Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to continue 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 1050-2014, passed June 16, 2014, through purchase order EL016073. This agreement will provide service for the period August 1, 2015 to July 31, 2016, at a cost of $27,670.00.
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, Chapter 329.
FISCAL IMPACT:
In 2013 and 2014 the cost for both years was $31,070.00 respectively. Funds were budgeted and are available within the Department of Technology, Information Services Division, internal service fund. The 2015 cost associated with this service is $27,670.00, bringing the aggregate total contract amount to $482,094.10.
CONTRACT COMPLIANCE:
Vendor: Contrado BBH Holdings LLC (dba Bell and Howell, LLC) FID#/CC#: 45-0643660 Expiration Date: 4/28/2016
Title
To authorize the Director of the Department of Technology to continue 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 Code; to authorize the expenditure of $27,670.00 from the Department of Technology, Information Services Division, internal services fund. ($27,670.00)
Body
WHEREAS, the Department of Technology has a need to continue 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, located at the Jerry Hammond Center, with a coverage period of August 1, 2015 through July 31, 2016, in the amount of $27,670.00; and
WHEREAS, Contrado BBH Holdings, LLC (dba Bell & Howell, LLC ) is the manufacturer of both the Enduro Mail Inserter and JetVision system and is the only factory trained and authorized service upgrade provider; and
WHEREAS, this ordinance to continue a contract agreement is being submitted in accordance with the provisions of the sole source procurement of the Columbus City Code, Chapter 329; and
WHEREAS, it is necessary for the Director of the Department of Technology to continue an agreement with Contrado BBH Holdings, LLC (dba Bell & Howell, LLC ) for annual maintenance and support for the Enduro Mail Inserter and JetVision envelope transport equipment and software, 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 Director of the Department of Technology is hereby authorized to continue 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 the amount of $27,670.00, with a coverage period of August 1, 2015 through July 31, 2016.
SECTION 2: That the expenditure of $27,670.00 or so much thereof as may be necessary be expended from:
Div.: 47-02|Fund: 514|Subfund: 001| OCA: 470202| Obj. Level 1: 03|Obj. Level 3: 3372|Amount: $25,590.00
Div.: 47-02|Fund: 514|Subfund: 001| OCA: 470202| Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $2,080.00
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
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 this continuance is established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 6: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.