Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to modify an existing service agreement (EL014925) with InfoSend, Inc. to provide Bill Presentment Services for the Department of Public Utilities.
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 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 $1,100,000.00. The third year of the agreement (2016), the contract was funded in the amount of $1,400,000.00. Subject to mutual agreement, the terms of this agreement can be extended for two additional one-year extensions under the same terms and conditions stated herein. The first one-year extension was funded in the amount of $1,200,000.00 extending the contract through November 30, 2017. This legislation is for the second one-year extension to extend the contract until November 30, 2018 with no additional funding required.
SUPPLIER: InfoSend, Inc.: (33-0748516) Expires: 02/01/2018, 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: No additional funds are needed at this time.
2. Reason additional funds were not foreseen: This legislation adds additional time for the second of two one-year extensions.
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 will not need any additional funding as part of this modification.
EMERGENCY DESIGNATION: Emergency action is requested in order that purchases may continue without interruption and payments can be made on a timely basis.
FISCAL IMPACT: There are no fiscal expenditures anticipated at this time.
Title
To authorize the Director of Public Utilities to modify an existing agreement with InfoSend, Inc. for Electronic/Traditional Bill Presentment and Payment Application Services for the Department of Public Utilities; and to authorize the extension of the contract by one year; and to declare an emergency.
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 funds being reviewed and approved each year of the three year contract by City Council and the Mayor, and Auditor's certification of funds; and
WHEREAS, the original contract provided for two one-year extensions of the contract subject to mutual agreement of the parties; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water, in that it is immediately necessary to authorize the Director to modify a contract (EL014925) with InfoSend, Inc. so that services may continue without interruption for the immediate preservation of 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 Public Utilities be and is hereby authorized to modify an existing agreement (EL014925) with InfoSend, Inc., 4240 E La Palma Avenue, Anaheim, California 92807 for Electronic/Traditional Bill Presentment and Payment Application for the Department of Public Utilities.
SECTION 2. That there is no cost associated with this modification.
SECTION 3. 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 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.