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File #: 1379-2017    Version: 1
Type: Ordinance Status: Passed
File created: 5/17/2017 In control: Technology Committee
On agenda: 6/12/2017 Final action: 6/14/2017
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 $29,291.00 from the Department of Technology, Information Services Division, Information Services Operating Fund. ($29,291.00)
Attachments: 1. 1379-2017 EXP, 2. 1379-2017 Sole Source Form for Bell and Howell, 3. 1379-2017 Bell and Howell BBH Quote 2017, 4. 1379-2017 Bell and Howell City Of Columbus - Sole Source Letter 2017
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 1408-2016, passed June 20, 2016, through PO019185. This agreement will provide service for the period August 1, 2017 to July 31, 2018, at a cost of $29,291.00.

The equipment and software is used to process mailings for DoT’s city department customers (Division of Police, City Auditor, Income Tax Division, and Municipal Court). 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 2015 and 2016, the cost for both years was $27,670.00 and $28,500.00, respectively. Funds were budgeted and are available within the Department of Technology, Information Services Division, Information Services Operating Fund. The 2017 cost associated with this service is $29,291.00, bringing the aggregate total contract amount to $539,885.10.

CONTRACT COMPLIANCE:
Vendor: Contrado BBH Holdings LLC (dba Bell and Howell, LLC); FID#/CC#: 45-0643660; Expiration Date: 5/25/2018
(DAX Vendor Acct.: 015333)

Title
To authorize the...

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