Explanation
Background: This ordinance authorizes the City Auditor to enter into year one (1) of three (3) possible one-year renewal periods for a professional service contract with Mid-West Presort Mailing Services for continuation of printing, presorting, mailing and related services. Ordinance 1837-2022 authorized the City Auditor to execute a professional services contract with Mid-West Presort Mailing Services. The initial contract was for one (1) year from the date of execution (Sept.1, 2022 to Aug 31, 2023), with the option to renew for three (3) additional years based upon mutual agreement, budgeted funds and approval by city council. Ordinance 0558-2023 modified and extended the initial term through Feb 29, 2024.
For each renewal year, funds for service shall be reviewed and expenditures shall be approved by ordinance of City Council, and the appropriation and certification of funds by the City Auditor.
This ordinance authorizes the first renewal option for the second year of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: $300,000.00
2. Reason additional funds were not unforeseen: The need for additional funds was known at the time of the initial contract and this legislation authorizes funding to cover a continuation of the services for 2024.
3. Reason other procurement processes were not used: This is the first year of two authorized renewal options.
4. How was cost determined: The renewal is based upon estimated requirements for 2024 rates established in the existing contract.
Contract Compliance: The vendor contract compliance number is 6678 and is valid through 06-23-2024.
Emergency Designation: Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier, ensure we can continue to send our required mailings, as well as meet the 2023 Income tax filing season...
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