Explanation
Background: On November 5, 2018, City Council passed Ordinance 2978-2018, authorizing the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to obtain Bill Presentment services with Level One LLC. The term authorized in the ordinance was for two (2) years from the contract execution. The contract was able to be extended for up to four additional two (2) year periods, subject to mutual agreement by both parties. This would have allowed for a maximum of a ten (10) year contract.
The actual signed contract PO149627, has a term of five (5) years, with the option to extend annually up to an additional five (5) years. Although both the ordinance and the contract allow for a maximum of a ten (10) year contract, the original signed term was not in accordance with the legislative authorization. This was done through human error.
Because this error has caused the original contract to lapse, an ordinance is necessary to re-establish the UTC by entering into a new contract with Level One LLC. A bid waiver is requested to re-establish this contract.
Bid Information: The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding. RFQ006999 was advertised and Proposals were received on November 2, 2017. Seven (7) responses were received. Due to the expiration of the original contract, and the age of the original RFP, a bid waiver is requested.
Total estimated annual expenditures: the City has expended approximately $926,000 per year during the contract.
Emergency action is requested so that the Public Utilities Department can continue Bill Presentment services with minimal interruption.
Fiscal Impact: Funding to re-establish this $1 option contract will be authorized from General Budget Reservation BRPO002253. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expen...
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