Explanation
BACKGROUND:
On March 2, 2015 a request for proposal SA005789 for city wide e-payments services was issued by the Columbus City Treasurer's Office. One hundred thirty nine vendors were contacted electronically. Proposals were received from three (3) bidders and subsequently reviewed by the Columbus Depository Commission, which recommended, subject to the approval of City Council, the award of e-payment services on January 25, 2016 to First Data Government Solutions. The contract is for a period of ten (10) years beginning March 2, 2016 through March 1, 2026 subject to annual appropriations and approval of contracts by the Columbus City Council.
The contract for the first year of e-payment services was authorized by Columbus City Council by passage of ordinance 0301-2016 on February 22, 2016. City Council also authorized modifications to the contract with First Data on July 11, 2016 (ordinance 1727-2016) to add the Division of Fire and on November 21, 2016 (ordinance 2822-2016) to add the Department of Public Service. The contract for the second year of e-payment services was authorized by Columbus City Council with the passage of ordinance 0276-2017 on February 27, 2017.
The City Treasurer now wishes to modify its contract for e-payment services to enable the City Treasurer’s Office to take e-payments on behalf of other city divisions whose revenue receipts are small and infrequent. In addition, the Department of Public Service requires additional funding as it expects to begin accepting payments on-line this summer.
Emergency action is requested in order that the contract modification may be executed so that work can begin immediately to provide on-line payments for the city.
FISCAL IMPACT:
Funds are budgeted within the 2017 appropriations for Public Service. Funds for the City Treasurer's Office e-payment services costs will come from a convenience fee charged on transactions.
Contract Compliance: First Data Government Solutions 582582959 expiration 6/20/18.
Title
To authorize the City Treasurer to modify its contract for city wide e-payment services with First Data Government Solutions; to authorize the appropriation of funds within the convenience fee subfund of the special purpose fund; to authorize the expenditure of up to $8,000.00 from the convenience fee subfund of the special purpose fund; to authorize the expenditure of up to $20,000.00 from the street construction maintenance and repair fund; and to declare an emergency. ($28,000.00)
Body
WHEREAS, the City Treasurer proposed the award of a contract for city wide e-payment services as provided for in a Request for Proposal issued on March 2, 2015 for which the Columbus Depository Commission, at a meeting held on January 25, 2016, recommended the award of e-payment services to First Data Government Solutions, subject to approval by Columbus City Council; and
WHEREAS, Columbus City Council authorized a contract for the first year of a ten year contract for e-payment services for the period of March 2, 2016 through March 1, 2017 and related expenditures on February 22, 2016 ordinance 0301-2016; and
WHEREAS, Columbus City Council authorized modifications of the contract with First Data for e-payment services for the Division of Fire on July 11, 2016 ordinance 1727-2016 and on November 21, 2016 ordinance 2822-2016 for the Department of Public Service; and
WHEREAS, the second year of the ten year contract for e-payment services and related expenditures for the period of March 2, 2017 through March 1, 2018 was authorized by Columbus City Council with the passage of ordinance number 0276-2017 on February 27, 2017; and
WHEREAS, the City Treasurer now wishes to modify its contract with First Data to provide additional funding for the Department of Public Service and for the capacity to accept on-line payments in the City Treasurer’s Office and related expenditures to facilitate on-line payments for city divisions with small and infrequent revenue receipts; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize the City Treasurer to modify its contract with First Data Government Solutions and to authorize the expenditures as cited below, providing city wide e-payment services necessary for the daily operation of normal business activities of the City of Columbus 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 City Treasurer is hereby authorized to modify its contract with First Data Government Solutions for city wide e-payment services for the period March 2, 2017 through March 1, 2018.
SECTION 2. That the initial amount of $8,000.00 be appropriated in the Special Purpose Fund, Convenience Fee Subfund in anticipation of fees to be collected to the City Treasurer, Department-Division 2301, Special Purpose Fund 2223, Convenience Fee Subfund 222350, Object Class 03, Main Account 63940, Program CW001.
SECTION 3. That from the unappropriated funds in the Special Purpose Fund, Convenience Fee Subfund and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose, all such funds are deemed to be appropriated to the City Treasurer, Department-Division 2301, Special Purpose Fund 2223, Convenience Fee Subfund 222350, Object Class 03, Main Account 63940, Program CW001.
SECTION 4. That the expenditure of up to $8,000.00 or so much thereof that may be necessary in regard to the action authorized in Sections 1 and 2 above, be and is hereby authorized and approved in Funds 2223 Special Purpose Fund and Convenience Fee Subfund 222350 as per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of up to $20,000.00 or so much thereof that may be necessary be and is hereby authorized in Fund 2265 street construction maintenance and repair fund as per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.