Explanation
Background:
The current mail machine in Income Tax, purchased in November 2003, is no longer being manufactured, and service to repair the machine will cease at the end of 2014. A replacement machine and related software is available from Pitney Bowes, who has a pricing contract with the State of Ohio (STS 111 800051) that is negotiated (not bid) with pricing lower than standard commercial pricing for a straight sale. Also included in this purchase price is a 1 year warranty on equipment from date of purchase. The commercial warranty is only 90 days.
Commercial pricing for the same configuration: $37,590.
The contract compliance number for Pitney Bowes Inc. is 06-0495050, expiring on 05/09/2014.
Fiscal Impact:
Funds are available in the General Permanent Improvement Fund in the amount of $25,489.00.
Emergency designation:
Emergency legislation is necessary so that this equipment and software can be purchased and installed, allowing for uninterrupted operations within the Income Tax Division.
Title
To authorize and direct the Director of Finance and Management to issue a purchase order on behalf of the Income Tax Division to Pitney Bowes for a mail machine, opener, and software using a State of Ohio contract; to authorize the City Auditor to appropriate and transfer funds within the General Permanent Improvement Fund; to amend the 2014 Capital Improvement Budget; to authorize the expenditure of $25,489.00 from the General Permanent Improvement Fund; and to declare an emergency ($25,489.00).
Body
WHEREAS, the Division of Income Tax has a need to purchase a new mail machine, mail opener and software to replace equipment that is aged and outdated; and,
WHEREAS, this purchase can be made using a State of Ohio contract; and
WHEREAS, it is necessary to amend the 2014 Capital Improvement Budget;
WHEREAS, it is necessary to authorize the appropriation and transfer of funds between projects within the General Permanent Improvement Fund t...
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