Explanation
BACKGROUND:
On March 2, 2015, a request for proposal SA005789 for city-wide e-payments services was issued by the Columbus City Treasurer's Office. One hundred thirty-nine vendors were contacted electronically. Proposals were received from three (3) bidders and subsequently reviewed by the Columbus Depository Commission, which recommended, subject to the approval of City Council, the award of e-payment services on January 25, 2016, to First Data Government Solutions, LP. The contract is for a period of ten (10) years, beginning March 2, 2016, through March 1, 2026, subject to annual appropriations and approval of contracts by the Columbus City Council.
The contract for e-payment services has successfully brought online payments to many city divisions. At the present time, the following city divisions are using the services provided by this contract: City Auditor (Income Tax), Public Safety (License and Fire), Building and Zoning, Human Resources (Training), Health, Recreation and Parks, Public Service, and Public Utilities.
Pricing for the ten year contract was established at the time the bid was awarded. Increases in funding are determined by each agency based on their usage of services (volumes).
The contract for the first year of e-payment services was authorized by Columbus City Council with passage of ordinance 0301-2016 on February 22, 2016. The contract for the second year of e-payment services was authorized by Columbus City Council with the passage of ordinance 0276-2017 on February 27, 2017.
City Council authorized the modification and extension of the third year of the First Data contract for the period March 2, 2018, through March 1, 2019, with passage of ordinance 0431-2018 on February 12, 2018. Ordinance 0404-2019, authorizing the fourth year of e-payment services, was passed by Columbus City Council on February 11, 2019.
City Council authorized the renewal of the contract with First Data for the fifth year of e-payment services for the period March 2, 2020, through March 1, 2021, with passage of ordinance 0446-2020 on February 24, 2020. On February 26, 2021, City Council authorized renewal of the sixth year of e-payment services with passage of ordinance 0351-2021. Ordinance number 0328-2022 authorized the seventh year of e-payment services for the period March 2, 2022, through March 1, 2023.
Columbus City Council authorized the renewal of the City Treasurer’s Office contract with First Data for the eighth year of e-payment services for the period March 2, 2023, through March 1, 2024, with passage of ordinance 0387-2023 on February 13, 2023.
The City Treasurer now wishes to modify its contract with First Data to add funding for the Department of Public Service and the City Treasurer’s Office before year-end.
Emergency action is requested so that there is no interruption in credit card payment services available to the customers of the city.
FISCAL IMPACT:
Funds for these expenditures are consistent with the third quarter financial review.
Contract Compliance: First Data Government Solutions 582582959 pending.
Title
To authorize the City Treasurer to modify its contract for city-wide e-payment services with First Data Government Solutions, LP; to authorize the expenditure of up to $60,000.00 from various funds within the city; and to declare an emergency. ($60,000.00)
Body
WHEREAS, the City Treasurer proposed the award of a contract for city-wide e-payment services as provided for in a Request for Proposal issued on March 2, 2015, for which the Columbus Depository Commission, at a meeting held on January 25, 2016, recommended the award of e-payment services to First Data Government Solutions, subject to approval by Columbus City Council; and
WHEREAS, Columbus City Council authorized a contract for the first year of a ten-year contract for e-payment services for the period of March 2, 2016 through March 1, 2017, and related expenditures on February 22, 2016, with passage of ordinance 0301-2016; and
WHEREAS, Columbus City Council authorized modifications of the contract with First Data for e-payment services for the Division of Fire on July 11, 2016, with passage of ordinance 1727-2016 and on November 21, 2016, with passage of ordinance 2822-2016 for the Department of Public Service; and
WHEREAS, the second year of the ten-year contract for e-payment services and related expenditures for the period of March 2, 2017, through March 1, 2018, was authorized by Columbus City Council with the passage of ordinance number 0276-2017 on February 27, 2017; and
WHEREAS, City Council authorized the modification and extension of the third year of the contract for e-payment services with passage of ordinance number 0431-2018 on February 12, 2018 and the fourth year through March 1, 2020, with passage of ordinance 0404-2019 on February 11, 2019; and
WHEREAS, City Council authorized the renewal of the fifth year of the contract for e-payment services for the period March 2, 2020, through March 1, 2021, with passage of ordinance number 0446-2020 on February 24, 2020, and the sixth year through March 1, 2022, with passage of ordinance 0351-2021 on February 26, 2021; ordinance number 0328-2022 authorized the seventh year of e-payment services for the period March 2, 2022, through March 1, 2023; and
WHEREAS, Columbus City Council authorized the City Treasurer to renew its contract with First Data for e-payment services and related expenditures for the period of March 2, 2023, through March 1, 2024, with passage of ordinance 0387-2023 on February 13, 2023; and
WHEREAS, the City Treasurer now wishes to modify its contract to add funding for the Department of Public Service and the Treasurer’s Office before year-end.
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to authorize the City Treasurer to modify its contract with First Data Government Solutions, LP and to authorize the expenditure as cited below, so there is no interruption in online credit card payment services available to the customers of the city and providing city-wide e-payment services is necessary for the daily operation of normal business activities of the city, all for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Treasurer is hereby authorized to modify its contract with First Data Government Solutions, LP for city-wide e-payment services for the period March 2, 2023, through March 1, 2024.
SECTION 2. That the expenditure of up to $60,000.00 or so much thereof that may be necessary in regard to the action authorized in Sections 1, be and is hereby authorized and approved as per the accounting codes in the attachment to this ordinance.
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 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 5. 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 passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.