Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to modify and extend the current contract for e-lockbox banking services with US Bank to provide additional resources and to extend the term of contract EL014009 through July 31, 2014. The e-lockbox service was included in the 2013 City Treasurer's Office bid for banking services and was awarded to JP Morgan Chase Bank however there is a need to maintain the current account at US Bank during the transition between banks.
This extension will provide for the continued receipt of electronic utility payments to the City of Columbus,
It is requested that this ordinance be handled in an emergency manner, as the current e-lockbox services contract will expire March 31, 2014 and the division wishes to have a contract extension in place so that payments will not be interrupted.
The maximum obligation of the City for services described in this agreement for the period April 1, 2014 through July 31, 2014 is limited to Thirty Thousand Dollars. ($30,000.00).
SUPPLIER: U. S. Bank National Association: (31-0841368) Expires: 2/20/2015
The 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 Findings for Recovery Certified Search.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is ADD $30,000.00. Total contract amount including this modification is $145,000.00.
2. Reason additional funds were not foreseen: The need for additional funds was unknown at the time of the initial contract. A new e-lockbox contract with JP Morgan Chase Bank is in process and will be effective on August 1, 2014, as the service was bid with the 2013 City Treasurer Banking Services bids.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original contract.
4. How was cost determined: The Department of Public Utilities and US Bank negotiated the cost of the planned contract modification.
FISCAL IMPACT: There is sufficient authority in the 2014 Water System Operating Fund for this expenditure.
Prior Year Expenditures:
2012: $10,000.00
2013: $10,000.00
Title
To authorize the Director of Public Utilities to modify and extend an agreement with U. S. Bank National Association for e-lockbox services, to authorize the expenditure of $30,000.00 from the Water Operating Fund, and to declare an emergency. ($30,000.00)
Body
WHEREAS, the Department of Public Utilities has a need to continue e-lockbox service to ensure continued receipt of utility payments to the City of Columbus, Division of Water, and
WHEREAS, the contract will provide the Department of Public Utilities with e-lockbox services until July 31, 2014 service is established with JP Morgan Chase Bank, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to establish a contract and expenditures, for e-lockbox services, in an emergency manner in order to facilitate accurate and timely receipt of electronic payments to the City of Columbus, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to modify and extend contract EL014009 with U. S. Bank National Association for e-lockbox services for the Department of Public Utilities in such form and including such terms and conditions as are approved by the City Auditor and City Attorney.
SECTION 2. That the expenditure of $30,000.00 or so much thereof as may be needed, be and hereby is authorized as follows:
Fund: 600
OCA: 602318
Object Level: 3348
Amount: $30,000.00
SECTION 3. That the said firm shall conduct the work to the satisfaction of the Director of the Department of Public Utilities.
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 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 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.