Explanation
The Department of Public Utilities entered into a contract with The Herald, Inc. for the purchase of printing services for the Department of Public Utilities. These services include, but are not limited to prepress, printing, variable data imaging, finishing, fulfillment, CD production, and delivery services. This contract was the result of a Director's bid received on November 21, 2013 (SA005172). The Herald, Inc. was the lowest responsive and responsible and best bidder and complied with all requirements of the specifications. The original contract is in effect from the date of execution to March 31, 2015 with an annual extension clause that provides for two additional one year extensions. The Department is pleased with their performance and would like to modify the original contract to extend the term for one additional year for a total of $163,652.00.
This ordinance is being submitted as an emergency to ensure that there are no interruptions in the timely delivery of printing services.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Contract Compliance: 27-3190748, expires February 02, 2017
The Herald, Inc. does hold FBE status.
1. Amount of additional funds: The amount of additional funds needed for this contract is $163,652.00. The original contract was established for $128,822.62. The total cost of the original contract and all modifications is $292,474.62. The modification represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings during fiscal year 2015.
2. Reason additional needs were not foreseen: The need for additional funds was foreseen, an extension is provided for in the original contract. This legislation is to encumber the funds budgeted for fiscal year 2015 for the Department of Public Utilities.
3. Reason other procurement processes not used: No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $163,652.00 is budgeted and needed for this purchase.
Expenditures for printing service in the Department of Public Utilities in 2013 were $96,926.80.
Expenditures for printing service in the Department of Public Utilities in 2014 were $103,169.50.
Title
To authorize the Director of Public Utilities to modify a contract with The Herald, Inc. for printing services for the Department of Public Utilities, to authorize the expenditure of $98,202.00 from Water Operating Fund, $7,334.00 from the Electricity Operating Fund, $12,241.00 from the Storm Sewer Operating Fund, and $45,875.00 from the Sewer Systems Operating Fund; and to declare an emergency. ($163,652.00)
Body
WHEREAS, the Department of Public Utilities has a contract with The Herald, Inc. for printing services; and
WHEREAS, per the terms of the contract, the vendor has agreed to extend EL015401 at the same pricing and the same escalator clause to and including March 31, 2016, and it is in the best interest of the City to exercise this option; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, in that it is immediately necessary to complete the contract modification for printing service to ensure that there is not an interruption of delivery, thereby preserving the public health, peace, property, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Utilities Director be and is hereby authorized to modify and increase EL015401 with The Herald, Inc., to extend the term to and including March 31, 2016. Total amount of modification No. 1 is ADD $163,652.00. Total contract amount including this modification is $292,474.62
SECTION 2. That this modification is in accordance with the relevant provision of City Code Chapter 329.
SECTION 3. That the expenditure of $163,652.00 or so much thereof as may be needed, is hereby authorized from Object Level One 03, Object level Three 3352, Fund Names and Numbers, Departments, OCA Codes and amounts listed below, to pay the cost thereof.
Dept/Div Fund Name Fund Number OCA Amount
60-09 Water Systems Operating 600 601849 98,202.00
60-07 Electricity Operating 550 600700 7,334.00
60-15 Storm Sewer Operating 675 675002 12,241.00
60-05 Sewer Systems Operating 650 605006 45,875.00
$163,652.00
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.