Explanation
The Department of Public Utilities entered into a contract with The Herald, Inc. for the purchase of printing services for the Department of Public Utilities. These services include, but are not limited to prepress, printing, variable data imaging, finishing, fulfillment, CD production, and delivery services. This contract was the result of a Director's bid received on November 14, 2011 (SA004168). The Herald, Inc. was the lowest, responsive and responsible bidder (sole-bidder) and met all requirements of the specifications. The original contract was for a period of one (1) year with a (1) one year renewal option. The Department is pleased with their performance over the last year and would like to modify the original contract to enter into a second year, for a grand total of $130,298.00. The parties agree that the City at its option may determine that the services described in Category 2 of the contract are not required during the extended term, and the modification will reflect this agreement.
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.
Contract Compliance: 27-3190748, expires August 02, 2014
The Herald, Inc. does not hold MBE/FBE status.
1. Amount of additional funds: The amount of additional funds needed for this contract is $130,298.00. The original contract was established for $124,322.33. The total cost of the original contract and all modifications is $254,620.33. The modification represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings during fiscal year 2013.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen, an extension is provided for in the original contract. This legislation is to encumber the funds budgeted for fiscal year 2013 for the Department of Public Utilities.
3. Reason other procurement processes not used: No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $130,298.00 is budgeted and needed for this purchase. This ordinance is contingent on the passage of the 2013 Operating Budget, Ordinance #2631-2012.
Expenditures for printing service in the Department of Public Utilities in 2011 were $61,975.52.
Expenditures for printing service in the Department of Public Utilities in 2010 were $77,057.52.
Title
To authorize the Director of Public Utilities to modify a contract with The Herald, Inc. for printing services for the Department of Public Utilities, to authorize the expenditure of $79,167.00 from Water Systems Operating Fund, $2,643.00 from the Electricity Operating Fund, $10,614.00 from the Storm Sewer Operating Fund, and $37,874.00 from the Sewer Systems Operating Fund. ($130,298.00)
Body
WHEREAS, the Department of Public Utilities has a contract with The Herald, Inc. for printing services; and
WHEREAS, per the terms of the contract, the vendor has agreed to extend EL012462 at current prices and conditions to and including March 31, 2014, and it is in the best interest of the City to exercise this option; and
WHEREAS, the parties mutually agree that the City at its sole option may determine that the services described in Category 2 of the contract are not required during the extended term; and
WHEREAS, these printing services are used by the Department of Public Utilities, for the 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 Public Utilities Director be and is hereby authorized to modify and increase EL012462 with The Herald, Inc., to extend the term to and including March 31, 2014, and to reflect the agreement that the city may determine that the services described in Category 2 of the contract are not required. Total amount of modification No. 1 is ADD $130,298.00. Total contract amount including this modification is $254,620.33.
Section 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
Section 3. That the expenditure of $130,298.00 or so much thereof as may be needed, is hereby authorized from Object Level One 03, Object level Three 3352, Fund Names and Numbers, Departments, OCA Codes and amounts listed below, to pay the cost thereof.
Dept/Div Fund Name Fund Number OCA Amount
60-09 Water Systems Operating 600 601849 79,167.00
60-07 Electricity Operating 550 600700 2,643.00
60-15 Storm Sewer Operating 675 675002 10,614.00
60-05 Sewer Systems Operating 650 605006 37,874.00
$130,298.00
Section 4. That this Ordinance shall take effect and be in effect and be in force from and after the earliest period allowed by law.