Explanation
Background: This ordinance authorizes the City Auditor to enter into year two (2) 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 (September 1, 2022 to August 31, 2023), with the option to renew for three (3) additional years based upon mutual agreement, budgeted funds, and approval by City Council. Ordinance 0118-2024 modified and extended the initial term through February 28, 2025.
For each renewal year, funds for services 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 second renewal option for the third 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 2025.
3. Reason other procurement processes were not used: This is the second year of three authorized renewal options.
4. How was cost determined: The renewal is based upon estimated requirements for 2025 rates established in the existing contract.
Contract Compliance: The vendor contract compliance number is 6678 and is valid through 02-10-2027.
Emergency Designation: Emergency action is requested to expedite authorization of this contract in order to maintain uninterrupted services from the supplier, therefore avoiding any delays in receiving and processing City revenue and maintaining cash flow fo...
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