Explanation
BACKGROUND:
On October 3, 2012 the Columbus City Treasurer's Office issued a request for proposal SA004617 for various banking services. The Columbus Depository Commission received and reviewed proposals from six (6) local banks and recommended, subject to the approval of City Council, the award of banking services to specific banks on April 18, 2013. All such banks are currently eligible depositories of the City of Columbus, pursuant to Chapter 321.04 of the Columbus City Code. At a meeting of the Columbus Depository Commission held on December 28, 2012, the commission approved Applications for the Deposit of Public Funds, which each bank submitted for review. The contracts are for a period of ten (10) years beginning June 1, 2013 through May 31, 2023, subject to annual appropriations and approval of contracts by the Columbus City Council.
On May 6, 2013, Columbus City Council authorized contracts and expenditures for the first year of banking services, ordinance number 1040-2013, for the period of June 1, 2013 through May 31, 2014.
On May 19, 2014, Columbus City Council authorized contracts and expenditures for the second year of banking services, ordinance number 1073-2014, for the period of June 1, 2014 through May 31, 2015.
On June 1, 2015, Columbus City Council authorized contracts and expenditures for the third year of banking services, ordinance number 1101-2015 for the period of June 1 2015 through May 31, 2016.
On May 16, 2016, Columbus City Council authorized contracts and expenditures for the fourth year of banking services, ordinance number 1177-2016 for the period of June 1 2016 through May 31, 2017.
Columbus City Council authorized the modification and extension of contracts and expenditures for the fifth year of banking services with passage of ordinance 0456-2017 on March 27, 2017.
The City Treasurer’s Office now wishes to modify its contract for credit card processing to provide resources for the Treasurer’s Office to offer on-line credit card processing with Huntington Merchant Services on behalf of other divisions within the city.
The Columbus City Treasurer requests emergency designation so as to post the financial transaction in the city's accounting system as soon as possible. Up to date financial posting promotes accurate accounting and financial management.
FISCAL IMPACT:
Funds for the Treasurer’s Office e-payment services costs will come from a convenience fee charged on transactions.
Contract Compliance: Huntington Merchant Services, 113328074, expiration 1/23/2019
Title
To authorize the City Treasurer to modify its contract for credit card processing services with Huntington Merchant Services; to authorize the appropriation of funds within the convenience fee subfund of the special purpose fund; to authorize the expenditure of up to $17,000.00 from the convenience fee subfund of the special purpose fund; and to declare an emergency. ($17,000.00)
Body
WHEREAS, the City Treasurer proposed the award of contracts for banking services as provided for in an RFP issued on October 3, 2012, for which the Columbus Depository Commission, at a meeting held on April 18, 2013, recommended the award of banking services, subject to approval by Columbus City Council; and
WHEREAS, Columbus City Council authorized contracts for the first year of a ten year contract for banking services for the period of June 1, 2013 through May 31, 2014 on May 6, 2013, ordinance 1040-2013; and
WHEREAS, contracts for the second year of a ten year contract for banking services were authorized by Columbus City Council for the period of June 1, 2014 through May 31, 2015 on May 19, 2014, ordinance 1073-2014; and
WHEREAS, contracts for the third year of a ten year contract for banking services were authorized by Columbus City Council for the period of June 1, 2015 through May 31, 2016 on June 1, 2015, ordinance 1101-2015; and
WHEREAS, contracts for the fourth year of a ten year contract for banking services were authorized by Columbus City Council for the period of June 1, 2016 through May 31, 2017 on May 16, 2016, ordinance 1177-2016; and
WHEREAS, Columbus City Council authorized the modification and extension of contracts and expenditures for the fifth year of banking services for the period of June 1, 2017 through May 31, 2018 with the passage of ordinance 0456-2017 on March 27, 2017; and
WHEREAS, the City Treasurer now wishes to modify its contract with Huntington Merchant Services for credit card processing and authorize the expenditures to permit the City Treasurer’s Office to offer on-line payments on behalf of other city divisions; and
WHEREAS, an emergency exists in the usual daily operation of various City divisions, whereby it is immediately necessary to modify contracts and authorize the expenditures as cited below, providing banking 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 Huntington Merchant Services for credit card processing for the period June 1, 2017 through May 31, 2018.
SECTION 2. That the initial amount of $17,000.00 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 $17,000.00 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 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 6. 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 7. 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.