Explanation
BACKGROUND: The purpose of this ordinance is to authorize the Department of Neighborhoods to enter into a service contract with Heart and Hunter Inc. dba Hunter Marketing in the amount of $89,000.00 for strategic marketing, communications, media consultation, and creative services in support of department programming and milestone anniversary initiatives and to declare an emergency.
Hunter Marketing is a full-service creative and marketing agency with a team of diverse, passionate and award-winning creatives. Hunter Marketing will provide media and marketing consultation services through a dedicated marketing consultant, project manager, and media consultant to assist the department in increasing awareness and engagement with programming and growing event attendance.
The Department of Neighborhoods will celebrate both the 20th anniversary of 311 and the department’s 10th anniversary this year. Hunter Marketing will develop and execute the anniversary campaigns; extension of related promotional and communications efforts as needed; video and photography capture of key departmental and community moments; production of an end-of-year 311 highlight reel; and printing and merchandise support.
In addition, Hunter Marketing will support ongoing department programming initiatives, including Rise UP, Ubuntu, and NALA with services that include development of marketing collateral, social media campaigns, video production, strategic communications, and related marketing support services.
This legislation seeks to allow reimbursement of expenses incurred prior to the purchase order date, but not before April 1, 2026. The Then and Now certificate is required pursuant to the City Auditor due to the funds being expended prior to the encumbrance of funds via purchase order.
FISCAL IMPACT: Funds in the amount of $89,000.00 are available within the Department of Neighborhoods General Fund Budget as noted in the attached “Then and Now Certificate” as approved by the City Auditor.
EMERGENCY DESIGNATION: Emergency action is requested to ensure that funds are available to pay Hunter Marketing for deliverables related to the department anniversary campaigns and current support for ongoing department programming initiatives.
WAIVER OF FORMAL COMPETITIVE BIDDING REQUIREMENTS: A waiver of the formal competitive bidding requirements of Columbus City Codes Chapter 329 is requested because Hunter Marketing has extensive institutional knowledge of the City and Department’s programming, branding, communications strategies, and anniversary planning efforts, and continuity of services is necessary to ensure effective implementation of ongoing campaigns and public engagement initiatives.
Title
To authorize the Director of the Department of Neighborhoods to enter into a service contract with Heart and Hunter, Inc. dba Hunter Marketing for marketing, media consultation, communications, and creative services; to authorize the waiver of competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $89,000.00 from the General Fund; to authorize and direct the City Auditor to authorize payment to Hunter Marketing per invoice approved by the Director of the Department of Neighborhoods in an amount not to exceed $89,000.00 from fund 1000; and to declare an emergency. ($89,000.00)
Body
WHEREAS, the Department of Neighborhoods seeks to continue strategic marketing and communications efforts supporting departmental programming and milestone anniversary initiatives; and
WHEREAS, Hunter Marketing’s expertise will assist the Department in developing and executing the campaign to celebrate the 20th anniversary of 311 and the 10th anniversary of the Department of Neighborhoods this year; and
WHEREAS, the Department seeks authorization for reimbursement of expenses incurred prior to the date of the purchase order, but not earlier than April 1, 2026; and
WHEREAS, after these goods or services were rendered, the City received an invoice for which a purchase order, with a prior certification of availability of funds by the City Auditor attached, had not been obtained; and
WHEREAS, Section 5705.41(D)(1) of the Ohio Revised Code provides that in certain circumstances a political subdivision may authorize payment on a contract executed without prior certification by the City Auditor; and
WHEREAS, the City Council now has before it a certificate from the City Auditor certifying there was at the time of making the contract and at the time of the execution of such certificate a sufficient sum appropriated for the purpose of such contract and in the treasury or in process of collection to the credit of an appropriate fund free from any encumbrances (a “then and now certificate”); and
WHEREAS, less than thirty days have passed since the City Council’s receipt of the certificate from the City Auditor; and
WHEREAS, the City Council desires to satisfy the obligations of the contract; and
WHEREAS, Hunter Marketing will provide dedicated marketing, project management, and media consultation services to support increased public awareness, community engagement, and event attendance; and
WHEREAS, the Department of Neighborhoods desires to waive formal competitive bidding requirements pursuant to Columbus City Codes Chapter 329 because Hunter Marketing possesses unique institutional knowledge and experience related to the Department’s ongoing programming, branding, and anniversary campaign efforts, making continuity of services beneficial to the City;
WHEREAS, an emergency exists in the usual daily operation of the Department of Neighborhoods in that it is immediately necessary to authorize the Director of the Department of Neighborhoods to enter into a service contract with Heart and Hunter, Inc. dba Hunter Marketing to provide the necessary resources to support the strategic marketing, communications, media consultation, and creative services in support of department programming and milestone anniversary initiatives, all for the immediate preservation of public peace, health, 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 Neighborhoods is hereby authorized to enter into a service contract with Heart and Hunter, Inc. dba Hunter Marketing for marketing, communications, media consultation, and creative services.
SECTION 2. That the expenditure of $89,000.00, or so much thereof as may be necessary, is hereby authorized from the General Fund for the purposes stated herein.
SECTION 3. That expenses incurred prior to the date of the purchase order, but not before April 1, 2026, are reimbursable.
SECTION 4. That City Council hereby acknowledges receipt of the “then and now certificate” from the City Auditor and authorizes and directs the City Auditor to authorize payment to Hunter Marketing per invoice approved by the Director of the Department of Neighborhoods in an amount not to exceed $89,000.00 to Hunter Marketing.
SECTION 5. That City Council finds it in the best interest of the City of Columbus to waive the formal competitive bidding requirements of Columbus City Codes Chapter 329 for this contract.
SECTION 6. 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 7. That the City Auditor is authorized to make any accounting changes necessary to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 8. 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.