City of Columbus - File #: 0683-2004

• File #: 0683-2004
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 3/30/2004
• In control: Administration Committee
• On agenda: 5/3/2004
• Final action: 5/5/2004
• Title: To authorize the transfer of $35,000.00 within the Department Technology information service fund 2004 appropriations, to authorize the Director of the Department of Finance to enter into contract with Mail Processing Systems for the purchase of a folder gluer machine for the Information Services Division, to waive competitive bidding provisions of the Columbus City Code, to authorize the expenditure of $35,000.00 from the Department of Technology's information services fund, and to declare an emergency. ($35,000.00)

Date	Ver.	Action By	Action	Result
5/5/2004	1	CITY CLERK	Attest
5/4/2004	1	MAYOR	Signed
5/3/2004	1	Columbus City Council	Approved	Pass
5/3/2004	1	COUNCIL PRESIDENT PRO-TEM	Signed
4/27/2004	1	City Clerk's Office	Sent back for Clarification/Correction
4/27/2004	1	Technology Drafter	Sent for Approval
4/27/2004	1	Auditor Reviewer	Reviewed and Approved
4/27/2004	1	CITY AUDITOR	Reviewed and Approved
4/27/2004	1	Technology Drafter	Sent to Clerk's Office for Council
4/20/2004	1	Technology Drafter	Sent to Clerk's Office for Council
4/19/2004	1	Technology Drafter	Sent for Approval
4/19/2004	1	CITY ATTORNEY	Reviewed and Approved
4/16/2004	1	Finance Reviewer	Reviewed and Approved
4/16/2004	1	FINANCE DIRECTOR	Reviewed and Approved
4/14/2004	1	EBOCO Reviewer	Sent for Approval
4/14/2004	1	ODI DIRECTOR	Reviewed and Approved
4/14/2004	1	Technology Drafter	Sent for Approval
4/13/2004	1	Technology Drafter	Sent for Approval
4/12/2004	1	Technology Drafter	Sent for Approval
4/12/2004	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
3/30/2004	1	Technology Drafter	Sent for Approval

Explanation
BACKGROUND: This ordinance authorizes the Department of Finance to enter into a contract with Mail Processing Systems, to purchase a machine that will fold, glue, seal and perforate paper. This machine will replace the current aging machine, which has been in use since 1991.

The Department of Technology processes in excess of 300,000 mailing documents per year by utilizing a folder gluer machine. This machine is used to convert printed documents such as letters and notices, tax forms, water notifications and court notices into a self-mailer. Many of these documents are dated, time sensitive materials and need to be mailed promptly. By using this machine, cost savings are realized by the City of Columbus in avoiding the purchase of additional envelopes and special forms.

At the present time, the machine is malfunctioning resulting in operational delays, down time and numerous service calls. The current machine is aging and out-dated. Replacement parts needed to correct these malfunctions are scarce or no longer available.

The purchase of this machine is critical to the City of Columbus as it supports the Water, Sewer and Tax Divisions revenue generating capabilities through the utilization of this mailing process.


FISCAL IMPACT: Funds have been identified for this unbudgeted expense. A transfer within the 2004 Department of Technology appropriation authority will be necessary.

EMERGENCY: There is an immediate need to establish a contract with Mail Processing Systems to purchase a folder gluer machine to avoid delays or service interruptions within daily operational business processes.

CONTRACT COMPLIANCE: 311479321 Expiration: 06-27-2004

Title
To authorize the transfer of $35,000.00 within the Department Technology information service fund 2004 appropriations, to authorize the Director of the Department of Finance to enter into contract with Mail Processing Systems for the purchase of a folder gluer machin...