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File #: 1289-2013    Version: 1
Type: Ordinance Status: Passed
File created: 5/21/2013 In control: Technology Committee
On agenda: 7/15/2013 Final action: 7/18/2013
Title: To authorize the Director of the Department of Technology, to renew an agreement with Contrado BBH Holdings, LLC (dba Bell & Howell, LLC) for annual maintenance and support services for the Enduro Mail Inserter and JetVision system in accordance with sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $31,070.00 from the Department of Technology, Information Services Division, internal services fund. ($31,070.00)
Attachments: 1. Quote Inserter Jet Vision Maintenance 2013-2014 City of Columbus 4-16093-2013, 2. Sole Source Form Bell & Howell 2013, 3. Sole Source Letter Bell & Howe 2013
Explanation

BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to renew an agreement with Contrado BBH Holdings LLC (dba Bell and Howell, LLC) for annual maintenance and support for the Enduro Mail Inserter and JetVision envelope transport equipment and software. The original agreement (FL003943) was authorized by ordinance 0079-2008, passed February 25, 2008. The agreement was most recently renewed by authority of ordinance 1297-2012, passed July 09, 2012, through purchase order EL013342. This renewal will provide service for the period August 1, 2013 to July 31, 2014, at a cost of $31,070.00.

The equipment and software are located at the Jerry Hammond Center, 1111 East Broad Street, and is used to process mailings for DoT's city department customers, including the Department of Public Utilities and Income Tax Division. Bell and Howell is the only factory trained and authorized service provider for the Enduro and JetVision systems. There are no third party companies approved by Bell & Howell for equipment sales, installation, software or maintenance services, or upgrades on the Enduro Mail Inserter or JetVision systems, as it is proprietary equipment. Accordingly, Bell & Howell is the sole source of supply for upgrades, maintenance and support services for this equipment and software. For this reason, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Section 329.07.

FISCAL IMPACT:
In 2011 and 2012 the cost was $25,661.00 and $29,907.00 respectively. Funds were budgeted and are available within the Department of Technology, Information Services Division, internal service fund. The total cost of this renewal is $31,070.00, bringing the aggregate total contract amount to $423,354.10.

CONTRACT COMPLIANCE:
Vendor: Contrado BBH Holdings LLC (dba Bell and Howell, LLC) FID#/CC#: 45-0643660 Expiration Date: 8/10/2...

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