Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to modify and increase funding to an existing service agreement (EL014925) with InfoSend, Inc., to provide Electronic/Traditional Bill Presentment and Payment Application Services for the Department of Public Utilities. This service provides the department with a comprehensive electronic billing solution that offers billing and payment options for its customers. Customers will have the convenience of receiving and paying their City of Columbus utility accounts online or to manage their utility account through traditional means. In addition, this environmentally-friendly bill presentment solution will play a significant role in the City’s goals of protecting the environment by offering our customers choices in managing their utility accounts online.
On August 30, 2012, the Director of Public Utilities received nine (9) proposals in response to an RFSQ for Electronic/Traditional Bill Presentment and Payment Application Services. InfoSend, Inc. was selected to provide this service for a period of three years, with the potential for two one-year extensions. For each year of the three-year contract, funds for the services shall be reviewed, and expenditures shall be approved by ordinance of City Council, and appropriation and certification of funds by the City Auditor. The first year of the agreement (2014), the contract was funded in the amount of $1,300,081.00. The second year of the agreement (2015), the contract was funded in the amount of $1,100,000. The maximum obligation of the City for services described in this agreement for Year 3 (2016) of this three-year agreement is $1,100,000.00 unless all the following occur: this agreement is modified in writing; City Council enacts an ordinance approving the new amount; and the Auditor has certified the additional funds. The City is not obligated to spend the maximum obligation authorized for any year under this agreement. Subject to mutual agreement, the term of this agreement can be extended for two (2) additional one-year extensions under the same terms, conditions and pricing stated herein.
SUPPLIER: InfoSend, Inc.: (33-0748516) Expires: 01/22/2017, MAJ
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.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is $1,100,000.00. Total contract amount including this modification is $3,500,081.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This legislation authorizes additional funding for the third year of a three-year agreement.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The Department of Public Utilities and InfoSend, Inc. negotiated the cost of the planned contract modification.
FISCAL IMPACT: Funds are budgeted in the 2016 Water Operating Fund for this planned contract modification of $1,100,000.00. ($1,100,000.00)
Historical spending for Fund 600 for similar services:
2015: $1,043,134.26
2014: $1,300,081.00
2013: $1,622,244.71
Title
To authorize the Director of Public Utilities to modify and increase funding to an existing agreement (EL014925) with InfoSend, Inc. for Electronic/Traditional Bill Presentment and Payment Application Services for the Department of Public Utilities, and to authorize the expenditure of $1,100,000.00 from the Water Operating Fund. ($1,100,000.00)
Body
WHEREAS, the Department of Public Utilities has a continuing need for Electronic/Traditional Bill Presentment and Payment Application Services in order to provide a comprehensive electronic billing solution that will enable its customers the convenience of receiving and paying their utility bills online or through traditional means; and
WHEREAS, after completing the evaluations and interviews in 2013, the selection committee recommended an award be made to InfoSend, Inc.; and
WHEREAS, services under this agreement are to be provided over a period of three years, with the potential for two one-year extensions, with funds being reviewed and approved each year of the contract by City Council and the Mayor, and Auditor's certification of funds; and
WHEREAS, it has become necessary in the usual daily operation of the Division of Water, to authorize the Director of Public Utilities to modify and increase funds to this existing agreement (EL014925) with InfoSend, Inc. in order to continue Electronic/Traditional Bill Presentment and Payment Application Services for the Department of Public Utilities; now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to modify and increase funds to an existing agreement (EL014925) with InfoSend, Inc. for Electronic/Traditional Bill Presentment and Payment Application for the Department of Public Utilities.
SECTION 2. 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 3. That the expenditure of $1,100,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6000 Water Operating Fund object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.