Explanation
Background
The Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk') and Neopost, USA Inc. entered into Contract #EL009960 (the "Contract"), which was authorized by Ordinance No. 1646-2009, passed by Columbus City Council on December 14, 2009, for the procurement of mail operational hardware and software support services ("mail services"). The Contract term was for three (3) years, with the option of three (3) consecutive one (1) year renewable periods.
The mail services created a more efficient and cost effective mail operation for the Municipal Court Clerk's Office through electronically processing mail and return receipts.
Neopost USA Inc. wishes to assign the Contract to MailFinance, Inc., a Neopost USA Company. The Municipal Court Clerk consents to the assignment. In addition the Parties wish to modify the Contract by deleting the phrase "with the option of three (3) consecutive one (1) year renewable periods". The Contract is hereby extended for one (1) three-year period, subject to annual approval and appropriations of funds by Columbus City Council. This modification and extension will save the Municipal Court Clerk's Office $16,108.44 annually, reducing the annual payment to MailFinance, Inc. from $39,496.44 to $23,388.00. The parties also wish to modify the products/services.
This legislation is to authorize the consent of the assignment of the Contract and purchase orders with Neopost, USA Inc.: FEIN 94-2388882 to MailFinance, Inc.: FEIN 94-2984524; to authorize the Municipal Court Clerk to modify and extend the Contract with MailFinance Inc. for the provision of mail services; to authorize an expenditure of $23,388.00; and declares an emergency.
Bid Information:
The Municipal Court Clerk's Office solicited formal competitive bids through SA003420, for mail services. Proposals were received from two vendors. The proposals were reviewed by a committee of three and evaluated in accordance with the committee's criteria. Neopost USA, Inc. achieved the highest score. In agreement with the committee, the Municipal Court Clerk awarded the bid to Neopost USA, Inc.
This company is not debarred according to the excluded party listing system of the Federal Government or prohibited from being awarded a contract according to the Auditor of State unresolved finding for recovery certified search.
MailFinance, Inc. Contract Compliance Number: 94-2984524
Expiration Date: 11/5/2014
Contracts:
1st Year - Ordinance: 1646-2009 - $39,496.44; EL009960
2nd Year - Ordinance: 1593-2010 - $39,496.44; EL011121
3rd Year - Ordinance: 1559-2011 - $39,496.44; EL012201
4th Year - Ordinance: 2559-2012 - $23,388.00
Emergency: Emergency legislation is requested for the continuity of the mail services for the Municipal Court Clerk's Office.
Fiscal Impact: Funds totaling $23,388.00 are available within the Municipal Court Clerk 2012 computer fund budget.
Title
To authorize the Municipal Court Clerk to assign the Contract and purchase orders with Neopost USA, Inc. to MailFinance, Inc; to authorize the Municipal Court Clerk to modify and extend the Contract with MailFinance, Inc. for the provision of mailroom services.; to authorize an expenditure of $23,388.00 from the Municipal Court Clerk computer fund; and to declare an emergency ($23,388.00).
Body
WHEREAS, the Municipal Court Clerk and Neopost, USA Inc. entered into the Contract which was authorized by Ordinance Number 1646-2009, passed by Columbus City Council on December 14, 2009, for the procurement of mail services; and
WHEREAS, Neopost, USA Inc. wishes to assign the Contract to MailFinance, Inc., a Neopost USA Company; and
WHEREAS, the Municipal Court Clerk consents to the assignment; and
WHEREAS, the Parties wish to modify the terms and conditions of the Contract; and
WHEREAS, the Parties wish to modify the products/services and pricing included under the Contract; and
WHEREAS, an emergency exists in the daily operations of the Municipal Court Clerk, in that it is immediately necessary to authorize the modifications to such Contract with MailFinance, Inc. for mail services for the immediate preservation of the public peace, health, safety and welfare, now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Municipal Court Clerk be and is hereby authorized to modify Contract EL009960 and purchase orders pursuant to Contract EL009960 to reflect the assignment from Neopost, USA Inc.: FEIN 94-2388882 to MailFinance, Inc.: FEIN 94-2984524.
Section 2. That the Municipal Court Clerk is authorized to modify the Contract with MailFinance, Inc. to delete the phrase "with the option of three (3) consecutive one (1) year renewable periods" and extend the Contract for one (1) three-year period subject to annual approval by City Council.
Section 3. That the expenditure of $23,388.00 or so much thereof as may be necessary is hereby authorized to be expended from the Municipal Court Clerk computer fund, department 2601, fund 227, oca 260208, object level one 03, object level three - 3369 for the first year of the three year extension.
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 for reasons stated in the preamble hereto, where is hereby made a part hereof, this ordinance is hereby declared an emergency measure, which shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.