced the annual tax forms packets for 2001, and 2004 through 2013. Their contract compliance number is 34-1609149 and it expires 10/21/2015.
Emergency action is requested to ensure the timely production of the tax forms and meeting of mailing guidelines prior to print production and distribution in December, 2014.
FISCAL IMPACT:
The division of Income Tax has budgeted and made available $40,000 for the printing of the 2014 tax forms. The proposed amount is $28,662.53. In 2013, the amount expended for this was $27,491.00.
Title
To authorize the City Auditor to enter into contract with The Shamrock Companies, Inc. for the production of the 2014 income tax forms for the Office of the City Auditor, Division of Income Tax; to authorize the expenditure of $28,662.53 from the General Fund; and to declare an emergency. ($28,662.53)
Body
WHEREAS, the Division of Income Tax requires a contract for the production of city income tax forms and tax packages for public use; and,
WHEREAS, the Division of Income Tax solicited bids for the tax forms and tax packages and the bid has been awarded to The Shamrock Companies, Inc.; and,
WHEREAS, an emergency exists in the usual daily operation of the City Auditor's Office in that it is immediately necessary to enter into contract with The Shamrock Companies, Inc. in order to ensure the timely production of the tax forms and meeting of mailing guidelines; now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor be and his is hereby authorized and directed to enter into contract with The Shamrock Companies, Inc. for the production of the 2014 income tax forms.
SECTION 2. That the expenditure of $28,662.53, or so much thereof as may be necessary, is hereby authorized from Department 22-02, General Fund 01-100, Character 03, Minor Object 3352, Index Code 220202, to pay the cost thereof.
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 for 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.